The verdict in three sentences
For a broker processing more than 1,000 files a month at a major port such as Rotterdam or Dakar, custom brokerage software costing 18,000 to 46,000 EUR excluding VAT (12 to 30 million FCFA) pays for itself in under two years through saved data entry hours and better recharging of disbursements. The software does not replace the customs declaration system (AGS/DMS in the Netherlands, ORBUS in Senegal): it orchestrates everything around it, from file opening to invoice. Plan for a 5-month project, with a first usable module by month three.
Where time and money go in a brokerage file
At a mid-sized broker, an import file goes through about ten steps: receiving documents (bill of lading, commercial invoice, certificate of origin), opening the file, filing the declaration, paying duties, release, pickup, delivery, then invoicing. When each step lives in an email or an Excel cell, three problems keep coming back:
- declarants re-enter the same data two or three times;
- clients call to ask about their container, which ties up an agent;
- part of the disbursements (storage, demurrage, terminal fees) is never recharged because nobody can trace it.
| Item | Current situation (1,200 files/month) | With custom software | 2026 order of magnitude |
|---|---|---|---|
| Average file processing time | 4.5 days | 2.9 days | -35% |
| Re-entries per file | 3 | 1 (customs import) | -2 entries |
| Client calls asking for status | 900/month | 250/month | -72% thanks to the portal |
| Disbursements not recharged | 2 to 3% of revenue | under 0.5% | 9,000 to 14,000 EUR/year recovered |
| Invoice issue delay | 12 days after delivery | 48 h | Better cash flow |
| Demurrage due to missing alerts | 15 containers/month | 4 containers/month | Alerts 2 days before free time ends |
Modules and their cost in 2026
Budget depends mostly on the number of modules and how deeply the tool integrates with the customs system and accounting. Here is a realistic grid.
| Module | Scope | Indicative budget excl. VAT |
|---|---|---|
| Step-by-step file management | Import/export workflow, document checklist, assignment to declarants | 5,300 to 10,700 EUR (3.5 to 7 M FCFA) |
| Disbursement and fee invoicing | Client rate cards, justified disbursements, invoices and credit notes | 3,800 to 8,400 EUR (2.5 to 5.5 M FCFA) |
| Client portal | Real-time tracking, document upload, invoice download | 3,800 to 9,100 EUR (2.5 to 6 M FCFA) |
| Customs data import and alerts | Status retrieval, free time and demurrage alerts by SMS/WhatsApp | 2,300 to 7,600 EUR (1.5 to 5 M FCFA) |
| Management dashboard | Late files, margin per client, productivity per declarant | 1,500 to 5,300 EUR (1 to 3.5 M FCFA) |
| Accounting integration | Export to Exact, Sage or SYSCOHADA software | 1,500 to 4,600 EUR (1 to 3 M FCFA) |
| Total project | Depending on scope | 18,000 to 46,000 EUR (12 to 30 M FCFA) |
Add hosting (115 to 300 EUR per month) and evolutive maintenance, usually 15 to 20% of the initial budget per year. In the Netherlands, local agency day rates (800 to 1,100 EUR) can push the same scope to 60,000 EUR or more, which is why nearshore or West African teams are worth comparing. An international off-the-shelf brokerage suite often costs 60 to 150 EUR per user per month, with little room to adapt to your own steps.
A typical 5-month plan
| Month | Deliverable | What the team sees |
|---|---|---|
| Month 1 | Flow mapping, mockups | Import and export steps validated |
| Month 2 | File module in testing | 2 pilot declarants |
| Month 3 | Disbursement invoicing live | First invoices issued from the software |
| Month 4 | Client portal and alerts | 10 pilot clients connected |
| Month 5 | Dashboard, training, full switchover | All files in the tool |
The critical point is migrating files already in progress: plan two weeks of controlled double entry rather than a hard cutover.
Mini case study
Mr Ndiaye runs a 28-person customs broker at the port of Dakar, with 1,200 files a month and an average fee of 85,000 FCFA (about 130 EUR). He invests 22 million FCFA (about 33,500 EUR) excluding VAT in software covering files, disbursements, portal and alerts.
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- Recovered disbursements: 2% of 102 million FCFA monthly revenue, about 2 million FCFA (3,050 EUR) a month.
- Time freed: 6 agents each save 1.5 hours a day, more than one full-time job, about 450,000 FCFA (690 EUR) a month.
- Demurrage avoided: 11 containers at 60,000 FCFA, or 660,000 FCFA (1,000 EUR) a month.
Estimated monthly gain: about 3.1 million FCFA (4,700 EUR). Payback in 7 to 8 months, excluding hosting and maintenance. A Rotterdam broker with similar volumes but higher salaries typically sees an even shorter payback.
FAQ
Can the software connect directly to the customs system?
Access depends on the authorizations granted by the customs authority and your status as a licensed broker. In most projects, statuses and references are imported semi-automatically, which already removes 2 out of 3 re-entries.
How much does a minimum first version cost?
A core of file management and disbursement invoicing starts at around 10,700 to 13,700 EUR (7 to 9 million FCFA) excluding VAT. It ships in 10 to 12 weeks and can take the client portal later.
Where should the data be hosted?
In the EU, GDPR applies; in Senegal, law 2008-12 on personal data requires safeguards when data leaves the country. EU cloud hosting with local backup costs about 150 to 230 EUR per month.
Can my clients pay online?
Yes, the portal can integrate cards and SEPA in Europe, plus Wave and Orange Money for West African clients. Wave fees stay around 1% per transaction, which speeds up collection on small invoices.
What if we open a branch in another country?
The software can handle several entities and customs regimes. Budget 4,600 to 9,100 EUR (3 to 6 million FCFA) excluding VAT to adapt the steps to a new single window.
Let's scope your project. Send us your file volume and key steps, and we will price a scope between 18,000 and 46,000 EUR excluding VAT with a 5-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.
