The verdict in three sentences
Up to about 40 trucks on routine distribution, a TMS SaaS with a temperature module is the safest choice: live in 4 to 8 weeks with predictable costs. Above 60 trucks, or when pharma and retail customers demand proof of temperature in their own formats, a custom tool catches up over three years and leaves you owning your data. Either way, the telematics and sensor budget is the same and should be settled first, together with your works council if you have one.
Cold chain requirements that shape the software
A Berlin reefer operator sells guaranteed temperature, not just transport. Vehicles fall under the ATP agreement for perishable foodstuffs, EU Regulation 37/2005 requires compliant temperature recorders for quick-frozen food with dated records kept for at least a year, and pharma customers often apply GDP guidelines on top. In Germany there is one more layer: any system that can monitor drivers is subject to works council co-determination under section 87 of the Works Constitution Act (BetrVG), and GDPR applies to all location data.
| Requirement | Typical 2026 value | What the software must do |
|---|---|---|
| Logging interval | Every 5 to 15 minutes | Collect sensor data continuously |
| Record retention | 1 to 5 years depending on customer | Archive and retrieve any trip in seconds |
| Excursion alert | Beyond 1 to 2 °C for 10 to 15 min | Alert driver and dispatch |
| Proof of delivery | Temperature curve attached | Generate a PDF per drop |
| Multi-temperature | Chilled, frozen, dual compartment | Handle several zones per vehicle |
| Driver data | GDPR plus works council agreement | Role-based access, purpose limits |
TMS SaaS vs custom tool
Scenario: a fleet of 60 trucks over three years, same sensors in both cases. Figures are 2026 estimates for the German market.
| Criterion | TMS SaaS | Custom tool |
|---|---|---|
| Subscription or build | EUR 65 x 60 x 36 months = EUR 140,400 | EUR 85,000 one-off |
| Setup | EUR 4,000 to 10,000 | Included |
| Connected sensors (EUR 280 per truck) | EUR 16,800 | EUR 16,800 |
| Hosting and maintenance | Included | EUR 15,000 a year, EUR 45,000 total |
| Telematics data feed | Often included | EUR 9 to 12 per truck per month, EUR 19,400 to 25,900 |
| Three-year total | EUR 161,200 to 167,200 | EUR 166,200 to 172,700 |
| Time to go live | 4 to 8 weeks | 5 to 9 months |
| Vendor lock-in | High, data held by vendor | Low, you own code and data |
| Room to evolve | Vendor roadmap only | Unlimited, at your cost |
Over three years the two options are close. Years four and five decide it: SaaS keeps billing around EUR 47,000 a year while the custom tool costs only maintenance and data feeds, about EUR 22,000.
Recommendation by fleet profile
| Fleet profile | Recommendation | Why |
|---|---|---|
| 20 to 40 trucks, mixed customers | TMS SaaS with temperature module | Lowest total cost, fast rollout |
| 40 to 60 trucks, standard retail | TMS SaaS with export clause | Keep the option to switch at renewal |
| 60 to 100 trucks, pharma and retail | Custom, or SaaS plus custom customer portal | Customer-specific proof formats |
| Mixed ambient and reefer | General TMS plus custom cold module | Pay for custom only where it matters |
| Growth through acquisitions | Custom | Integrate mixed telematics quickly |
The middle path is often the smartest: keep an off-the-shelf TMS for planning and build a customer portal showing curves, alerts and proof of delivery. At Kolonell that kind of medium-complexity app costs 2,500,000 to 4,000,000 FCFA (about EUR 3,800 to 6,100) over 2 to 3 months, provided your TMS and telematics expose an API.
Mini case study
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Illustrative example: Katrin runs a refrigerated haulage firm in Berlin-Marzahn with 55 trucks, a third of them on pharma contracts. Every week customers request around 15 temperature reports, which a dispatcher rebuilds by hand in about 30 minutes each: 7.5 hours a week. She opts for a TMS SaaS at EUR 60 per truck per month (EUR 39,600 a year), signs a works council agreement limiting driver data to cold chain purposes, and commissions a customer portal. Customers now download their own reports and the weekly effort falls below one hour. At EUR 42 per loaded hour, that frees about EUR 14,000 a year, and more importantly protects pharma contracts worth EUR 1.2 million in annual revenue.
FAQ
Does a TMS SaaS handle temperature traceability?
Most offer a temperature module receiving sensor data every 5 to 15 minutes. Check the included retention period, often one year, and the cost of extending archives to five years.
Do I need works council approval?
If your company has a works council, introducing telematics that can track drivers requires its agreement under section 87 BetrVG. Allow 4 to 8 weeks for negotiation in your project plan.
How much do connected sensors cost?
Roughly EUR 150 to 400 per truck depending on compartments and recorder certification, plus EUR 9 to 12 a month for data. That cost is identical across software options.
How long does a custom build take?
Five to nine months for full planning and traceability. A standalone customer portal can go live in 2 to 3 months.
Is custom worth it for 25 trucks?
Rarely: at 25 trucks a SaaS costs around EUR 19,500 a year, well below the maintenance plus amortisation of a proprietary tool. The break-even point usually sits around 60 trucks.
Let's scope your project. Tell us your fleet size, current TMS and the proof formats your customers require, and we will price a connected traceability portal from 2,500,000 to 4,000,000 FCFA (about EUR 3,800 to 6,100), delivered in 2 to 3 months. 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.
