The verdict in three sentences
A custom TMS cost this Amsterdam carrier EUR 95,000 and cut empty kilometers by 14% and the fuel bill by 9%. Route optimization delivered +11% deliveries per day without adding a vehicle. Payback lands at 13 months, application maintenance included.
The problem: routes built by hand
MediTrans (name changed), 34 vehicles, regional distribution around Amsterdam, planned its routes on paper and Excel. Each dispatcher built circuits on intuition, with no optimization of load or return leg. Measured results: lots of empty kilometers on the return, under-filled vehicles, and a fuel bill climbing with diesel prices.
The TMS covers: route optimization, real-time tracking, electronic proof of delivery and a cost dashboard. Here is the budget breakdown.
| Development item | Effort (days) | 2026 cost (EUR) |
|---|---|---|
| Scoping and route modeling | 16 | 9,600 |
| Route optimization engine | 30 | 18,000 |
| Real-time tracking and geolocation | 22 | 13,200 |
| Electronic proof of delivery (app) | 20 | 12,000 |
| Cost dashboard and KPIs | 16 | 9,600 |
| Integrations (ERP, telematics), testing | 32 | 32,600 |
| Total project (6 months) | 136 | 95,000 |
Savings items and maintenance cost
Savings come mainly from fuel and route productivity, measured over the six months after go-live.
| Savings item | Before | After | Annual gain (EUR) |
|---|---|---|---|
| Empty kilometers | baseline | -14% | 38,000 |
| Fuel (optimization) | baseline | -9% | 29,000 |
| Deliveries/day | baseline | +11% | 26,000 |
| Dispatch time (planning) | 30 h/wk | 12 h/wk | 21,000 |
| Delivery disputes (proof) | 45/yr | 12/yr | 8,000 |
| Total annual savings | 122,000 |
The central recurring cost is maintenance at about EUR 2,000/month, i.e. EUR 24,000/year, covering hosting, fixes, engine enhancements and dispatch support. Net of the EUR 122,000 savings, annual gain is ~EUR 98,000, and ROI falls in month 13.
| Recurring item | 2026 range (EUR/month) |
|---|---|
| Maintenance and enhancements | 1,800 - 2,200 |
| Hosting and mapping | 300 - 600 |
| Fleet mobile data | 200 - 400 |
| Total recurring | 2,300 - 3,200 |
Mini case study
Sarah, operations director at MediTrans, prices the fuel: the fleet drove 1.9M km/year at an average consumption, for a diesel bill of about EUR 320,000/year. A combined 9% reduction via optimization is ~EUR 29,000/year. In parallel, the 34 vehicles delivering 11% more per day absorbed growth without buying an extra truck (saving a ~EUR 90,000 investment plus its driver). The TMS paid for its first year on fuel and empty kilometers alone.
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FAQ
How much does a custom TMS cost in 2026?
Expect EUR 60,000 to 120,000 by fleet size and telematics integrations. A TMS focused on route optimization starts around EUR 60,000; the full version with real-time tracking and proof of delivery reaches EUR 90,000-120,000.
Custom or off-the-shelf software?
Below 15 vehicles, a SaaS TMS often suffices. Above that, or with strong business constraints, custom pays off because it fits routes exactly and integrates with the existing ERP.
What is the go-live timeline?
Between 4 and 7 months. MediTrans launched route optimization and tracking in 16 weeks, then proof of delivery and dashboards afterward.
What empty-kilometer reduction should I expect?
10 to 18% by geography and route density. MediTrans hit -14%, which weighed heavily on the fuel bill.
Is the maintenance budget unavoidable?
Yes. Expect EUR 1,800 to 2,200/month: a TMS lives with route rules, fuel prices and fleet changes. Without maintenance, the optimization engine degrades.
Let's scope your project. Send us your fleet size, your route volumes and your ERP: we will price an optimization engine then real-time tracking. 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.
