The verdict in three sentences
In a group of 5 truck dealerships and 60 technicians, every point of billed-hours ratio is worth tens of thousands of euros, and a whiteboard workshop schedule loses about ten of them. Custom software at EUR 45,000 to 85,000, with repair orders, bay scheduling, fleet maintenance contracts and parts reservation connected to the manufacturer DMS, lifts that ratio from 72% to 85% as an order of magnitude. Even counting only a third of that gain in year one, the project pays for itself within months.
Where the workshop loses billable hours
A truck technician present 1,600 hours a year often bills only 1,150. The gap rarely comes from a lack of work: it comes from waiting for a part, a bay blocked by an immobilised truck, an incomplete repair order or a haulier arriving without a confirmed booking.
| Cause of loss | Common situation without a tool | With workshop software |
|---|---|---|
| Waiting for parts | Part ordered after teardown, 1 to 3 days off the road | Parts reserved at booking based on the job |
| Poorly assigned bays | Tractor unit on a pit sized for rigids | Schedule by bay, vehicle type and skill |
| Incomplete repair orders | Time not logged, extra work forgotten | Tablet clocking, extra work approved by the customer |
| Fleet maintenance contracts | Due dates tracked in Excel, late services | Automatic schedule by mileage and date |
| No-shows | 8 to 12% of slots lost | SMS reminder the day before, no-shows under 4% |
| Gaps between sites | No pooling of workload | Overflow from a saturated depot to a neighbour |
Modules and 2026 budget
The software does not replace the manufacturer DMS (Volvo, Renault Trucks, DAF, Scania or MAN depending on brands): it connects to it to pull vehicle records, standard times and parts prices, then sends closed repair orders back for invoicing.
| Module | Function | 2026 budget (order of magnitude) |
|---|---|---|
| Repair orders and clocking | Creation, technician tablet, extra work | EUR 10,000 to 18,000 |
| Bay and skills scheduling | Per-site view, drag and drop, forecast load | EUR 9,000 to 16,000 |
| Fleet maintenance contracts | Due dates, packages, haulier alerts | EUR 7,000 to 13,000 |
| Parts reservation and replenishment | Kits per job, inter-site transfers | EUR 7,000 to 14,000 |
| Haulier portal | Booking, downtime tracking, quotes | EUR 5,000 to 10,000 |
| Manufacturer DMS and accounting link | Vehicle records, standard times, invoicing | EUR 7,000 to 14,000 |
| Maintenance and hosting | Monitoring, minor changes | EUR 500 to 900 a month |
A first release on 2 pilot dealerships (repair orders, scheduling, parts) fits in EUR 45,000 to 55,000 over 4 to 5 months. The full scope across 5 sites, with the haulier portal and fleet contracts, reaches EUR 75,000 to 85,000 over 7 to 9 months.
Why custom rather than a DMS add-on
Manufacturer DMSs handle invoicing and warranty well, multi-site scheduling and multi-brand fleet contracts much less so. A group selling two brands often juggles two DMSs: the custom software becomes the common layer, with a single schedule for all 5 dealerships. Generic scheduling tools, around EUR 40 to 80 per user per month, ignore truck standard times and bay constraints.
Mini case study
Ciarán, aftersales director of a group of 5 truck dealerships around Dublin, employs 60 technicians present 1,600 hours a year, or 96,000 hours. At a 72% billed ratio, he sells 69,120 hours at EUR 92. Reaching 85% would add 12,480 billed hours, or about EUR 1.15 million of workshop revenue. With a cautious assumption of only 5 points in year one (77%), the gain is 4,800 hours, or EUR 441,600 of revenue and, at a 45% workshop margin, about EUR 199,000 of margin. For software at EUR 80,000 and EUR 9,000 of yearly maintenance, payback comes in under 6 months.
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FAQ
Does the software replace our manufacturer DMS?
No, it connects to it. The DMS stays the reference for invoicing, warranty and factory orders; the connection costs EUR 7,000 to 14,000 depending on how open its APIs are.
Will technicians actually use tablets?
Yes, if the screen comes down to three buttons: start, pause, finish. Plan one rugged tablet at EUR 400 to 700 per 2 technicians and a week of on-site support per depot.
How long to equip all 5 dealerships?
Allow 4 to 5 months for 2 pilot sites, then 2 to 4 months to roll out. Deployment goes site by site, without stopping the workshop.
Can we track multi-brand fleet maintenance contracts?
Yes, each vehicle has its schedule by mileage, engine hours or date. A 200-truck fleet generates about 600 planned jobs a year.
Who owns the software?
The group, with rights assigned in the contract. Maintenance at EUR 500 to 900 a month covers hosting, fixes and small changes.
Let's scope your project. Tell us your number of sites, technicians and DMSs, and we will price a 2-dealership pilot then the full rollout, with an indicative budget and a schedule that keeps the workshop running. 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.
