The verdict in three sentences
An off-the-shelf TMS at 50-150 EUR/user/month suits a standard fleet that wants clean planning and billing. Once route optimisation and customer EDI become a competitive edge, custom software at 80,000-220,000 EUR regains the advantage. The core battle is the kilometre saved: -8 to -15 % reshapes a whole P&L.
SaaS TMS or custom build?
A SaaS TMS deploys fast and covers planning, tracking and billing. But the per-user subscription climbs with the fleet and optimisation stays standard. Custom builds in your real constraints (delivery windows, tail lifts, ADR) and removes the per-seat cost.
| Criterion | Off-the-shelf TMS | Kolonell custom |
|---|---|---|
| Entry cost | 0-8,000 EUR setup | 80,000-220,000 EUR |
| Recurring cost | 50-150 EUR/user/month | Maintenance 8-15 %/yr |
| Cost, 20 users over 3 yrs | 36,000-108,000 EUR | 15,000-33,000 EUR after build |
| Time to go live | 3-8 weeks | 5-10 months |
| Route optimisation | Standard | To your constraints |
| Real-time fleet tracking | Vendor-dependent | Native |
| Customer EDI | Often an add-on | Bespoke |
| Code ownership | No | Yes |
The levers that cut cost per kilometre
In 2026, with volatile diesel, every point of mileage saved reads straight into margin.
| Module | Quantified impact | Dev time |
|---|---|---|
| Route optimisation | Km -8 to -15 % | 7-10 weeks |
| Real-time fleet tracking | -3 to -6 % idle time | 5-7 weeks |
| Automated customer EDI | Billing -2 to -5 days delay | 4-6 weeks |
| Mobile proof of delivery | Disputes -20 to -35 % | 3-5 weeks |
| Margin dashboard | -1 day/week reporting | 3-4 weeks |
Mini case study
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Mark runs a transport firm in Rotterdam: 25 vehicles, 20 users, 1,100,000 km/yr, full cost 1.10 EUR/km. He invests 150,000 EUR in a custom TMS, maintenance 18,000 EUR/yr. Route optimisation cuts mileage by 10 % (110,000 km), i.e. 121,000 EUR/yr saved, before any gains on disputes. Payback in about 15 months.
FAQ
What budget for a custom TMS? Budget 80,000 EUR for a core (planning, fleet, billing) delivered in 5-6 months, up to 220,000 EUR with advanced optimisation and EDI.
How much can kilometres be cut? Route optimisation delivers 8 to 15 % less mileage depending on delivery density and time constraints.
Is EDI with my customers included? It is built to your shippers: orders, dispatch advices and e-invoicing, integrated in 4 to 6 weeks.
How much is maintenance? Between 8 and 15 % of build cost, i.e. 6,400 to 33,000 EUR/yr depending on scope and hosting.
How long to deploy? Allow 5 to 10 months, with a first version in operation from month 4 or 5.
Let's scope your project. Tell us your number of vehicles, users and delivery constraints. 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.
