The verdict in three sentences
A SaaS TMS costs EUR 40 to 120 per user per month: ideal to start fast without tying up capital. A custom TMS (EUR 50,000 to 150,000) pays off once your flows justify fine optimisation, EDI and a customer portal wired into your billing. The real question is not the sticker price but the total cost over three years, empty kilometres and billing disputes included.
SaaS or custom: what you actually pay
A TMS drives four building blocks: route planning, fleet tracking, proof of delivery and invoicing. Vendors charge per user, with tiers and optional modules (optimisation, telematics, EDI). Custom demands a heavier upfront investment but removes the recurring subscription and fits your processes exactly.
| Item | SaaS TMS (vendor) | Custom TMS |
|---|---|---|
| Upfront cost | EUR 3,000 - 12,000 (setup) | EUR 50,000 - 150,000 |
| Subscription | EUR 40 - 120/user/month | 0 (hosting EUR 300 - 1,200/month) |
| Optimisation module | +EUR 15 - 40/user/month | Included |
| Carrier EDI | +EUR 8,000 - 20,000/year | Built once |
| Customer portal | Standard, low customisation | Fully custom, your brand |
| Roadmap | Vendor-driven | Yours to steer |
| Code ownership | No | Yes |
Total cost over three years
Comparing the monthly price is not enough. Over three years, a fleet of 25 SaaS users with optimisation and EDI frequently exceeds EUR 120,000 cumulative, with no code ownership. Custom smooths the effort and becomes an asset.
| Scenario (25 users) | Year 1 | Year 2 | Year 3 | 3-year total |
|---|---|---|---|---|
| SaaS EUR 80/user + optim. + EDI | EUR 52,000 | EUR 44,000 | EUR 44,000 | EUR 140,000 |
| Custom EUR 90,000 + hosting | EUR 100,800 | EUR 10,800 | EUR 10,800 | EUR 122,400 |
| Cumulative gap | — | — | — | -EUR 17,600 |
The operational ROI that changes everything
Beyond the software, a good TMS acts on three measurable levers: empty kilometres, fill rate and billing disputes. A 10 % cut in empty kilometres across 25 trucks quickly means EUR 60,000 to 90,000 in annual fuel.
| Lever | Starting point | After optimised TMS | Estimated annual gain |
|---|---|---|---|
| Empty kilometres | 22 % | 13 % | EUR 70,000 (fuel) |
| Fill rate | 74 % | 86 % | +9 % revenue/truck |
| Billing disputes | 4.5 % of revenue | 1.2 % of revenue | EUR 40,000 recovered |
| Planning time | 3 h/day | 45 min/day | 1 FTE freed |
Mini case study
Mark, who runs a transport SME in Amsterdam (25 drivers, EUR 6.2M revenue), hesitated between renewing his SaaS at EUR 80/user/month and a custom TMS at EUR 90,000. Over three years, the full SaaS cost him EUR 140,000; custom EUR 122,400, with the code his own. Adding EUR 70,000 of annual fuel saved through optimisation and EUR 40,000 of billing disputes recovered, his payback lands in under 11 months. He chose custom with an EDI customer portal.
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FAQ
Is a SaaS TMS enough to start?
Yes, for a fleet under 10 vehicles or a highly uncertain activity, SaaS remains the safest choice: EUR 40 to 120/user/month, no capital tied up. Custom makes sense when volumes make the subscription pricier than an amortised build.
How long to build a custom TMS?
Allow 4 to 8 months depending on scope: 4 months for a planning + billing core, up to 8 months with advanced optimisation, EDI and a customer portal. A working MVP can ship in 12 to 14 weeks.
Is EDI really essential?
As soon as you work with large shippers or freight forwarders, EDI avoids double entry and disputes. The SaaS surcharge (EUR 8,000 to 20,000/year) often exceeds, over three years, the cost of a custom connector.
What realistic gain on empty kilometres?
Serious optimisation brings empty kilometres from 20-25 % down to 12-15 %, i.e. 8 to 12 points. Across 25 trucks, that means EUR 60,000 to 90,000 of fuel per year, before productivity gains.
Can we migrate from SaaS to custom without breaking everything?
Yes, via a data migration (customers, rates, route history) and a gradual module-by-module switch. Plan 3 to 6 weeks of migration and one month of parallel running.
Let's scope your project. Tell us about your fleet, your flows and your EDI integrations: we will price a custom TMS (core + optimisation + customer portal) to fit your 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.
