The verdict in three sentences
A forwarder handling 1,500 files a month at the port of Lomé, a large share of them in transit to Burkina Faso and Niger, can no longer run containers, disbursements and invoicing on shared Excel sheets. Custom software costs FCFA 10 to 22 million (about USD 16,000 to 36,000) depending on modules, with a 5-month timeline, and lets you redeploy 3 admin staff to customer follow-up. The payback comes mainly from disbursements missed at invoicing and avoided demurrage, not just from salaries.
Essential modules and their price
An import or transit file goes through about ten steps: bill of lading receipt, customs declaration through the single window, duty payment, release, transit bond, convoy along the corridor to Ouagadougou or Niamey, then discharge. Each step generates disbursements (handling, storage, escort, port fees) that must be re-invoiced to the client.
| Module | Key functions | Indicative 2026 price | Timeline |
|---|---|---|---|
| Import and transit files | Opening, B/L, containers, status per step | FCFA 2.5 to 4.5 million | 5 weeks |
| Container and free-time tracking | Alerts before free time ends, demurrage | FCFA 1.5 to 3 million | 3 weeks |
| Sahel transit and corridors | Convoys, escorts, transit documents, discharge | FCFA 1.8 to 3.5 million | 4 weeks |
| Disbursements and petty cash | Per-file disbursements, attachments | FCFA 1.2 to 2.5 million | 3 weeks |
| Invoicing and reminders | Compliant invoices, fees, reminders | FCFA 1.2 to 2.8 million | 3 weeks |
| Single window interface | Data exchange, statuses, documents | FCFA 1.5 to 4 million | 4 weeks |
| Client portal | Online tracking, documents, invoices | FCFA 0.8 to 1.7 million | 2 weeks |
Total: FCFA 10 to 22 million. The single window interface depends on the technical access granted: plan an exchange phase with the authorities before freezing the budget.
Excel, international package or custom
| Criterion | Excel spreadsheets | International package | Custom build |
|---|---|---|---|
| Initial cost | FCFA 0 | FCFA 3 to 8 million setup | FCFA 10 to 22 million |
| Annual cost | FCFA 0 licence | FCFA 15,000 to 40,000 per user per month | 15% of build, FCFA 1.5 to 3.3 million |
| Sahel transit and corridors | Manual tracking | Poor fit | Designed for your flows |
| Disbursements re-invoiced | 97 to 99% | 99% | Above 99.8% |
| Free-time alerts | None | Yes | Yes, by SMS and WhatsApp |
| Hosting and language | Local | Foreign cloud, English interface | Cloud or local server, in French |
| 5-year cost (20 users) | FCFA 0 excluding losses | FCFA 21 to 56 million | FCFA 17.5 to 38.5 million |
Amounts are 2026 orders of magnitude. An international package becomes competitive above 50 users or if you work heavily with foreign forwarder networks that already use it.
The 5-month plan
| Month | Step | Deliverable |
|---|---|---|
| Month 1 | Scoping and mapping of the 10 file steps | Approved specification |
| Month 2 | Files, containers and disbursements | First version tested on 50 files |
| Month 3 | Sahel transit, invoicing | Live invoices and convoys |
| Month 4 | Single window interface, client portal | Automated status exchanges |
| Month 5 | Migration of 6 months of history, training, switchover | 1,500 files a month in the tool |
Mini case study
Mr Agbodjan, managing director of a freight forwarder in Lomé, handles 1,500 files a month, 40% of them in transit to Ouagadougou and Niamey. Three admin staff re-key disbursements at a loaded cost of FCFA 330,000 a month each, or FCFA 11.9 million a year. About 1% of files leave with a missed disbursement averaging FCFA 60,000: 15 files a month, or FCFA 10.8 million a year lost. He invests FCFA 16 million (about USD 26,000) in custom software, with FCFA 2.4 million annual maintenance. Estimated annual gain: FCFA 22.7 million minus 2.4 million, or FCFA 20.3 million. Payback in 9 to 10 months, and the three staff move to customer follow-up and business development.
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FAQ
How much does freight forwarder software cost in Togo in 2026?
Budget FCFA 10 to 22 million for custom software covering files, containers, transit, disbursements and invoicing. Maintenance runs about 15% of the initial amount per year, or FCFA 1.5 to 3.3 million.
Can the software connect to the port single window?
Yes, subject to the technical access granted by the authorities. This module costs FCFA 1.5 to 4 million and takes about 4 weeks once specifications are obtained.
How is transit to the Sahel handled in the tool?
Each transit file tracks the convoy, escort and discharge with time-stamped statuses. The module costs FCFA 1.8 to 3.5 million and cuts phone follow-ups from clients in Burkina Faso and Niger.
What happens to the admin roles?
In our example, 3 roles are redeployed to customer follow-up and invoice collection rather than eliminated. Faster collection often funds part of the maintenance.
Can the project be paid in instalments?
Yes, a standard schedule is 40% at kick-off, 30% at mid-point and 30% at delivery. Bank transfer, Wave and Orange Money are accepted.
Let's scope your project. Send us your monthly file volume, transit share and current tools, and we will price the useful modules with a 4 to 5-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.
