The verdict in three sentences
A licensed TMS (30 to 90 EUR/user/month) works if your routes are simple and your customers undemanding on EDI. Once you optimize route plans, connect telematics geolocation and your ERP, and automate transport invoicing, a custom TMS at 50,000-100,000 EUR pays for itself through avoided empty kilometres. An Amsterdam carrier targeting 18% fewer empty km crosses break-even in 20 to 30 months.
Off-the-shelf licence vs custom TMS: 2026 figures
An off-the-shelf TMS deploys fast but caps fine optimization and bills per planner. Custom follows your routing rules and customer contracts.
| Criterion | Off-the-shelf TMS | Custom TMS |
|---|---|---|
| Entry cost | 0-3,000 EUR | 50,000-100,000 EUR |
| Subscription | 30-90 EUR/user/month | Maintenance 1,000-2,000 EUR/month |
| Day rate | Included | 500-750 EUR |
| 3-year cost (10 users) | 10,800-32,400 EUR | 86,000-172,000 EUR |
| Route optimization | Standard | Custom (real constraints) |
| Customer EDI integration | Per connectors | Custom per customer |
| Time to launch | 2-6 weeks | 16-22 weeks |
Over three years, the licence stays cheaper in direct cost. Custom wins when optimization cuts fuel and empty km beyond the cost gap, which happens quickly on fleets of 15 vehicles and up.
Breakdown of a 50,000-100,000 EUR TMS budget
The value core is route optimization and integration. Here is an indicative split.
| Module | Scope | 2026 ballpark (EUR) |
|---|---|---|
| Framing + spec | Workshops, business rules | 5,000-9,000 |
| Transport orders | Entry, assignment, statuses | 8,000-15,000 |
| Optimized route plans | Constraints, time windows | 12,000-22,000 |
| Telematics + geoloc | Real-time tracking, alerts | 8,000-16,000 |
| ERP + EDI integration | Accounting, invoicing, customers | 10,000-22,000 |
| Transport invoicing | Rates, fuel, flat fees | 5,000-12,000 |
| Training + migration | Migration, onboarding | 2,000-4,000 |
Maintenance (1,000-2,000 EUR/month) is higher than for a plain website because a TMS runs in critical production 6 days a week and must follow each major shipper's EDI changes.
Mini case study
Thomas is CFO of an Amsterdam carrier with 22 vehicles. The fleet runs on average 120,000 km/month, of which about 22% empty. Fuel represents 38,000 EUR/month. Cutting empty km by 18% relative moves the empty rate from 22% to ~18%, i.e. about 4,800 km/month saved and 1,700 EUR/month of fuel, plus 10 hours a week of planning saved (≈ 2,000 EUR/month valued).
Total estimated gain: ~3,700 EUR/month, i.e. 44,400 EUR/year. Project quoted at 78,000 EUR + maintenance 1,500 EUR/month (18,000 EUR/year). Payback on the build in ~21 months, with maintenance covered by fuel gains alone. Decision: custom, starting with the routing plus telematics module before EDI.
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FAQ
What budget for a custom TMS in Amsterdam in 2026?
50,000 to 100,000 EUR depending on scope (routing, EDI, telematics), plus 1,000 to 2,000 EUR/month maintenance. The day rate for additional work sits between 500 and 750 EUR.
Isn't an off-the-shelf TMS enough?
Yes for simple routes: 30 to 90 EUR/user/month. It shows its limits on fine optimization, per-customer EDI and accounting integration, where custom creates the profitability gap.
What ROI can I expect from route optimization?
A realistic target is 15 to 20% fewer empty km. On a 22-vehicle fleet, that commonly means 1,500 to 2,500 EUR/month of fuel, excluding planning gains.
How long to deploy?
16 to 22 weeks for a full scope. We often deliver transport orders and routes first, then telematics, then EDI customer by customer.
Is EDI integration with my customers possible?
Yes, each shipper has its own format; we build connectors case by case. Expect maintenance to absorb the evolution of these exchanges over time.
Let's scope your project. Share your fleet size, your EDI shippers and your indicative budget (50,000-100,000 EUR), and we will frame a TMS delivered in batches. 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.
