The verdict in three sentences
For a group with 6 subsidiaries and 1,400 workstations in Johannesburg, inventory kept in spreadsheets per subsidiary loses laptops, unclaimed warranties and unused licenses every year. A custom IT asset management app costs at Kolonell 2.5M to 4M FCFA (3,810 to 6,100 EUR) for a simple version, or 4M to 7M FCFA (6,100 to 10,670 EUR) with an integrated helpdesk, delivered in 8 to 12 weeks. QR tags, assignment per employee and contract tracking are usually enough to pay back the tool within the first year.
The options for a CIO in Johannesburg
The CIO can choose between deploying open source software, a SaaS billed per asset in dollars or a custom app tailored to the group's organization.
| Option | 2026 indicative cost | Strengths | Limits |
|---|---|---|---|
| Spreadsheet per subsidiary | ZAR 0 in licenses | No project to launch | Outdated data, no group view |
| GLPI open source | ZAR 0 in licenses, ZAR 60,000 to 180,000 integration | Rich features, community | Heavy interface, low adoption outside IT |
| International ITAM SaaS | USD 2 to 6 per asset per month, about ZAR 50,000 to 150,000 per month for 1,400 devices | Quick start | Dollar pricing, rand volatility, rising cost |
| Kolonell simple app | 2.5M to 4M FCFA (3,810 to 6,100 EUR) | Fits 6 subsidiaries, QR, assignments, warranties | No helpdesk |
| Kolonell app with helpdesk | 4M to 7M FCFA (6,100 to 10,670 EUR) | Tickets, SLA per subsidiary, history per device | 10 to 12 week timeline |
SaaS often looks attractive, but at 1,400 devices the cumulative bill exceeds the cost of a custom app within 3 to 6 months, not counting rand and dollar exchange swings. Asset data tied to named employees is also personal information under POPIA, so hosting location and access controls must be documented.
Functional scope and cost
Here are the typical modules of an IT asset management app for a multi-subsidiary group, and the price tier they fall into.
| Module | Features | Kolonell tier |
|---|---|---|
| Inventory | Record per device, subsidiary, site, status, import of existing spreadsheets | Simple (2.5M to 4M FCFA) |
| QR tags | Generation and printing, smartphone scan, rolling inventory | Simple |
| Assignment per employee | Signed handover and return, history, leavers | Simple |
| Contracts and warranties | End dates, alerts 60 days ahead, suppliers | Simple |
| Software licenses | Purchased vs installed, renewals, cost per subsidiary | Simple to medium |
| Helpdesk | Tickets, priorities, SLA per subsidiary, WhatsApp and email notifications | Medium (4M to 7M FCFA) |
| Group dashboards | Fleet value, average age, cost per employee and per subsidiary | Medium |
Typical timeline: 2 weeks of scoping with the 6 subsidiary IT leads, 5 to 7 weeks of development, 1 to 3 weeks of acceptance testing and data migration. The QR tagging campaign for 1,400 devices runs in parallel, at roughly 150 to 200 devices per day per team of two. Standard maintenance at 75,000 FCFA per month (about 110 EUR) then covers fixes and small changes.
Mini case study
Thabo, CIO of a distribution and logistics group in Johannesburg with 6 subsidiaries and 1,400 workstations, identifies three sources of loss:
- 40 laptops per year not returned or missing, at ZAR 15,000 each: ZAR 600,000.
- 150 office licenses paid with no active user, at about ZAR 270 per month: ZAR 486,000 per year.
- Out-of-warranty repairs paid while the device was still covered: an estimated ZAR 100,000 per year.
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He picks the app with helpdesk at 5,500,000 FCFA (about 8,380 EUR, roughly ZAR 170,000), plus 900,000 FCFA of annual maintenance. If he cuts these losses by only half, he saves about ZAR 590,000 per year, a payback in under 5 months. This scenario is illustrative and depends on subsidiaries' discipline in using the tool.
FAQ
Can we import our existing spreadsheets?
Yes, an import module cleans and merges the files from the 6 subsidiaries. Plan 3 to 5 days of work to deduplicate a fleet of 1,400 devices.
Does the app work with unstable connectivity?
QR scanning can work offline and sync when the network returns. This is useful during load shedding or at warehouses where coverage is patchy.
Do we need an on-premise server?
No, the app can be hosted in a South African cloud region or on your own infrastructure. Local hosting simplifies POPIA documentation, for a one-off extra cost of 300,000 to 800,000 FCFA (460 to 1,220 EUR).
How long does it take to tag 1,400 devices?
With two teams of two people, plan 4 to 5 working days. Printing 1,500 durable QR labels costs a 2026 ballpark of ZAR 5,000 to 10,000.
How is payment structured?
By bank transfer, or Wave and Orange Money for teams in francophone Africa, following a milestone schedule: scoping, inventory delivery, helpdesk delivery. The kickoff deposit is usually 30 to 40%.
Let's scope your project. Share the number of subsidiaries, devices and priority modules: we will price the simple or helpdesk version and the tagging plan. 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.
