The verdict in three sentences
A dealership managing 1,600 trucks under maintenance contracts for 120 carriers loses margin every time service is done too late, too early or outside the contract. Custom software at CAD 52,000 to 105,000 (about EUR 35,000 to 70,000), delivered in 4 to 6 months, imports mileage from telematics, flags due dates and measures the real profitability of each contract. The realistic target is 8 to 12% more margin on the contract portfolio, which pays back the project within a year.
OEM DMS, spreadsheet or dedicated tool
The dealership DMS handles the shop and invoicing, but rarely the contract logic: per-kilometre packages, caps, exclusions, price reviews. Tracking ends up in spreadsheets, with gaps.
| Option (2026 ballpark) | Initial cost | Annual cost | What is missing |
|---|---|---|---|
| Spreadsheets and manual readings | CAD 0 | 1.5 admin FTE, about CAD 85,000 | Late mileage, no margin view |
| DMS contract module | CAD 7,500 to 18,000 | CAD 9,000 to 22,000 | No multi-brand telematics |
| Off-the-shelf fleet platform | CAD 12,000 to 22,000 | CAD 4 to 9 per vehicle per month, or CAD 77,000 to 173,000 | Built for carriers, not dealerships |
| Custom tool, essential version | CAD 52,000 to 75,000 | CAD 9,000 to 13,500 | Simplified carrier portal |
| Custom tool, full version | CAD 75,000 to 105,000 | CAD 13,500 to 19,500 | 6-month timeline |
For 1,600 trucks, a per-vehicle platform quickly exceeds the cost of a dedicated tool over three years.
The features that create margin
Contract profitability depends on three levers: servicing at the right mileage, billing what falls outside the contract and repricing loss-making contracts.
| Feature | Use | Estimated impact |
|---|---|---|
| Multi-brand telematics import | Daily mileage and engine hours via OEM APIs | 95% of trucks up to date with no data entry |
| Due-date alerts | Oil, brakes, annual safety inspection, ELD checks | 30% fewer overdue services |
| Shop scheduling | Slots proposed around the truck's route | Shop utilisation up 5 to 8 points |
| Profitability per contract | Package revenue versus parts and labour | Spots the 10 to 15% loss-making contracts |
| Out-of-contract detection | Tyres, damage, abnormal wear to rebill | 2 to 4% of revenue recovered |
| Carrier portal | History, upcoming services, booking | 40% fewer calls to the service desk |
Telematics is the key. Recent trucks transmit mileage, engine hours and fault codes: the tool reads them nightly and triggers the repair order at the right time.
Timeline and budget
A 4 to 6 month project runs as follows: modelling contract types and loading the 1,600 trucks (4 weeks), telematics and DMS connectors (6 to 8 weeks), due-date and profitability engine (6 weeks), then the carrier portal and a pilot with 10 customers. The DMS connector often represents 20% of the budget, because repair orders must flow back to compute real margin.
Mini case study
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Kevin, service director at a truck dealership near Toronto, manages 1,600 contracts at an average of CAD 4,800 per truck per year, or CAD 7,680,000 in revenue. Current contract margin is around 18%, or CAD 1,382,400. A 10% increase in that margin, thanks to out-of-contract rebilling and repricing loss-making contracts, brings CAD 138,240 a year. With a CAD 82,000 tool and CAD 15,000 annual running cost, payback comes in about 8 months.
FAQ
How much does maintenance contract software cost for a truck dealership?
Budget CAD 52,000 to 105,000 depending on the number of telematics brands to connect and the carrier portal. Annual running costs range from CAD 9,000 to 19,500.
Can mileage be retrieved from every brand?
Most OEMs offer a telematics API, often compatible with the rFMS standard. For non-connected trucks, the carrier enters mileage from the portal in 30 seconds.
Does the software replace the DMS?
No, it connects to it. The DMS remains the shop and invoicing tool; the software adds contract logic and the profitability view.
How long to identify loss-making contracts?
Once 12 to 24 months of repair order history are loaded, the tool ranks contracts by margin. Typically 10 to 15% of contracts show up as loss-making in the first month.
Do carriers actually use the portal?
Fleet managers adopt it when it saves calls: 60 to 70% of customers use it after 6 months if they can book service through it.
Let's scope your project. The number of trucks under contract, telematics brands and your DMS are enough to frame a budget and a 4 to 6 month timeline. 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.
