The verdict in three sentences
For an Austin elevator contractor with 30 field technicians and about 1 100 units under contract, an off the shelf CMMS is the sensible starting point if your contracts follow standard patterns: roughly 35 to 100 USD per user per month and live in 8 to 12 weeks. A custom app, around 45 000 to 140 000 USD as a 2026 market ballpark, wins once you pass 35 to 40 users or when offline work orders, TDLR inspection follow up and contract billing have to match your own processes. Run the numbers over five years, not on the first quote.
Side by side comparison
Elevator mechanics often work in machine rooms and hoistways with no signal. The tool has to work offline, sync later and produce a time stamped service ticket that building managers can see.
| Criterion | Off the shelf CMMS | Custom app |
|---|---|---|
| Entry cost (2026 market ballpark) | 4 000 to 15 000 USD setup | 45 000 to 140 000 USD |
| Recurring | 35 to 100 USD per user per month | 15 to 20 % of build cost per year |
| Time to go live | 8 to 12 weeks | 4 to 8 months |
| Offline mode | Varies, test it in a real hoistway | Designed and field tested for your sites |
| Inspection and permit tracking | Generic templates to adapt | Rules coded around your contracts and TDLR workflow |
| Vendor lock in | High: vendor data model and roadmap | Low if you own code and documentation |
| Ability to evolve | Limited to vendor roadmap | Full, at your budget's pace |
In Texas, elevator inspections and certificates of compliance are governed by the Texas Department of Licensing and Regulation. Check the current TDLR rules for inspection frequencies and filing steps; your software should track each unit's due dates and inspector reports, but the official rules, not a vendor's sales deck, define the schedule.
Three and five year cost
Assumptions: 1 100 units, 30 technicians, 6 office users, so 36 accounts.
| Scenario | Year 1 | Three year total (estimate) | Five year total (estimate) |
|---|---|---|---|
| CMMS at 70 USD per account per month | 10 000 + 30 240 = 40 240 USD | 100 720 USD | 161 200 USD |
| CMMS at 45 USD per account per month | 7 000 + 19 440 = 26 440 USD | 65 320 USD | 104 200 USD |
| Custom build, agency, 95 000 USD | 95 000 USD | 123 500 USD | 152 000 USD |
| Custom build, Kolonell complex app | 22 870 EUR | 27 260 EUR | 31 650 EUR |
The Kolonell row uses Kolonell's prices: a complex app from 10 670 to 22 870 EUR and up (7 000 000 to 15 000 000 FCFA and up) plus Premium maintenance at 183 EUR (120 000 FCFA) a month. It assumes a contained scope (work orders, contracts, service tickets, scheduling); ERP links or several customer portals raise the budget. Agency rows count maintenance at 15 % a year from year two.
Recommendation by company profile
| Profile | Recommendation | Why |
|---|---|---|
| Under 300 units, 5 technicians | Off the shelf CMMS | Low cost, fast setup |
| 600 to 2 000 units, standard contracts | CMMS + small custom module | Keep the vendor, fill one gap such as customer portal or e signature |
| 600 to 2 000 units, unusual contracts | Custom app | Five year cost becomes comparable or lower |
| Over 40 technicians | Custom app | Per seat licences escalate |
| Part of a national group | Group standard tool | Consistent reporting comes first |
Mini case study
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Illustrative example: Carlos runs an Austin elevator service company with 32 mechanics and 1 150 units for property managers and hospitals. Paper tickets are re keyed by two office staff, about 95 000 USD loaded a year. CMMS route: 38 accounts at 60 USD, 27 360 USD a year, plus 9 000 USD setup, about 146 000 USD over five years. Custom route at 100 000 USD plus 15 000 USD a year from year two: 160 000 USD. Carlos chooses the CMMS plus an offline ticket and customer signature module for about 7 500 USD. Re keying disappears, one office role moves to chasing modernization quotes, and invoices go out 9 days sooner on average.
FAQ
Does a CMMS work without signal in a machine room?
Some do, others need a connection to close a work order. Test on 3 to 5 real sites during the trial, because poor offline mode quickly costs 10 to 15 minutes per call.
At what size does custom become cheaper?
As a ballpark, beyond 35 to 40 accounts, when licences pass about 30 000 USD a year. Include 15 to 20 % yearly maintenance on the custom side.
Who owns the unit data?
You do, if the contract says so. Require a full quarterly export of all 1 100 unit records and the complete service history.
What does Kolonell charge for a field app?
Kolonell's prices run from 3 810 to 6 100 EUR for a simple app (2 500 000 to 4 000 000 FCFA) and from 10 670 to 22 870 EUR and up for a complex one. The quote fixes the exact scope.
How long does the switch take?
Allow 8 to 12 weeks for a CMMS and 4 to 8 months for custom work, with a pilot on 50 to 100 units before full rollout.
Let's scope your project. Share your unit count, crew size and current tools, and we will price a module or a full field app with an indicative budget and a switch over 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.