The verdict in three sentences
For an independent lift contractor managing 2,300 units under contract and 28 engineers, the choice between field service software and a custom app depends on the logic of statutory visits, not on feature lists. Off-the-shelf software costs GBP 39 to 78 per user per month plus about GBP 13,000 of configuration, while a dedicated app requires GBP 52,000 to 95,000 and 5 to 7 months. If your rounds are constrained by maintenance frequencies, call-out rotas and London zones, custom mainly pays off through 12% fewer miles driven.
What makes lift engineer scheduling different
UK lifts need regular servicing (often every 4 to 6 weeks under contract), six-monthly LOLER thorough examinations for passenger lifts, and a full service record. On top of that come entrapment call-outs, night rotas and managing agent contracts with response-time clauses. Generic software handles work orders well. It is weaker at automatically recalculating 2,300 visit due dates while accounting for areas (City, Canary Wharf, Croydon, Ealing), engineer competencies and parts in each van.
| Business need | Field service software | Custom app |
|---|---|---|
| Visits every 4 to 6 weeks | Simple recurrence, no route optimisation | Due-date engine + geographic clustering |
| Entrapment call-outs | Manual priority ticket | Automatic reassignment to nearest engineer |
| Digital service log | Standard PDF export | Format required by your managing agents |
| Offline mode in shafts and basements | Varies by vendor | Built in from day one, deferred sync |
| Van stock of parts | Paid optional module | Built into the job sheet |
| ERP and invoicing integration | Standard connectors | Custom API to your existing ERP |
2026 budget: custom vs software over five years
The figures below are 2026 estimates for 28 engineers and 6 office users (planning, service desk, management), so 34 licences.
| Item (2026 estimate) | Field service software | Custom app |
|---|---|---|
| Initial investment | GBP 13,000 configuration | GBP 52,000 to 95,000 |
| Annual licences (34 users) | GBP 15,900 to 31,800 | GBP 0 |
| Annual maintenance and hosting | Included in licence | GBP 15,600 to 31,200 (GBP 1,300 to 2,600/month) |
| Time to go live | 2 to 3 months | 5 to 7 months |
| 5-year cumulative cost (low) | GBP 92,500 | GBP 130,000 |
| 5-year cumulative cost (high) | GBP 172,000 | GBP 251,000 |
| Ownership of code and data | No | Yes |
On software cost alone, the package is cheaper. The difference comes from operational gains: a routing engine that knows your constraints cuts miles, overtime and contractual penalties.
Measurable gains to target
| Indicator | Before | Target after 12 months |
|---|---|---|
| Annual fleet mileage | 261,000 miles | 230,000 miles (-12%) |
| Overdue maintenance visits | 4% | Under 1% |
| Average entrapment response | 52 min | 40 min |
| Job sheet entry time | 12 min | 4 min |
| Managing agent penalties | GBP 7,800/year | Under GBP 2,600/year |
Mini case study
James, operations director of an independent lift company in London, prices a custom project at GBP 74,000 with maintenance at GBP 1,750/month. His 28 vans drive 261,000 miles a year at a full cost of GBP 0.65 per mile, so GBP 169,650. A 12% reduction saves GBP 20,360. He adds GBP 5,200 of avoided penalties and 1,400 admin hours saved at GBP 30, so GBP 42,000. Total annual gain: about GBP 67,560, minus GBP 21,000 of maintenance, so GBP 46,560 net. Against software at GBP 60 per user (GBP 24,480/year) that would deliver only part of the routing gains, custom pays back in about 19 months.
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FAQ
Is off-the-shelf software enough for a small lift firm?
Below 500 units and 8 engineers, usually yes. Annual cost stays under GBP 8,000 and manual planning remains manageable.
Does the app work without signal in a lift shaft?
Yes, offline mode is designed from the start: the engineer records the job sheet, photos and signature, then sync happens as soon as signal returns. Budget about GBP 7,000 to 10,500 for this module.
How long until we are live?
Allow 5 to 7 months, including 6 weeks of scoping and a 4-week pilot with 5 engineers before full rollout.
Can we import our visit history?
Yes, importing 5 years of history on 2,300 units usually takes 5 to 8 days of work, included in the budget.
Who owns the code?
With Kolonell, the source code and data belong to you. Maintenance at GBP 1,300 to 2,600/month covers fixes, hosting and minor improvements.
Let's scope your project. Send us your number of units, engineers and current tool: we will price the scope, an indicative budget of GBP 52,000 to 95,000 and a 5 to 7 month plan. Detailed quote within 48 h via our quote form. 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.
