The verdict in three sentences
For a truck dealership in Toronto with 25 technicians and 9,000 part numbers, custom service and parts software from a local integrator typically costs 80,000 to 180,000 CAD (2026 market estimate) and takes 14 to 20 weeks. The main financial lever is the shop labour recovery rate, which commonly rises from 70 to 85 % once every repair order is clocked and tied to the chassis. A second lever weighs almost as much: reliable parts inventory reduces tied-up capital and trucks stuck waiting for a part.
Why shop hours disappear
A technician on site for 8 hours often bills only 5.6 when repair orders are kept on paper. The lost hours come from unrecorded work, free diagnostics, time spent hunting for parts and unassigned comebacks. The software must close each of these gaps.
| Module | Function | Share of budget | Indicative timeline |
|---|---|---|---|
| Repair orders | Truck check-in, customer estimate, approval, work by operation | 20 to 25 % | 3 to 4 weeks |
| Time clocking | Badge or tablet per technician, actual vs flat-rate time | 10 to 15 % | 2 weeks |
| Parts management | 9,000 part numbers, bin locations, cycle counts, RO reservations | 20 to 25 % | 3 to 4 weeks |
| Chassis history | VIN, mileage, past work, OEM warranties | 10 to 15 % | 2 weeks |
| Invoicing and A/R | HST 13 % invoices, fleet accounts, reminders | 10 to 15 % | 2 weeks |
| Dashboards | Recovery rate, parts margin, downtime | 5 to 10 % | 1 to 2 weeks |
Ontario applies 13 % HST: invoices must show it correctly, along with the dealer's GST/HST number, and fleet customers expect consolidated monthly statements.
What a better recovery rate is worth
The table shows the effect of time clocking for 25 technicians, 22 days a month and a billed labour rate of 175 CAD per hour (2026 order of magnitude for a heavy truck shop in the Toronto area).
| Indicator | Before (paper) | After (software) | Difference |
|---|---|---|---|
| Hours on site per month | 4,400 h | 4,400 h | 0 |
| Recovery rate | 70 % | 85 % | + 15 points |
| Billed hours per month | 3,080 h | 3,740 h | + 660 h |
| Labour revenue | 539,000 CAD | 654,500 CAD | + 115,500 CAD |
| Parts stock-outs per month | 40 to 60 | 10 to 20 | about one third |
| Average downtime | 4.5 days | 3 days | - 1.5 days |
These figures are estimates: the actual gain depends on clocking discipline and the share of warranty work, which is billed to the manufacturer at a rate that is often lower.
Market options in 2026
| Option | Upfront cost | Recurring cost | Main limitation |
|---|---|---|---|
| OEM-mandated DMS module | often included or subsidised | 500 to 1,500 CAD per month | Poor fit for other brands and independent fleets |
| Generic ERP (Sage, Odoo) configured | 30,000 to 80,000 CAD | licences and support | Heavy truck shop poorly covered |
| Custom build, Toronto integrator | 80,000 to 180,000 CAD | 1,500 to 3,000 CAD per month | Senior rates of 130 to 180 CAD per hour |
| Kolonell custom software (complex) | 7,000,000 to 15,000,000 FCFA (10,670 to 22,870 EUR) | maintenance 120,000 FCFA (180 EUR) per month | 14 to 20 week project, remote team |
| Spreadsheet and shop notebook | 0 | lost time, 15 points of recovery | No traceability |
A connector to the OEM DMS, where an API exists, usually adds 2 to 3 weeks. Toronto integrator figures are market estimates.
Mini case study
Mike, service director at a truck dealership near Toronto (illustrative scenario), manages 25 technicians. He invests in a Kolonell application at 11,000,000 FCFA (about 16,770 EUR, roughly 25,000 CAD) plus 120,000 FCFA (180 EUR) monthly maintenance.
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- Cautious recovery gain, half the theoretical difference: 57,750 CAD per month.
- Annual maintenance: about 3,200 CAD.
- Net first-year gain: 57,750 x 12 - 3,200 = 689,800 CAD.
Even if only a quarter of the theoretical gain materialises, the investment pays back in under a month. The watch point is human: without a shop foreman checking clock-ins daily, the rate drops quickly.
FAQ
Do technicians need a tablet?
A shared tablet per bay or a badge at a time clock is enough. Allow 400 to 700 CAD per rugged tablet, so 5 to 8 devices for 25 technicians.
Can we import our existing 9,000 part numbers?
Yes, from an Excel file or the old system's export. Cleaning duplicates usually takes 1 to 2 weeks and is the ideal moment for a full physical count.
Does the software handle OEM warranties?
Yes, ROs can be flagged as warranty, with a separate rate and an export of claims. Manufacturer reimbursement delays, often 30 to 60 days, become visible.
What happens during an internet outage?
The application can run on a local server with cloud sync, or online with a degraded offline mode. A UPS and a backup LTE connection cost under 1,000 CAD.
How long does team training take?
Two half-days for technicians, two days for parts and service counter staff. Full adoption takes 4 to 6 weeks.
To learn more about our approach, see our web applications and business software page.
Let's scope your project. Tell us your number of technicians, part numbers and brands serviced: we will price your service and parts software between 7,000,000 and 15,000,000 FCFA (10,670 to 22,870 EUR), on a 14 to 20 week schedule. 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.
