The verdict in three sentences
For a haulier running 45 tractor units out of Amsterdam, a custom TMS costs EUR 60,000 to 120,000 excluding VAT in 2026, while an off-the-shelf SaaS runs EUR 32,400 to 64,800 per year (EUR 60 to 120 per vehicle per month). The main gain does not come from the software itself but from cutting empty kilometres by 8 to 12% and invoicing on the day of delivery instead of ten days later. Above 30 vehicles, custom software usually pays back in 12 to 18 months when your operation has specific business rules (groupage, port container haulage, temperature control).
Whiteboard, SaaS or custom: what you really pay
A whiteboard and a shared spreadsheet work up to about twenty trucks. At 45 units, planners spend their day calling drivers, re-keying transport orders received by email and rebuilding consignment notes for invoicing. Here are the three options, as 2026 orders of magnitude, for a fleet of 45 tractors and 60 trailers in the Netherlands, where developer rates are higher than in France.
| Criterion | Whiteboard + Excel | Off-the-shelf SaaS TMS | Custom TMS |
|---|---|---|---|
| Upfront cost | EUR 0 | EUR 4,000 to 10,000 (setup) | EUR 60,000 to 120,000 |
| Recurring cost | EUR 0 | EUR 60 to 120 per vehicle per month | EUR 700 to 1,500 per month (hosting, maintenance) |
| 3-year cost (45 vehicles) | Hidden cost: planner time | EUR 101,000 to 204,000 | EUR 85,000 to 174,000 |
| Go-live time | Immediate | 4 to 8 weeks | 4 to 6 months |
| eCMR and paperless | No | Yes, depending on vendor | Yes, with your chosen eCMR provider |
| Fit with your rules (groupage, reefer, ADR, port slots) | Full but manual | Limited to built-in options | Full |
| Ownership of data and code | Yes | No | Yes |
SaaS remains a good fit for fleets under 20 vehicles or if your business matches the standard model exactly (full loads, regular customers). Once you combine full loads, groupage, Rotterdam port pickups and subcontracting, workarounds in a rigid SaaS cost more than development.
The modules of a TMS for an Amsterdam haulier
A useful TMS is more than a map with trucks on it. The typical scope for a regional and cross-border haulier serving retail, flowers and construction in the Randstad breaks down into modules that can be delivered in phases.
| Module | Function | Indicative 2026 cost (EUR) | Expected gain |
|---|---|---|---|
| Transport orders | Entry, EDI or email import, customer portal | 10,000 to 18,000 | 70% less re-keying |
| Planning and dispatch | Drag and drop tractor, trailer, driver, driving-time checks | 16,000 to 30,000 | 8 to 12% fewer empty km |
| Driver app and eCMR | Electronic consignment note, photos, signature, remarks | 12,000 to 22,000 | Real-time proof of delivery |
| Telematics | Transics integration (plus Webfleet if mixed fleet) | 6,000 to 12,000 | Automatic position and ETA |
| Invoicing and rate cards | Customer rates, fuel surcharge, export to Exact or AFAS | 9,000 to 20,000 | Invoice on day 0 instead of day 10 |
| Dashboards | Margin per customer, per route, load factor | 7,000 to 18,000 | Drop unprofitable customers |
The planning module is the core of the return on investment. By seeing empty return legs, the planner can quote a backhaul from Antwerp or Duisburg instead of driving back empty. Compliance matters too: the Netherlands was an early adopter of the eCMR protocol, and large shippers increasingly require it in their 2026 tenders. Transics integration is the standard request because it is widespread among Dutch fleets.
Realistic timeline and budget
A serious project runs in four stages: two to three weeks of scoping with operations and finance, ten to sixteen weeks of phased development, three weeks of testing in parallel with the whiteboard, then cutover. Allow 10 to 15% of the budget for data migration (customers, rate cards, fleet) and planner training. Avoid cutting over in the weeks before Christmas, the peak for retail distribution.
Mini case study
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Sarah, operations director of a haulier with 45 tractor units near Amsterdam, runs about 5.4 million kilometres per year, 22% of them empty. At a cost of EUR 1.85 per kilometre, those 1,188,000 empty km cost EUR 2,198,000 a year. A 10% reduction in empty running (118,800 km) is worth about EUR 220,000 a year, as an order of magnitude. Add faster invoicing: moving from day 10 to day 1 on EUR 4.8 million of revenue frees around EUR 115,000 of cash. The custom TMS at EUR 95,000, plus EUR 14,000 a year of maintenance, pays back in about five months on empty running alone. Even dividing the gain by three to be safe, payback stays under 18 months.
FAQ
How long does a custom TMS take to deploy?
Allow 4 to 6 months from scoping to full cutover for a 45-vehicle fleet. The transport order and planning modules can be live from the third month.
Do we need to replace our telematics units?
No, in 90% of cases. Transics and the other major providers expose APIs or data feeds that the TMS consumes for EUR 6,000 to 12,000 of integration work.
Is eCMR mandatory in 2026?
It is not mandatory for every shipment, but it is legally valid in the Netherlands and required by a growing number of shippers. It also shortens invoicing by 7 to 10 days on average.
Why not stay on a SaaS at EUR 80 per vehicle?
For 45 vehicles that is EUR 43,200 a year, or EUR 129,600 over three years, without code ownership or fit with your rules. Custom becomes cheaper from the third year if your operation has specific needs.
Does the software handle driving and rest times?
Yes, the planning module can read tachograph data through telematics and warn the planner before an assignment would exceed the 9-hour daily driving limit.
Let's scope your project. Send us your fleet size, transport types and current tools and we will price a phased TMS between EUR 60,000 and 120,000, delivered in 4 to 6 months. 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.
