The verdict in three sentences
A spare parts ordering portal costs 50,000 to 140,000 EUR excluding VAT in 2026 for a manufacturer serving 250 dealers across 30,000 parts. The two features that justify the investment are serial number search and interactive exploded views, because they remove most part number errors. With real-time availability from the ERP, manufacturers commonly see 50% fewer ordering errors and a marked drop in calls to the parts desk.
Where ordering errors come from
In agricultural machinery aftersales, the typical error is not a typo. It comes from a running change: the same combine built in 2019 and in 2022 does not use the same bearing, and the dealer orders from a PDF catalogue or an Excel file that ignores the chassis number. Result: part returned, machine down in peak season, unhappy farmer.
A modern portal starts from the machine, not the catalogue. The dealer enters the serial number, the portal shows the exact bill of materials for that machine with the matching exploded views, superseded parts and their substitutes, then availability at the central warehouse and at neighbouring dealers.
| Feature | Indicative cost (EUR excl. VAT) | Measured gain (2026 order of magnitude) | Priority |
|---|---|---|---|
| Serial number search and BOM | 12,000 to 30,000 | -30 to 40% part number errors | Phase 1 |
| Interactive exploded views (clickable SVG) | 15,000 to 35,000 | -15 to 20% errors, entry twice as fast | Phase 1 |
| Real-time availability from ERP | 8,000 to 20,000 | -40% "is it in stock?" calls | Phase 1 |
| Substitutions and supersessions | 5,000 to 12,000 | -10% returns | Phase 1 |
| Dealer-specific prices and discounts | 5,000 to 10,000 | End of price disputes | Phase 2 |
| Online warranty and returns | 8,000 to 18,000 | Warranty processing twice as fast | Phase 2 |
| Workshop mobile app (QR scan) | 10,000 to 20,000 | Ordering from the machine | Phase 3 |
Catalogue integration, the real workload
The budget depends less on the portal itself than on the state of your data. Bills of materials often live in the PLM or engineering office, prices and stock in the ERP, and exploded views in PDFs from technical documentation. These three sources must be linked.
| Data source | Common format | Integration work | Share of budget |
|---|---|---|---|
| BOMs by serial number | PLM, Excel export | Serial to BOM mapping, change history | 20 to 25% |
| Exploded views | PDF, technical illustrations | SVG vectorisation, clickable callouts | 20 to 30% |
| Prices, stock, discounts | ERP (SAP, Sage X3, Infor, Dynamics) | API or feed every 5 to 15 minutes | 15 to 20% |
| Part substitutions | ERP or aftersales file | Automatic replacement rules | 5 to 10% |
| Dealer accounts | CRM or ERP | Authentication, rights, pricing | 5 to 10% |
Vectorising exploded views is the most underestimated item. Allow 30 to 80 EUR per illustration depending on complexity. For 1,200 illustrations, that is 36,000 to 96,000 EUR if done in one go. Most manufacturers start with the 300 illustrations covering machines sold in the last 8 years, which account for 80% of orders.
Three budget levels
| Level | Scope | Budget (EUR excl. VAT) | Timeline |
|---|---|---|---|
| Essential | Part number search, real-time stock, dealer prices | 50,000 to 70,000 | 3 to 4 months |
| Standard | + serial number, 300 exploded views, substitutions | 75,000 to 105,000 | 5 to 6 months |
| Complete | + online warranty, workshop app, 1,000+ exploded views | 110,000 to 140,000 | 7 to 9 months |
| Annual maintenance | Hosting, minor enhancements, support | 12 to 18% of project | ongoing |
Mini case study
Thomas, aftersales director at an agricultural machinery manufacturer near Rennes, manages 30,000 parts and 250 dealers who place about 60,000 orders a year by phone, fax and email. His error rate reaches 8%, i.e. 4,800 wrong orders. Each error costs on average 85 EUR (return freight, new express shipment, handling time), or 408,000 EUR a year.
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He chooses the Standard level at 95,000 EUR, with 15,000 EUR of annual maintenance. Errors drop by 50%, saving 204,000 EUR a year. The parts desk receives 40% fewer calls, and two hotline technicians move to warranty support. Net first-year gain: 204,000 - 95,000 - 15,000 = 94,000 EUR. Payback in about 6 months.
FAQ
Do we need to redo every exploded view?
No. Start with machines sold in the last 8 years, often 25% of illustrations for 80% of orders. At 30 to 80 EUR each, 300 illustrations cost 9,000 to 24,000 EUR.
Can the portal work with a legacy ERP?
Yes, through an export feed every 5 to 15 minutes if the ERP has no API. Integration cost then falls to roughly 8,000 to 15,000 EUR, with a slight lag on stock.
How many dealers adopt the portal?
With a 2% discount on online orders and the end of fax, manufacturers commonly reach 70 to 85% of orders through the portal within 12 months.
Can we show stock at neighbouring dealers?
Yes, if dealers share stock via their DMS or a daily file. This option costs 6,000 to 15,000 EUR and reduces urgent orders to the central warehouse.
What go-live timeline should we plan?
Allow 3 to 4 months for the Essential level and 5 to 6 months for Standard, including a 4-week pilot with 10 dealers.
Let's scope your project. Tell us your part count, dealer count and ERP: we will price an Essential, Standard or Complete portal with an indicative budget and a 3 to 9 month 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.
