A tool management system typically costs €5–30 per user per month – but the licence is only part of the picture. Here we walk through five pricing models, hidden costs often missed in procurement, and a concrete ROI example for a site with 40 employees.
Five pricing models on the market
- Per user/month – predictable, scales with headcount (most common for SaaS like Delatool).
- Per asset/tool – can get expensive with large inventories of low-value hand tools.
- Per site/project – fits contracting with clear project numbers.
- Hardware + licence – tags, gateways and labels on top (common with RFID tracking).
- Upfront + maintenance – on-premise or custom; higher start, less flexibility.
Hidden costs to include
- Administration – who updates lists, chases returns and reports losses?
- Training and change management – without it the system is unused.
- Labels and marking – budget QR/polyester for rollout.
- Integration – API, export to finance or BI may cost extra.
ROI example: workshop with 40 employees
Assumptions (adjust to your reality):
- 25 tools per employee on average, €80 average value → €80,000 tied up.
- 8% annual loss/misplacement without a system → €6,400/year.
- 2 hours searching per person per week at €35/h → large time cost; even 20% improvement pays back quickly.
A digital system that cuts losses by 25% and search time by 20% can realistically save €8,000–15,000 per year – often more than the licence in year one. Licence at €10 × 40 users × 12 months = €4,800/year – break-even often within 6–12 months if crews use it daily.
How to reduce cost without cutting quality
Prioritise QR on tools above a value threshold, standardise ownership per van/cabin and pick packages that match modules you use (tools, 5S, calibration). See current Delatool pricing and start a demo with your own inventory.