The verdict in three sentences
The aftersales director of a 40-technician truck dealership in Cardiff has two options in 2026: push the manufacturer DMS further (GBP 21,000 to 51,000 a year depending on modules and licences) or build a custom workshop module connected to that DMS, for GBP 30,000 to 64,000 excluding VAT and 4 to 6 months of work. Custom work pays off when the DMS handles workshop scheduling, time clocking and fleet maintenance contracts poorly, and those weigh heavily in aftersales revenue. The decision metric is simple: each point gained on the billed hours ratio is worth tens of thousands of pounds a year.
Manufacturer DMS or custom module
Truck network DMS platforms cover accounting, vehicle sales, the parts store and manufacturer warranty. They are often weaker on the shop floor: assigning technicians by skill (electronics, hydraulics, bodywork), visibility of bays and pits, handling customer fleet vehicles off the road. The custom module does not replace the DMS; it plugs into it.
| Criterion | Manufacturer DMS only | DMS + custom workshop module |
|---|---|---|
| Cost | GBP 21,000 to 51,000/year | DMS + GBP 30,000 to 64,000 one-off, then 15% a year |
| Workshop scheduling | Basic, not very visual | Scheduling by bay, skill and downtime |
| Time clocking | Frequent manual entry | Tablet clocking per repair order |
| Quotes and parts | Built into the DMS | Online quotes linked to DMS stock |
| Fleet contracts | Limited | Service schedule per vehicle, alerts |
| Fleet customer portal | Rarely included | Real-time tracking, quote approval |
| Time to deploy | Already in place | 4 to 6 months |
Warranty and invoicing stay in the DMS, so flows certified by the network remain untouched.
Detailed budget for a workshop module
As a 2026 order of magnitude, here is the breakdown for 40 technicians and around ten service advisors and workshop controllers.
| Building block | Scope | Indicative budget (excl. VAT) |
|---|---|---|
| Repair orders | Created at reception, photos, vehicle condition, signature | GBP 5,000 to 10,000 |
| Workshop scheduling | View by bay, skill, planned duration, drag and drop | GBP 7,000 to 13,000 |
| Tablet clocking | Start, pause, finish per job, standard times | GBP 4,000 to 8,500 |
| Quotes and parts | Additional work quotes, parts reservation in the DMS | GBP 4,000 to 10,000 |
| Fleet contracts | Schedule by mileage or engine hours, alerts | GBP 4,000 to 10,000 |
| Fleet customer portal | Live status, quote approval, history | GBP 3,500 to 8,500 |
| DMS integration | API or file exchange, testing with the vendor | GBP 2,000 to 4,000 |
The low end (GBP 30,000) covers repair orders, scheduling and clocking. The high end (GBP 64,000) adds fleet contracts, the customer portal and a two-way DMS integration. Get the DMS vendor's agreement on API access before signing.
The 4 to 6 month rollout
One month of scoping on the shop floor (watching Monday morning reception beats ten meetings), two to three months of development in batches, then a one-month pilot with one team before full rollout. Plan for rugged tablets at GBP 350 to 700 each and Wi-Fi that covers every pit.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Illustrative scenario: Gareth, aftersales director of a truck dealership in Cardiff, has 40 technicians at 1,600 attended hours a year, 64,000 hours in total. His billed hours ratio is 80%. Reliable clocking and better scheduling gain him 2 points, or 1,280 more billed hours. At a workshop labour rate of GBP 85, that is about GBP 108,800 a year. For a GBP 51,000 project, GBP 7,700 annual maintenance and GBP 10,000 of tablets, payback comes in under 8 months.
FAQ
How much does workshop software for a truck dealership cost in 2026?
As a 2026 order of magnitude, a manufacturer DMS costs GBP 21,000 to 51,000 a year. A custom workshop module connected to the DMS costs GBP 30,000 to 64,000, then about 15% a year in maintenance.
Should we replace the manufacturer DMS?
No, in the vast majority of cases. The DMS keeps warranty, invoicing and accounting, and the custom module covers scheduling, clocking and fleets.
How long does deployment take?
Allow 4 to 6 months: 1 month of scoping, 2 to 3 months of development, 1 month of pilot. Timing depends mostly on the DMS vendor opening its API.
Is a fleet customer portal worth it?
Yes for hauliers running 20 or more vehicles: they track downtime and approve quotes online. It cuts calls to reception and speeds approval by 1 to 2 days.
What gain can we expect on the billed hours ratio?
A gain of 1 to 3 points is a realistic order of magnitude with tablet clocking. On 64,000 hours, each point is worth about GBP 54,000 at GBP 85 an hour.
Let's scope your project. We scope your workshop module (scheduling, clocking, fleet contracts, DMS integration, indicative budget of GBP 30,000 to 64,000 excluding VAT, 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.
