The verdict in three sentences
For a port customs broker handling 300 files a month, custom software for file tracking, disbursement management, invoicing and single-window integration costs 10 to 25 million FCFA excl. VAT, about USD 16,500 to 41,000. The first gain is financial: invoicing time falls from 12 to 3 days and unbilled disbursements drop by 4% of revenue. On USD 1.5 million of revenue, that is USD 60,000 a year, more than the project itself.
Functional scope and cost
| Module | Content | 2026 budget (FCFA excl. VAT) | Timeline |
|---|---|---|---|
| Import and export files | Opening, bills of lading, containers, status per step, scanned documents | 2,000,000 to 4,500,000 (USD 3,300 to 7,400) | 4 weeks |
| Disbursements | Duties and taxes, port charges, handling, storage, advances per file | 1,800,000 to 4,000,000 (USD 3,000 to 6,600) | 3 weeks |
| Invoicing | Agency fees, re-billed disbursements, VAT, pro formas, reminders | 1,500,000 to 3,500,000 (USD 2,500 to 5,800) | 3 weeks |
| Single-window interface | Exchanges with the national single window and customs system, status retrieval, alerts | 2,000,000 to 6,000,000 (USD 3,300 to 9,900) | 4 to 6 weeks |
| Client portal | Online container tracking, documents, invoices, mobile money payment | 1,500,000 to 4,000,000 (USD 2,500 to 6,600) | 3 weeks |
| Dashboards and accounting | Margin per file, receivables, export to Sage or Odoo | 1,200,000 to 3,000,000 (USD 2,000 to 5,000) | 2 weeks |
The single-window interface is the most variable item: its complexity depends on the API access granted and the available exchange formats. In Mombasa that means KenTrade and the customs management system. A file-import start is possible for 2 million FCFA (USD 3,300), with full automation in a second release.
Excel, imported package or custom
| Criterion | Excel and paper | Imported brokerage package | Custom |
|---|---|---|---|
| Upfront cost | 0 | 15 to 40 million FCFA licence (USD 25,000 to 66,000) | 10 to 25 million FCFA |
| Annual cost | Lost time | 15 to 20% of licence | 1.5 to 3.5 million FCFA (USD 2,500 to 5,800) |
| Local procedures and single window | Double entry | Paid customisation | Built in |
| Unbilled disbursements | 4 to 6% of revenue | 1.5 to 2% | under 1% |
| Invoicing delay | 12 days | 5 to 7 days | 3 days |
| Support | In-house | Often from Europe | Local business hours |
Indicators to track after go-live
| Indicator | Before | After 6 months (2026 order of magnitude) |
|---|---|---|
| Average invoicing delay | 12 days | 3 days |
| Unbilled disbursements | 4.5% of revenue | 0.5% of revenue |
| Days sales outstanding | 75 days | 50 days |
| Client calls for container status | 40 per day | 10 per day |
| Month-end close | 6 days | 2 days |
| Avoidable storage penalties | USD 13,000 to 20,000 per year | USD 5,000 |
Mini case study
James runs a 45-person customs brokerage at the port of Mombasa, with 300 files a month and revenue equivalent to 900 million FCFA (about USD 1.5 million). Unbilled disbursements reach 4.5% of revenue, i.e. 40.5 million FCFA. The software brings them to 0.5%, a gain of 36 million FCFA a year (USD 59,000). Cutting collection time by 25 days frees about 900 / 365 × 25 = 61 million FCFA of cash (USD 100,000). The chosen project costs 18 million FCFA (USD 30,000) plus 2.5 million annual maintenance: it pays back in under 7 months on disbursements alone.
FAQ
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Does the software connect directly to the single window?
It depends on the access granted to licensed brokers. We start by importing available files and messages, then automate once an API is opened. Budget 2 to 6 million FCFA (USD 3,300 to 9,900) for this module.
Can we manage several ports and borders?
Yes, Mombasa, inland container depots and transit corridors to Uganda or Rwanda are configured as sites. Each extra site adds 500,000 to 1,500,000 FCFA (USD 800 to 2,500).
Can clients pay by mobile money?
Yes, through the client portal, using M-Pesa, Wave or Orange Money depending on the market. Fees are around 1% per transaction, and payments are matched to invoices automatically.
How long does the project take?
Allow 4 to 6 months: 3 weeks of scoping, 12 to 16 weeks of development, then 3 weeks of testing in parallel with Excel.
What happens to files in progress?
Migrating open files and the last 24 months of history costs 800,000 to 2,000,000 FCFA (USD 1,300 to 3,300), with a Monday cut-over to avoid month-end.
Let's scope your project. Tell us your monthly file volume, ports and accounting software, and we will price a scope between 10 and 25 million FCFA with a 4 to 6 month plan. 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.
