Order tracking extranet for a manufacturer in Toronto in 2026

The verdict in three sentences

For a 250-employee window and door manufacturer selling to 900 installers, an order tracking extranet connected to the ERP costs, as a 2026 estimate, between 50,000 and 110,000 CAD, with a 12 to 18 week timeline. It removes about 40 % of inbound 'where is my order' calls, relieving the 3 customer service FTEs who spend most of their day on them. The number one success factor is the quality of statuses in the ERP: an extranet only shows what production records.

Why installers call, and what the extranet must show

An installer in Mississauga has promised a job date to his customer. He calls customer service to find out whether his 14 vinyl windows are in production, whether the glass units have arrived and when the truck will come. Multiply that by 900 installers and you get thousands of calls a month, often bunched on Monday mornings.

The extranet must show, in near real time with syncs every 15 to 30 minutes, five pieces of information: order status (confirmed, in production, quality check, ready, shipped), an updated estimated delivery date, documents (order acknowledgement, shop drawings, delivery note, invoice), claims and service requests with photos, and order history to reorder identically.

An MVP limited to the first five rows comes to 40,000 to 60,000 CAD. The full version reaches 90,000 to 110,000 CAD.

ERP integration: three realistic scenarios

Window manufacturers often run a specialised fenestration ERP or an adapted general ERP. Connector cost varies with how open the tool is and how reliable production statuses are.

An often underestimated point: if production statuses are not recorded in the ERP as work progresses, shop-floor reporting must be fixed first. Otherwise the extranet shows wrong dates and the calls come back.

Mini case study

Typical scenario: David, CEO of a 250-employee window manufacturer near Toronto, sees his customer service team receive about 4,500 calls a month from 900 installers, 5 calls per installer, averaging 6 minutes.

With 40 % of calls avoided, that is 1,800 fewer calls, or 180 hours a month. At a 42 CAD fully loaded hourly cost, that represents 7,560 CAD a month, about 90,700 CAD a year, spread across the 3 FTEs who no longer juggle phone and data entry. For an 80,000 CAD extranet and 1,200 CAD of monthly support, 94,400 CAD in the first year, payback is around 12 months. The freed time can go to order entry and quote follow-ups with no extra hiring. These figures remain an estimate to recalculate with your real volumes.

FAQ

How long does an order tracking extranet take to deliver?

Allow 12 to 18 weeks, including 3 weeks of scoping and 4 to 6 weeks for the ERP connector. A read-only MVP can ship in 10 to 12 weeks.

Will installers actually use it?

Yes if access is simple: login by email or SMS link, mobile display, automatic alerts at each status change. Push notifications often do more to cut calls than the extranet itself, with 60 to 70 % of installers active after three months.

Do we need a mobile app?

Not in the first version: a responsive web app that installs on the home screen is enough for 900 users. It costs 30 to 40 % less than a native app.

What does maintenance cost after launch?

Plan 1,000 to 2,000 CAD a month of support for hosting, connector monitoring and small changes. An ERP version upgrade can require 2 to 5 days of adaptation.

Can we add online ordering?

Yes in phase 2, for 8,000 to 20,000 CAD depending on configurator complexity. Custom windows require a dimensions configurator that can exceed that budget on its own.

Let's scope your project. Tell us your ERP, your number of installers and your current production statuses: we will price a 12-week MVP and phase 2. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.