The verdict in three sentences
For a 40-vehicle road haulier in Lyon, an off-the-shelf TMS costs 25–60 €/vehicle/month, i.e. 60,000–144,000 € over 5 years, while a custom TMS runs 110,000–190,000 € + ~18,000 €/year maintenance. SaaS wins on a standard need; custom wins as soon as you require deep telematics/ERP integrations and route optimization specific to your operation. The real lever isn't the license but empty kilometres cut by 8–12 % and CMR disputes avoided.
5-year TCO: SaaS TMS vs custom
| Item | SaaS TMS (40 vehicles) | Custom TMS |
|---|---|---|
| Build / setup | 3,000–10,000 € | 110,000–190,000 € |
| Licenses 5 years | 60,000–144,000 € | 0 |
| Maintenance 5 years | Included (limited) | 90,000 € |
| Telematics/ERP integrations | Standard, paid option | Custom, included |
| 5-year TCO | 63,000–154,000 € | 200,000–280,000 € |
| Code/data ownership | No | Yes |
On gross cash over 5 years, SaaS stays cheaper. The math flips when route optimization and proprietary integrations generate operating savings above the TCO gap.
Where custom pays off: operations
| Lever | Concrete impact | Estimated 2026 gain |
|---|---|---|
| Route optimization | -8 to -12 % empty km | 30,000–60,000 €/yr |
| Telematics integration | Fuel, driving time | -3 to -6 % fuel |
| Digital CMR & proof | Tracked disputes, POD | -40 % disputes |
| Automated invoicing | Order → invoice, no re-keying | 5–10 h/week |
| ERP accounting integration | Zero double entry | 4–8 h/week |
On 40 vehicles covering 2.4 M km/year at 0.45 €/km, cutting empty km by 10 % over 25 % of empty legs saves ~27,000 €/year in fuel and wear, before counting the capacity freed up.
Mini case study
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Marc, CFO of a road haulier in Lyon (40 vehicles, 6.5 M€ revenue), uses a SaaS TMS at 45 €/vehicle/month, i.e. 21,600 €/year. He is evaluating a custom TMS at 160,000 € + 18,000 €/year maintenance. Over 5 years custom costs 250,000 € versus ~108,000 € of SaaS: +142,000 €. But route optimization cuts empty km by 10 % (~40,000 €/year), automated invoicing frees 8 h/week and CMR disputes drop 40 %. Operating gains reach ~55,000 €/year, i.e. 275,000 € over 5 years: custom clearly wins. The tipping point hinges on fleet size and route complexity.
FAQ
At what fleet size does custom become justified? Generally beyond 30–40 vehicles with complex routes. Below that, an off-the-shelf TMS covers the essentials at lower cost and deploys in a few weeks.
Can we reuse our existing telematics? Yes: most units expose APIs. We feed position, fuel and driving time into the custom TMS, which powers route optimization and fuel control.
Does digital CMR have evidential value? With timestamp, signature and proof of delivery (POD), it secures disputes. Our clients see roughly a 40 % drop in transport disputes.
Where is the data hosted? In the EU, GDPR-compliant, with backups and logging. You remain the owner of the code and data, with no vendor lock-in.
Can we keep the SaaS and build custom around it? Yes, a hybrid approach is possible: keep the TMS as the core and build a custom optimization or invoicing module connected by API. We scope that smaller perimeter from 30,000–60,000 €.
Let's scope your project. Give us your fleet size, empty-km share and target integrations (telematics, ERP) for a costed SaaS-vs-custom TCO comparison. 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.
