The verdict in three sentences
A warehouse with 25 trucks queuing every morning loses money twice: in detention charges billed by hauliers and in docks left idle in the afternoon. A dock appointment portal smooths arrivals and brings average waiting time from 95 to 20 minutes, paying back within months. SaaS suits a standard site, while custom software is justified when you need tight WMS integration, multiple sites or complex dock rules.
What waiting costs today
UK haulage terms (such as the RHA conditions of carriage) typically include free waiting time, often 1 to 2 hours at loading or unloading, after which hauliers charge detention. Around London, 2026 rates range from EUR 40 to 80 an hour (about £35 to £70) depending on vehicle type.
| Metric (40,000 m² warehouse, 120 trucks a day) | No appointments | With slot portal |
|---|---|---|
| Trucks waiting at the 6 to 9 am peak | 25 | 4 to 6 |
| Average on-site wait | 95 minutes | 20 minutes |
| Trucks exceeding the 1-hour free time | 10 a day | Under 1 a day |
| Detention charges (EUR 60 an hour on average) | EUR 450 a day, i.e. EUR 112,500 a year | Under EUR 8,000 a year |
| Dock utilisation | 62% | 80% (+18 points) |
| Booking calls and emails handled by the team | 3 hours a day | 30 minutes a day |
Beyond direct charges, queues outside the site create friction with the local council and safety risks on public roads.
SaaS or custom portal: 2026 comparison
| Criterion | Appointment SaaS | Custom portal |
|---|---|---|
| Entry cost | EUR 2,000 to 6,000 setup | EUR 25,000 to 50,000 |
| Recurring cost | EUR 500 to 1,500 a month | 15% of build per year + hosting EUR 150 to 300 a month |
| 3-year cost (single site) | EUR 20,000 to 60,000 | EUR 38,000 to 80,000 |
| Time to go live | 4 to 8 weeks | 10 to 16 weeks |
| WMS integration (Manhattan, Blue Yonder, SAP EWM) | Standard connectors, sometimes paid | Custom, real time |
| Business rules (chilled, ADR, client-dedicated docks) | Limited configuration | Unlimited |
| Multi-site and client rebilling | Often an add-on | Native if scoped |
For a single site with standard flows, SaaS is the rational choice. For a multi-client 3PL that wants to rebill slots or enforce per-client rules, custom becomes competitive from year two.
Features that make the difference
A good portal lets hauliers book a slot in under 2 minutes from a computer or phone, using the order or delivery note number. It only offers slots compatible with the goods type and dock capacity, sends an SMS reminder the day before, and checks drivers in at a kiosk or by QR code. On the warehouse side, the dock plan updates in real time, delays are flagged and freed docks are reassigned. Punctuality data by haulier then feeds contract renegotiations.
Mini case study
Tom, general manager of a 40,000 m² warehouse near Thurrock, east of London, receives 120 trucks a day. He pays EUR 112,500 a year in detention and has one person spending 3 hours a day on bookings. He chooses a custom portal at EUR 40,000, integrated with his WMS, plus EUR 6,000 maintenance and EUR 2,400 hosting a year. Yearly gains: EUR 104,500 detention avoided and 625 booking hours saved at EUR 32 loaded cost, i.e. EUR 20,000. First-year net gain: 124,500 - 48,400 = EUR 76,100, payback in just over 4 months. The 18-point rise in dock utilisation also saves him from building two extra docks.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Will hauliers agree to book slots?
Yes, when booking takes under 2 minutes and guarantees fast turnaround. After 2 months, over 85% of arrivals are usually booked.
What about trucks arriving without an appointment?
The portal assigns them the next free slot and places them in a visible queue. Keeping 10 to 15% of slots open absorbs these arrivals without disrupting the plan.
Can the portal connect to our WMS?
Yes, via API or file exchange. Real-time integration with Manhattan or SAP EWM adds EUR 5,000 to 12,000 depending on complexity.
How long does rollout take?
Allow 4 to 8 weeks for SaaS and 10 to 16 weeks for custom. Starting with inbound only cuts the first release to 8 weeks.
Do we need a driver check-in kiosk?
Not necessarily, a QR code and SMS are enough. An outdoor touchscreen kiosk costs EUR 3,000 to 6,000 and speeds up check-in at peak times.
Let's scope your project. Tell us your number of docks, trucks per day and WMS: we will cost a custom slot portal between EUR 25,000 and 50,000, or a SaaS setup, with a precise 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.
