The verdict in three sentences
A custom field service scheduling app costs EUR 30,000 to 70,000 (about USD 33,000 to 77,000) in 2026 for a fleet of 35 technicians, with roughly 4 months of development. An off-the-shelf field service SaaS costs EUR 45 to 90 per user per month, meaning EUR 19,000 to 38,000 a year for 35 seats. Custom wins when your maintenance contracts, signed reports and ERP impose rules that SaaS tools handle poorly.
What the tool must do for an HVAC maintenance company
An operations manager in HVAC juggles preventive maintenance contracts, urgent call-outs, certifications (refrigerants, electrical) and spare parts every day. The tool must assign the right technician to the right job, optimise the route and produce a signed report usable for invoicing.
| Module | Indicative 2026 cost (EUR) | Expected gain |
|---|---|---|
| Drag-and-drop schedule and skills-based assignment | 8,000 to 15,000 | -50% planning time |
| Route optimisation (mapping API) | 5,000 to 12,000 | 20 to 30 min less driving per day |
| Offline mobile app for technicians | 8,000 to 18,000 | Field entry without re-keying |
| Signed job report, photos, readings | 4,000 to 9,000 | Invoicing at D+1 instead of D+10 |
| Preventive contracts and automatic visit generation | 3,000 to 7,000 | Zero missed visits |
| ERP or invoicing software connection | 3,000 to 9,000 | End of double entry |
| Parts and van stock tracking | 3,000 to 6,000 | Fewer depot returns |
Hosting, mapping (Google Maps or HERE) and SMS notifications add EUR 150 to 400 per month depending on volume.
Custom or SaaS: the five-year calculation
| Criterion | Field service SaaS (35 users) | Custom application |
|---|---|---|
| Upfront cost | EUR 2,000 to 8,000 setup | EUR 30,000 to 70,000 |
| Annual cost | EUR 19,000 to 38,000 in licences | EUR 5,000 to 12,000 maintenance and hosting |
| Cumulative 5-year cost | EUR 97,000 to 198,000 | EUR 55,000 to 130,000 |
| Time to go live | 4 to 8 weeks | 3 to 5 months |
| Fit with specific HVAC contracts | Limited, workarounds | Full |
| Ownership of data and code | With the vendor | With you |
| Price changes | Annual increases of 5 to 10% common | Under control |
Below 15 technicians, SaaS generally remains the rational choice. Above 30, or if your processes differ strongly from the standard, custom becomes profitable between the second and third year.
Pitfalls to avoid
The first pitfall is neglecting offline mode: in boiler rooms or basements the mobile network disappears, and an app that does not sync later loses reports. The second is underestimating data migration (equipment base, job history, contracts). Plan 5 to 10 days for it. The third is rolling out without team leads: involve two lead technicians from the mockup stage.
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Mini case study
Nadia, operations manager of an HVAC maintenance company in Toronto (35 technicians), currently schedules in Excel plus a reporting SaaS. She spends 2 hours a day on scheduling, and each technician loses about 1 hour a day to poorly optimised routes, calls to the office and paper reports.
With 35 hours recovered per day over 210 working days, the company gains 7,350 hours a year. If only 30% are turned into billable jobs at EUR 65 per hour, the gain reaches about EUR 143,000 in additional revenue per year. The app costs EUR 58,000 plus EUR 9,000 a year, and replaces EUR 24,000 in annual licences. Estimated payback: 6 to 9 months.
FAQ
How long does development take? About 4 months for a complete first phase: 3 weeks of scoping, 10 to 12 weeks of development, 2 to 3 weeks of pilot with one team. Stock and contract modules can follow in phase 2.
Does the mobile app work without a network? It must: a progressive web app or native app stores the day's jobs and syncs when the network returns. This module represents 15 to 25% of the mobile budget.
Can the tool connect to our invoicing software? Yes, via API or exports, for EUR 3,000 to 9,000. The invoice then goes out at D+1 after the report is signed, cutting collection time by 10 to 20 days.
Is route optimisation reliable? Routing APIs handle time windows, skills and emergencies. Saving 20 to 30 minutes of driving per technician per day is a realistic ballpark in an urban area like Toronto.
What happens if we grow to 60 technicians? A custom app absorbs growth without extra licence costs. Only hosting increases, by a few dozen euros a month.
Let's scope your project. Tell us your number of technicians, contract types and invoicing tool: we will price the app in phases with an indicative budget and timeline. 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.
