The verdict in three sentences
To run field teams, an off-the-shelf scheduling SaaS costs EUR 25 to 70 per technician per month, while a custom tool runs EUR 40,000 to 100,000 excl. tax and 4 to 7 months of build. The real lever is not software price but route optimisation: up to 20% fewer kilometres, meaning fuel, hours and extra jobs. Well run, the tool pays back in 12 to 18 months.
Software cost: market vs custom
| Criterion | Off-the-shelf | Custom |
|---|---|---|
| Price | EUR 25 - 70/tech/month | EUR 40,000 - 100,000 |
| Go-live time | 2 - 6 weeks | 4 - 7 months |
| Field mobile app | Standard | Custom (offline) |
| Route optimisation | Basic to advanced | Tailored to constraints |
| Integrations (ERP, CMMS) | Depends on connectors | Unlimited |
| Maintenance | Included | EUR 600 - 1,400/month |
For 15 technicians at EUR 50/month, market SaaS costs EUR 9,000/year and EUR 27,000 over 3 years. Custom, at EUR 70,000 + EUR 900/month maintenance, reaches EUR 102,400 over 3 years: dearer, but with operational gains invisible on the software line alone.
Where the real gains hide
Scheduling is only part of the equation. What matters is jobs per day per technician, and kilometres driven.
| Lever | Typical 2026 impact (estimate) |
|---|---|
| Kilometre reduction (optimisation) | -15 to -20% |
| Jobs/day/tech | +0.5 to +1.2 |
| Admin time (data entry) | -30 to -50% |
| Kept-appointment rate | +5 to +10 points |
| Billing lead time | -3 to -7 days |
A field mobile app with offline mode (essential in poorly covered areas), photos, client signature and auto-sync transforms information flow: invoicing goes out same day, not end of week.
Mini case study
Sarah, COO of an HVAC maintenance firm in Berlin, runs 18 technicians driving on average 220 km/day each. At EUR 0.55/km all-in, that is EUR 266/day of vehicle cost across the fleet, about EUR 58,500/year over 220 working days. Route optimisation at -18% saves EUR 10,500/year in mileage. Add +0.7 jobs/day/tech billed at EUR 90: across 18 technicians and 220 days, that opens EUR 249,000 of extra revenue potential. Against a custom build at EUR 75,000 + EUR 900/month, ROI lands between 12 and 16 months.
FAQ
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How much is a custom field scheduling SaaS in Berlin?
Budget EUR 40,000 to 100,000 in 2026 depending on modules (optimisation, offline mobile app, ERP/CMMS integrations). An MVP focused on scheduling and the field app starts around EUR 40,000 - 55,000.
How fast is the ROI?
Between 12 and 18 months in most cases, driven mainly by lower mileage and extra daily jobs, not the software itself.
Does the mobile app work without signal?
Yes, an offline mode with deferred sync is standard on custom builds. It is essential for basements, rural areas or car parks.
What maintenance budget?
Maintenance of EUR 600 to 1,400/month covers fixes, updates and evolutions, about 12 to 18% of build cost per year.
Can we connect our existing billing software?
Yes: custom allows unlimited integrations to your ERP, CMMS or accounting tool via API, cutting double entry by 30 to 50%.
Let's scope your project. Share your technician count, average mileage and current tool: we will price route optimisation and ROI. 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.
