The verdict in three sentences
For a maintenance SMB with 15 to 60 technicians, field service SaaS costs EUR 45 to 90 per user per month (about CAD 65 to 130), a bill that grows with every hire. A custom web app costs EUR 35,000 to 70,000 excluding tax, ships in 4 to 6 months and includes offline mode and customer signature on tablet. Break-even against licences falls between 24 and 36 months, sooner if your current SaaS forces double data entry.
What each option costs over five years
An honest calculation compares total cost, not just the sticker price. Field service SaaS vendors raise prices by 5 to 8% a year on average, and often charge extra for scheduling, inventory or contract modules.
| Field headcount | SaaS at EUR 65 per user per month (5 years, 6% annual increase) | Custom (development + EUR 900 a month support, 5 years) | Estimated break-even |
|---|---|---|---|
| 15 technicians | EUR 66,000 | 35,000 + 54,000 = EUR 89,000 | No break-even within 5 years |
| 25 technicians | EUR 110,000 | 45,000 + 54,000 = EUR 99,000 | 52 months |
| 35 technicians | EUR 154,000 | 55,000 + 54,000 = EUR 109,000 | 36 months |
| 45 technicians at EUR 70 | EUR 213,000 | 55,000 + 54,000 = EUR 109,000 | 25 months |
| 60 technicians at EUR 80 | EUR 324,000 | 70,000 + 66,000 = EUR 136,000 | 22 months |
The conclusion is clear: below 20 technicians, keep a SaaS and tune its configuration. Above 35 technicians, or if your trade has strong specifics (multi-site maintenance contracts, on-call rotations, serial-tracked spare parts), custom becomes the cheapest option.
What the custom app includes
| Module | Features | 2026 budget |
|---|---|---|
| Scheduling and dispatch | Drag and drop, geolocation, on-call management | EUR 8,000 to 14,000 |
| Technician app (tablet PWA) | Job sheet, photos, checklist, offline mode | EUR 10,000 to 18,000 |
| Work order and signature | Customer signature on tablet, PDF sent automatically | EUR 4,000 to 7,000 |
| Contracts and preventive maintenance | Schedules, automatic visit generation | EUR 5,000 to 10,000 |
| Parts and van stock | Consumption per job, restocking | EUR 4,000 to 9,000 |
| Invoicing connection (QuickBooks, Xero, Sage) | Invoice generated when the work order closes | EUR 4,000 to 12,000 |
Offline mode is the decisive technical point: a technician in a basement or a rural area of Ontario must be able to complete the work order, take photos and get the customer's signature, then sync once the network returns. It is also the hardest part to get right, around 20% of the technician app budget.
The risks of custom and how to contain them
The first risk is vendor dependency: require the source code in your own repository, documentation and a reversibility clause. The second is scope creep: deliver scheduling, the technician app and signed work orders first, then add contracts and inventory in a second release. The third is adoption: involve two lead technicians from the mockup stage; they will spot screens that are unusable with gloves or in direct sunlight.
Mini case study
Thomas, owner of an HVAC maintenance SMB in Toronto (45 technicians, 8,500 jobs a year), pays EUR 70 per technician per month for SaaS, or EUR 37,800 a year. His office staff re-key every work order into the invoicing software, about 4 minutes each, or 570 hours a year.
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He commissions a custom app: EUR 55,000, delivered in 5 months, with support at EUR 900 a month. Licence savings reach 37,800 - 10,800 = EUR 27,000 a year, plus 570 hours of re-keying removed, valued at EUR 32 loaded, or EUR 18,240. Total annual gain: about EUR 45,000. Break-even drops to about 15 months including re-keying, and 25 months counting licences only.
FAQ
From how many technicians does custom pay off?
Usually above 30 to 35 technicians, with break-even at 24 to 36 months. Below 20, a well-configured SaaS remains cheaper.
Does the app work without a network?
Yes, a PWA with local storage lets technicians complete the work order, take photos and collect signatures offline. Sync happens automatically when the network returns.
Can we migrate history from our current SaaS?
In most cases, through a CSV export or an API. Allow EUR 2,000 to 5,000 for data migration and checks.
Do we need special tablets?
No, a rugged Android tablet at EUR 350 to 600 or a recent smartphone is enough. The app runs in the browser.
How long until go-live?
Between 4 and 6 months, with a 3-week pilot on 5 technicians before full rollout.
Let's scope your project. Tell us your number of technicians, your current SaaS and your invoicing software: we price the app from EUR 35,000 to 70,000 with a break-even calculation. 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.
