The verdict in three sentences
For a customs broker handling 400 files a month at the port of Dakar, a few days beyond free time on 5% of containers is enough to burn several million FCFA a year in storage charges that cannot be passed on. Custom clearance software (7,000,000 to 15,000,000 FCFA, Kolonell's complex application range) centralises files, triggers D-3 / D-1 alerts before free time expires and opens a tracking portal for importers. Integration with GAINDE and the ORBUS platform is the first thing to scope: it drives the budget, the timeline (4 to 6 months) and the real value of the tool.
Where money and time leak in a clearance file
On Excel, a file lives across several spreadsheets, mailboxes and WhatsApp groups. Critical information (discharge date, free-time end date, declaration status, release order) arrives late or gets lost.
| File stage | Typical Excel problem | Estimated impact (2026 order of magnitude) |
|---|---|---|
| Document receipt (B/L, invoice, packing list) | Missing documents found at D+2 | 1 to 2 days of delay |
| Pre-declaration and GAINDE entry | Double entry, tariff classification errors | 20 to 40 min lost per file |
| ORBUS formalities (permits, certificates) | Manual follow-up of pending requests | 1 to 3 days of delay on 10% of files |
| Payment of duties and taxes | Late client reminder for the deposit | 2 to 4 days of delay |
| End of storage free time | No alert, date not calculated | 5 to 8% of containers overrun |
| Pickup and delivery | Truck coordination by phone | 1 day lost per file on 15% |
| Client invoicing | Disbursements forgotten or disputed | 2 to 4% of disbursements not recharged |
Free-time conditions and storage tariffs depend on the terminal, container type and goods: the software must store these rules as parameters updated by your teams, not hard-code them.
Scope and price of clearance software in 2026
| Module | Features | Indicative budget |
|---|---|---|
| Core file management | File record, attachments, statuses, roles for declarants and file managers | 2,500,000 to 4,000,000 FCFA |
| Alert engine | Free-time calculation, D-3 / D-1 alerts by SMS, email, WhatsApp | 1,000,000 to 2,000,000 FCFA |
| GAINDE integration | Import of declarations and statuses (subject to access and authorisations) | 1,500,000 to 4,000,000 FCFA, after assessment |
| ORBUS integration | Tracking of single-window formalities | 1,000,000 to 3,000,000 FCFA, after assessment |
| Importer client portal | Online tracking, documents, deposits payable via Wave or Orange Money | 1,000,000 to 2,000,000 FCFA |
| Invoicing and disbursements | Invoices, disbursements, reminders, accounting export | 800,000 to 1,500,000 FCFA |
| Management dashboard | Files by status, storage avoided, average lead times | 500,000 to 1,000,000 FCFA |
In total, a complete project falls between 7,000,000 and 15,000,000 FCFA (EUR 10,670 to 22,870), in line with Kolonell's complex application range, for 4 to 6 months of delivery. Maintenance follows the Kolonell grid: 35,000, 75,000 or 120,000 FCFA a month depending on service level, plus hosting.
If access to the GAINDE or ORBUS interfaces is not obtained at kickoff, the software runs in semi-automatic mode: import of exported files and guided status entry. You keep the alerts and the client portal, which deliver most of the gain.
What to expect within six months
| Indicator | Before | After 6 months (target) |
|---|---|---|
| Containers beyond free time | 5 to 8% | 1 to 2% |
| Average clearance time | 7 to 10 days | 4 to 6 days |
| Client calls about status | 80 to 120 per week | 20 to 40 per week |
| Disbursements not recharged | 2 to 4% | Under 0.5% |
| Files handled per declarant | 50 per month | 70 per month |
Mini case study
Illustrative scenario. Mr Ndiaye runs a licensed customs broker in Dakar handling 400 files a month, about 600 containers. 6% exceed free time by 3 days on average, at an estimated extra cost of 25,000 FCFA per container per day, half of which is never recharged to the client.
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Calculation: 600 × 6% = 36 containers × 3 days × 25,000 FCFA = 2,700,000 FCFA of storage a month, of which 1,350,000 FCFA is borne by the broker. If alerts bring overruns down to 1.5%, the loss falls to 337,500 FCFA. Gain: about 1,000,000 FCFA a month. Add 2% better recharging on 40,000,000 FCFA of monthly disbursements, i.e. 800,000 FCFA. For software at 11,000,000 FCFA and 75,000 FCFA of monthly maintenance, payback is reached in 6 to 7 months.
FAQ
Can the software connect directly to GAINDE?
It depends on the access and authorisations granted by the operator, assessed case by case. Otherwise, importing exported files works, with 5 to 10 minutes of handling a day instead of full double entry.
How long until we are operational?
A first files + alerts module is usable in 8 to 10 weeks. The complete project with integrations and client portal takes 4 to 6 months.
Can importers pay their deposits online?
Yes, the portal can integrate Wave and Orange Money, with merchant fees of about 1%. Deposits arrive faster, cutting the wait before duties are paid by 2 to 4 days.
How does it differ from standard clearance software?
Off-the-shelf packages often cost 150,000 to 500,000 FCFA a month and follow generic processes. Custom software fits your free-time rules, your terminals and your disbursement invoicing.
Who hosts the data?
Secure cloud hosting with daily backup, for 30,000 to 100,000 FCFA a month depending on attachment volume, with role-based access.
Let's scope your project. Tell us your file volume, terminals and the status of your GAINDE and ORBUS access: we will scope the project, a budget between 7 and 15 million FCFA and a 4 to 6 month schedule. 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.
