The verdict in three sentences
For 28 technicians, an off-the-shelf scheduling SaaS costs EUR 15,000 to 30,000 a year, versus EUR 40,000 to 70,000 (excl. VAT) then EUR 7,000 a year for a custom application. Custom reaches break-even after 2.5 to 3 years and becomes clearly cheaper beyond that, especially if your maintenance contracts have specific rules. If you plan to double the team or your processes are standard, SaaS remains the sensible starting choice.
What both options really cost over 5 years
Field service vendors usually charge EUR 45 to 90 per user per month, depending on modules (scheduling, job sheets, van stock, invoicing). For 28 technicians plus 3 office users, the annual bill ranges from EUR 15,000 to 30,000 and grows with every hire.
| Item | Field service SaaS | Custom application |
|---|---|---|
| Upfront cost | EUR 2,000 to 5,000 (configuration) | EUR 40,000 to 70,000 |
| Annual cost (28 technicians) | EUR 15,000 to 30,000 | EUR 7,000 (hosting, maintenance) |
| Cumulative cost at 3 years (median case) | EUR 70,000 | EUR 76,000 |
| Cumulative cost at 5 years (median case) | EUR 116,000 | EUR 90,000 |
| Adding 10 technicians | +EUR 5,400 to 10,800/year | almost zero |
| Fit with your tiered SLA contracts | limited | complete |
| Ownership of data and code | vendor | your company |
Median case: SaaS at EUR 23,000 a year, custom at EUR 55,000 plus EUR 7,000 a year.
Expected operational gains
The main gain comes from routing. Scheduling that groups jobs by area (Swords, Tallaght, Blanchardstown, Dún Laoghaire) saves about 1 hour of driving per technician per day. Job sheets signed on mobile remove re-keying and speed up invoicing.
| Indicator | Before (paper and shared calendar) | After (application) |
|---|---|---|
| Driving time per technician per day | 2 h 30 | 1 h 30 |
| Jobs per technician per day | 3.5 | 4.2 |
| Time from job to invoice | 12 days | 2 days |
| Lost or illegible job sheets | 5 to 8% | 0% |
| Office scheduling time | 3 h per day | 1 h per day |
| Priority 1 SLA compliance (4 h) | 82% | 95% |
When to choose custom over SaaS
Custom is justified if at least two of these conditions apply: maintenance contracts with different service levels per client, required integration with existing business software (Sage, Xero, a legacy job system), specific regulatory reporting (boiler service certificates, F-Gas compliance records for refrigeration), or planned headcount growth. SaaS remains preferable for a team under 15 technicians or a need to go live within 4 weeks. A middle path exists: start on SaaS for 12 months to stabilise processes, then build custom from a proven specification.
Mini case study
Niall, managing director of an HVAC maintenance company in Dublin, employs 28 technicians billed at an average of EUR 65 per hour. Saving 1 hour of driving a day over 210 working days frees 5,880 hours a year. If he converts only 30% of that into billable jobs, he generates about EUR 114,000 of extra revenue.
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His custom app costs EUR 58,000 plus EUR 7,000 a year, against a SaaS quoted at EUR 24,000 a year. The extra upfront cost is absorbed by the EUR 17,000 annual saving in 3.4 years on licences alone, but the productivity gain, present in both cases, funds the investment in year one.
FAQ
How much does a custom scheduling app for 28 technicians cost?
Budget EUR 40,000 to 70,000 for the web and mobile app, then about EUR 7,000 a year for hosting and maintenance. Delivery takes 3 to 5 months.
What does a field service SaaS cost in 2026?
Between EUR 45 and 90 per user per month, so EUR 15,000 to 30,000 a year for 28 technicians. Initial configuration often adds EUR 2,000 to 5,000.
Does the app work in basements and plant rooms with no signal?
Yes, a well-built app records the job sheet, photos and signature offline, then syncs once the signal returns. Demand the same from any SaaS.
Can the app connect to our invoicing software?
Yes, via API or scheduled export to Sage, Xero or similar tools. This connector typically represents EUR 4,000 to 9,000 in a custom project.
How much driving time can we really save?
By grouping jobs by area, the observed order of magnitude is 45 minutes to 1 hour per technician per day. The gain depends on contract density across Greater Dublin.
Let's scope your project. Tell us your technician count, contract types and current software: we will compare SaaS and custom over 5 years with an indicative budget. 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.
