The verdict in three sentences
Custom fleet management software in Berlin sits between 22,000 and 50,000 EUR, making it the most accessible of the logistics business tools. The value levers are preventive maintenance alerts, per-vehicle TCO and fuel tracking, which cut breakdowns and objectify renewal decisions. Expect a 4 to 6 month timeline for a production version.
What fleet software tracks
Managing a fleet means steering costs as much as vehicles: maintenance, inspections, insurance, tires, fuel, claims and drivers. Custom centralizes this data and computes a total cost of ownership (TCO) per vehicle, the basis for choosing between repair and replacement.
| Module | Function | Indicative timeline |
|---|---|---|
| Fleet + documents | Inspection, insurance, registration | 3-5 weeks |
| Maintenance alerts | Preventive, due dates | 4-6 weeks |
| Per-vehicle TCO | Cumulative costs, thresholds | 4-6 weeks |
| Fuel tracking | Cards, consumption | 4-5 weeks |
| Drivers | Assignment, violations | 3-4 weeks |
| Dashboards | KPIs, renewal | 3-4 weeks |
The impact on fleet costs
ROI comes from fewer breakdowns and optimized renewal. Here is a 2026 order of magnitude for a 40-van fleet.
| Metric | Without software | With software (estimate) |
|---|---|---|
| Immobilizing breakdowns/year | ~70 | ~48 (-30%) |
| Average breakdown cost | 1,200 EUR | 1,200 EUR |
| Breakdown cost/year | ~84,000 EUR | ~58,000 EUR |
| Fuel spend/year | ~360,000 EUR | ~342,000 EUR (-5%) |
| Overdue inspections | 8-10/year | 0 |
| Vehicles kept too long | 6-8 | 0-2 |
The combination of preventive maintenance + fuel tracking + TCO arbitration represents an order of magnitude of tens of thousands of euros/year for a fleet this size.
Mini case study
Julien, fleet manager of 40 vans in Berlin, faces about 70 immobilizing breakdowns/year at 1,200 EUR average, i.e. 84,000 EUR/year, before lost operations. His fuel tracking is manual and he has no consolidated TCO view.
Custom software at 32,000 EUR targets, in estimate, -30% breakdowns (~26,000 EUR/year saved) and -5% fuel via abnormal-consumption tracking (~18,000 EUR/year on a 360,000 EUR budget). By eliminating overdue inspections and objectifying renewal through TCO, the software is amortized in under 12 months, with a fleet-availability gain on top.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Does the software send automatic maintenance alerts?
Yes, alerts trigger on mileage, date or usage, for preventive maintenance, inspections and insurance renewals. This eliminates the oversights that cause breakdowns and downtime.
How is per-vehicle TCO calculated?
TCO aggregates depreciation, fuel, maintenance, tires, insurance and claims. The system flags vehicles whose cost per km exceeds a threshold, triggering renewal arbitration.
Can we integrate fuel cards?
Yes, we import fuel card statements (Shell, Aral, etc.) to automatically reconcile consumption, mileage and over-consumption or anomaly alerts.
What is the setup timeline?
Expect 4 to 6 months for a full version. A core (fleet + maintenance alerts + fuel) can ship in 3 months to quickly secure preventive maintenance.
Does the software manage drivers and violations?
Yes, it tracks vehicle/driver assignments, licenses, violations and claims, easing accountability and driver-designation follow-up.
Let's scope your project. Specify your fleet size and type, your priorities (maintenance, TCO, fuel) and your indicative budget: we will frame the scope. 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.
