Open Source as a building block of the digital strategy

Industry 4.0: Open-source software is a key component of digital processes in many companies. These free solutions open up new possibilities for making processes more efficient and cost-effective. But what should you look out for?

This article is part of the special feature on digital craftsmanship.

German companies are increasingly relying on open-source software : According to a representative Bitkom survey from September 2025, almost three-quarters of all companies with more than 19 employees use these free solutions. The biggest advantages are considered to be cost savings (26 percent) and the ability to view (19 percent) and modify the source code.

This is how open source works

But what exactly is open source? The key difference from commercial programs lies in its openness : The software solutions are released under licenses that grant users the right to view, use, modify, and redistribute the code. This fosters a global community of developers who work together to improve the products . For trades businesses, this means access to a vast library of free software , most of which is quite mature. Among the most interesting categories for many trades are ERP systems , specialized accounting software , time tracking and project management tools , and flexible collaboration platforms.

Further advantages of open source lie in its cost structure and flexibility : Smaller businesses in particular benefit from being able to use digital tools without high licensing costs. Furthermore, many solutions can be expanded modularly and adapted to the specific needs of a particular trade.

Weigh the pros and cons

On the other hand, there are potential disadvantages: Setting up open-source software can be complex. The installation and configuration of powerful systems like ERP solutions, in particular, requires in-house IT expertise or the engagement of external experts . Craft businesses without their own IT department should realistically calculate this effort. Furthermore, the responsibility for updates and security usually lies with the business itself.

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Photo: © DHB

Another distinctive feature of open-source solutions is that, as a rule, there is no central provider responsible for support and maintenance . This can be a challenge for tradespeople who lack the necessary technical expertise in-house. Without professional support, there is always the risk that problems cannot be resolved quickly. This is because support for open-source software is usually based on a global community and internet forums – or paid service providers specializing in the respective product. Those who wish to avoid this risk should only consider solutions that offer special versions with support for a monthly or annual fee. However, this can significantly reduce the initial cost advantages.

criteria for selection

The decision for or against an open-source solution should always be based on careful analysis . An important aspect is the active community for the respective product – this ensures not only stability and continuous development, but also free support. Equally crucial is the tool's scalability , so that the software continues to function even with growing business volume. For sensitive data, GDPR, GoBD, audit-proof archiving, and role-based access control concepts must be implemented flawlessly . A strategic partnership with an experienced service provider can help overcome the initial complexity and organize regular maintenance.

Opportunity for digitally savvy businesses

Conclusion: Open source is n't a sure thing for the trades. A lack of support and complex setup can be obstacles. However, for businesses willing to engage intensively with digital solutions, open source offers many opportunities: from cost reduction and process optimization to independence from large software companies. Those who select the right tools and, if necessary, involve external support can fully leverage the advantages of open source and thus drive digital transformation within their own company.

The switch to open-source solutions

Objectives
– What problems should be solved or improved with open-source products?
Which processes are suitable?
- Where is specialized or proprietary software necessary?

IT
– Which systems and interfaces are in use, such as ERP, accounting, time tracking, project management?
– Is the existing hardware powerful enough for the planned solutions?

Requirements
– Which core functions and technical requirements are absolutely necessary, such as multi-user operation, rights, evaluations, exports?
What requirements apply to language, interface, mobile use and browser?

Organization
– Under which open-source license, such as GPL, MIT, or Apache, is the solution licensed, and what are the implications for its use and customization?
Are GDPR, GoBD, archiving obligations and requirements of the tax audit being met?

Costs
– What are the total costs, including setup, customization, training, support and data migration?
– What are the cost and benefit differences between in-house operation, such as self-hosting, and hosting through a service provider?

Know-How
Does the company possess sufficient IT knowledge for installation, updates, and troubleshooting?
Who takes responsibility for system maintenance, rights management, and data backup?

Product selection
– Which product categories are needed?
– Which solutions are shortlisted?
How do they compare in terms of functionality, community, roadmap, documentation, and references?

Pilot project
– Which area is suitable for a pilot project?
– How long should the test phase last?
– What criteria are used to evaluate success, usability, stability, and acceptance?

data migration
– In which formats can data be exported? Have test migrations been verified?
– Which interfaces are planned?

Support
Is there professional support? How active are the community and development teams? How good is the documentation?
– How are updates, patches, backups, and role permissions organized?

Switching
– Which training courses and guides make it easier to get started?
– Is a transition phase planned with parallel operation of the old and new solutions to avoid disruptions in daily operations?

Final Check
Do the open-source solutions offer noticeable advantages, such as time savings, fewer media breaks, and evaluations?
Are stability, support, and extensibility ensured – without creating new dependencies?

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