The verdict in three sentences
For a heat pump installer that schedules 25 technicians by phone, a custom field service management app costs EUR 25,000 to 60,000 (about USD 27,000 to 65,000). The most visible gain is one more job per technician per day, thanks to optimized routes and work orders signed on site. Against field service SaaS at EUR 35 to 60 per user per month, custom pays off from year two or three.
Modules of a field service app and their price
An HVAC installer has precise needs: annual maintenance contracts, commissioning, urgent repairs, regulatory records. Here are the components we price, as 2026 orders of magnitude.
| Module | Function | Indicative price |
|---|---|---|
| Scheduling and dispatch | Drag and drop, zones, skills, emergencies | EUR 6,000 to 12,000 |
| Technician app (offline PWA) | Job order, route, equipment history | EUR 6,000 to 14,000 |
| Signed work order | Customer signature, parts used, time spent, PDF sent | EUR 3,000 to 7,000 |
| Photos and reports | Before and after, pressure readings, refrigerants | EUR 2,000 to 5,000 |
| Maintenance contracts | Schedule, automatic reminders, renewal | EUR 3,000 to 8,000 |
| Van stock | Parts per van, restocking | EUR 2,000 to 6,000 |
| Billing and ERP link | Export to QuickBooks, Sage or Xero | EUR 3,000 to 8,000 |
A core of scheduling, technician app and signed work order starts at EUR 25,000. With maintenance contracts, stock and automated billing, budgets reach EUR 50,000 to 60,000.
Custom or SaaS: the 5-year calculation
| Criterion | Field service SaaS | Custom app |
|---|---|---|
| Upfront cost | EUR 2,000 to 8,000 (configuration, data migration) | EUR 25,000 to 60,000 |
| Licenses, 30 users | EUR 12,600 to 21,600 per year | EUR 0 |
| Maintenance and hosting | Included | EUR 4,000 to 8,000 per year |
| 5-year cost | EUR 65,000 to 116,000 | EUR 45,000 to 100,000 |
| Fit to heat pump processes | Limited to configuration | Full (refrigerants, records, manufacturer warranties) |
| Price changes | Annual increase of 3 to 8% | Under your control |
| Data ownership | Export sometimes limited | Complete |
SaaS remains a good starting point under 10 technicians. At 25 technicians and more, with specific processes such as refrigerant tracking or manufacturer warranties, custom takes the lead.
Mini case study
Julian, service manager at a heat pump installer in Toronto, runs 25 technicians who complete an average of 4 jobs per day. Scheduling is done by phone and on a whiteboard.
- With optimized routes and history on mobile, each technician moves to 5 jobs per day.
- Gain: 25 technicians x 1 job x 210 days = 5,250 more jobs a year.
- Average margin per maintenance job: EUR 45, or EUR 236,250 in extra margin, assuming enough demand.
- Project: EUR 48,000, plus EUR 6,000 a year.
Even if only half of the gain materializes, the project pays for itself in under 6 months. Work orders signed on site also cut billing lead time from 15 days to 2 days.
Project timeline
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| Weeks | Step |
|---|---|
| 1 to 2 | Field observation, workshops with dispatchers and technicians |
| 3 to 4 | Mockups, test with 3 technicians |
| 5 to 10 | Build scheduling, app, work orders |
| 11 to 12 | Pilot with a 6-technician team |
| 13 to 14 | Full rollout and training |
FAQ
How much does custom field service software cost?
In 2026, budget EUR 25,000 to 60,000 depending on modules, then EUR 4,000 to 8,000 a year. The scheduling and signed work order core ships in 10 to 12 weeks.
Does the app work without coverage in basements and plant rooms?
Yes, the technician app is built offline-first. Work orders, photos and signatures sync once the network returns.
Can we manage refrigerant records?
Yes, the report module captures readings and generates the regulatory documents. This alone accounts for EUR 2,000 to 4,000 of specific development.
Do we need to change billing software?
No. Approved work orders are exported to QuickBooks, Sage or Xero, for EUR 3,000 to 8,000 depending on the connector.
How long does technician training take?
Half a day is usually enough. On our projects, 90% of technicians use the app on their own after one week.
Let's scope your project. Tell us your number of technicians, job types and billing software, and we will price your field service app with an indicative budget and a 14-week rollout. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
