The verdict in three sentences
A custom TMS for a Rotterdam carrier costs between 45,000 and 120,000 € depending on scope, versus a vendor subscription of 800 to 3,000 €/month that never fully matches your routes. The real financial lever isn't the software price but the reduction in empty kilometres (up to -15%) and the planning time saved. Below 25 trucks a standard vendor is usually enough; beyond that, or with strong operational constraints, custom pays back in 18 to 30 months.
What a custom TMS costs in 2026
The budget depends on the number of modules, the level of optimisation and the integrations (telematics, ERP, client EDI). Here are the 2026 orders of magnitude seen in the Rotterdam logistics market.
| Scope | Included modules | 2026 budget (€ excl. VAT) | Timeline |
|---|---|---|---|
| Core operations | Transport orders, planning, invoicing | 45,000 – 65,000 | 4 – 5 months |
| Optimisation | + route optimisation, geocoding, ETA | 70,000 – 95,000 | 6 – 7 months |
| Fully connected | + driver app, POD, EDI, telematics | 100,000 – 120,000 | 7 – 8 months |
| Annual maintenance | Fixes, upgrades, hosting | 9,000 – 18,000/yr | recurring |
On top of these figures add cloud hosting (150 to 600 €/month depending on fleet size) and, optionally, a third-party optimisation engine licence if you don't build your own.
The modules that make the difference
Not all TMS platforms are equal. Here is the operational impact of the key modules, measured on fleets of 20 to 60 vehicles.
| Module | Function | Typical 2026 gain |
|---|---|---|
| Route optimisation | Sequencing, time windows | -12 to -15% empty km |
| Mobile driver app | Route sheet, navigation | -20 min/route in data entry |
| Proof of delivery (POD) | Signature, photo, timestamp | -90% delivery disputes |
| Real-time tracking + ETA | Position, delay alerts | +30% appointments met |
| Automatic invoicing | Generated from orders | -3 days invoicing delay |
| Customer portal | Parcel tracking, documents | -40% calls to support |
A carrier running 1.2 M km/year with 30% empty kilometres can target 50,000 to 70,000 € in fuel and wear savings per year from optimisation alone, excluding productivity gains.
Mini case study
Sarah, COO of a logistics firm running 34 trucks in Rotterdam, plans routes in Excel: two full-time planners, 32% empty kilometres, recurring POD disputes. She invests 88,000 € in a custom TMS with optimisation and a driver app, delivered in 6.5 months.
Result over 12 months: empty kilometres drop from 32% to 19%, about 58,000 € in fuel savings across 1.1 M km. Invoicing, now automatic, takes 2 days instead of 6. One planner is redeployed to business development. Including 15,000 € of maintenance, the payback is reached in 20 months.
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FAQ
Do we have to build our own optimisation engine?
No. Integrating a proven optimisation engine (via API) costs 8,000 to 20,000 € in annual licence but saves 6 months of R&D and guarantees routes computed in seconds. The custom work then focuses on the interface and business rules.
How long to integrate my trucks' telematics?
Allow 3 to 5 weeks per device manufacturer (Webfleet, Geotab, etc.). The cost is included in the "fully connected" package from 100,000 €, with real-time position and fuel data.
Does the driver app work without a signal?
Yes, a well-designed app works offline: the route sheet and PODs are stored locally and sync when the connection returns. Essential for rural delivery zones.
What if my fleet doubles in three years?
A well-architected custom TMS absorbs growth without per-vehicle licence costs, unlike vendors billed per truck. This is often the decisive argument beyond 40 vehicles.
Can we start with a core and extend later?
Yes, and it's recommended: a 55,000 € operations core delivered in 4 months, then optimisation and the driver app in phase 2. You smooth cash flow and validate ROI before investing more.
Let's scope your project. Tell us about your fleet, your km volumes and your client constraints: we'll size the scope (core or full), an indicative 45,000–120,000 € budget and a realistic timeline. 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.
