The verdict in three sentences
A custom TMS shaped around your actual routes costs between 50,000 and 130,000 EUR in 2026, versus 15-40 EUR per user per month for an off-the-shelf tool that rarely fits your constraints. The real gain is not the saved licence but the 8-15 % cut in kilometres from route optimisation, plus the end of delivery disputes through time-stamped signed proof of delivery. Budget 16-26 weeks of development and a payback in 12-20 months for a fleet of 15 vehicles or more.
What a custom TMS covers in 2026
A generic TMS handles shipping; a custom TMS handles your business: recurring routes, customer time slots, tonnage limits, specific goods, restricted zones. The expected building blocks in 2026 are multi-criteria optimisation, real-time GPS tracking, a driver app (POD, scan, signature), document management and transport invoicing.
| Feature block | Off-the-shelf TMS (SaaS) | Custom TMS |
|---|---|---|
| Route optimisation | Generic, hard to tune | Your real constraints built in |
| Driver app (POD, scan) | Standard, often English-only | Custom, offline, localised |
| Real-time customer tracking | Limited portal | Portal + SMS/email alerts |
| Transport invoicing | Basic export | Automated rate cards and haulage |
| Year-1 cost (20 users) | 6,000-12,000 EUR/yr | 50,000-130,000 EUR (one-off) |
| 3-year TCO | 18,000-36,000 EUR | 65,000-160,000 EUR + maintenance |
The switch to custom pays off when the standard tool forces daily manual workarounds or when your routes are too specific for its optimisation engine.
The concrete fuel and time savings
A TMS's value is measured in litres, hours and avoided disputes. Here are 2026 order-of-magnitude figures for a typical fleet of 20 light vehicles in regional distribution.
| Item | Before TMS | After custom TMS | Estimated annual gain |
|---|---|---|---|
| Km driven/year | 900,000 km | 810,000 km (-10 %) | 90,000 km |
| Fuel (0.20 EUR/km) | 180,000 EUR | 162,000 EUR | 18,000 EUR |
| Planning hours/week | 15 h | 4 h | ~28,000 EUR/yr |
| Delivery disputes/year | 120 | 30 | 9,000 EUR |
| Total estimated gains | — | — | ~55,000 EUR/yr |
These figures are order-of-magnitude estimates: they depend on your route density and current return rate.
Mini case study
Sarah runs a 22-vehicle parcel operation near Amsterdam. Planning ties up one full-time dispatcher and she absorbs 100 delivery disputes a year. She invests 78,000 EUR in a custom TMS delivered in 20 weeks. Twelve-month result: -11 % kilometres (16,000 EUR of fuel), one half-time dispatcher freed (18,000 EUR) and disputes cut fourfold (7,000 EUR). Annual gain: 41,000 EUR, a payback in under 24 months, excluding customer-experience gains.
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FAQ
How much does a custom TMS cost in 2026?
Expect 50,000-130,000 EUR depending on the number of modules (optimisation, driver app, invoicing, customer portal) and the level of ERP integration. A tight first scope can start around 45,000 EUR.
How many kilometres can you actually save?
Observed gains run from 8 to 15 % on dense routes, often 15,000-25,000 EUR of fuel per year for a 20-vehicle fleet.
What delivery timeline should I plan for?
Between 16 and 26 weeks for a usable V1, starting with optimisation and the driver app, then adding invoicing and the customer portal.
Do I need an offline driver app?
Yes: in low-coverage areas, an offline-capable app with deferred sync is essential to scan, capture signatures and time-stamp proof of delivery.
What annual maintenance budget should I plan?
Budget 12-18 % of the initial cost per year, roughly 8,000-20,000 EUR, covering enhancements, hosting and support.
Let's scope your project. Tell us about your fleet, your route types and your current ERP: we will scope the perimeter, an indicative budget (from 45,000 EUR) and the 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.
