The verdict in three sentences
A licensed TMS starts fast and cheap (30 to 70 EUR/user/month), but the fee climbs with your fleet and forces your routes to bend to the tool. A custom platform (40,000 to 95,000 EUR) absorbs your planning rules, proof of delivery and exact billing, then costs only maintenance afterwards. Under 20 active users with atypical processes, custom pays back in 3 to 4 years.
Off-the-shelf TMS vs custom: 4-year TCO
For a Rotterdam transport SME with 18 trucks and 20 users (planners, operations, billing), here is the 2026 order of magnitude.
| Item | Licensed TMS (20 users) | Custom software |
|---|---|---|
| Setup / build | 6,000 EUR | 40,000-95,000 EUR |
| Annual licence | 12,000 EUR (50 EUR/user/month) | 0 EUR |
| Mobile driver app | included (limited) | +8,000 EUR |
| Maintenance | included | 700-1,800 EUR/month |
| Route customization | limited | unlimited |
| 4-year TCO (estimate) | 54,000 EUR | 82,000-140,000 EUR |
The TMS wins in year 1; custom catches up once the fleet passes 25 vehicles or your routing rules (time windows, multi-depot, co-loading) no longer fit the standard tool.
Custom quote by module
| Module | 2026 indicative price | Lead time |
|---|---|---|
| Route planning + optimization | 14,000-28,000 EUR | 5-7 wks |
| Real-time fleet tracking (GPS/telematics) | 9,000-18,000 EUR | 3-5 wks |
| Driver app + proof of delivery (ePOD) | 8,000-15,000 EUR | 3-4 wks |
| Automated billing + accounting export | 7,000-14,000 EUR | 3-4 wks |
| Customer portal (tracking, documents) | 6,000-12,000 EUR | 2-4 wks |
| Monthly maintenance | 700-1,800 EUR/month | ongoing |
A full core build lands between 14 and 20 weeks depending on how many modules ship in parallel.
Mini case study
Sarah, COO of a logistics firm in Rotterdam (18 trucks, 20 users) pays 12,000 EUR/year in TMS licences, plus 3 hours a week re-keying between the TMS and accounting. She invests 68,000 EUR in a custom build with a driver app and auto-billing. Gain: 7 hours a week of planning (about 340 h/year at 35 EUR = 11,900 EUR) plus 12,000 EUR of licences removed, so 23,900 EUR/year. Less maintenance (1,200 EUR/month = 14,400 EUR/year), net gain is 9,500 EUR/year; the build pays back in just over 3 years, then the curve flips for good.
FAQ
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Isn't an off-the-shelf TMS enough to start?
Often yes: under 10 vehicles with simple routes, a TMS at 40 EUR/user/month is the right call. Custom makes sense beyond 20-25 vehicles or when your business rules overflow the tool.
How much is the driver app with proof of delivery?
Between 8,000 and 15,000 EUR in 2026 for an app with signature, photo, barcode scan and offline sync, essential on poorly covered port and industrial zones.
Can the software connect to truck telematics?
Yes, through the hardware APIs (geolocation, fuel use, driving time). Budget 9,000 to 18,000 EUR for the real-time fleet-tracking module.
What maintenance budget should I plan?
Maintenance of 700 to 1,800 EUR/month covers fixes, minor evolutions, hosting and support. Negotiate a block of evolution hours rather than a percentage of the build.
How long until delivery?
A core of routing + ePOD + billing ships in 14 to 20 weeks. A first usable lot (planning only) can be in production in 6 to 8 weeks.
Let's scope your project. Tell us your fleet size, priority modules (routing, ePOD, billing) and indicative budget. 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.
