The verdict in three sentences
For a fleet under 25 vehicles with standard flows, a SaaS TMS (25-60 EUR/vehicle/month) covers 80% of needs from week one. Once you pass 40-50 vehicles, or handle sub-contracting, multimodal or complex customer billing, a custom build (55,000-130,000 EUR) regains the edge thanks to route optimisation tuned to your real constraints. The decisive lever remains fuel: -12% empty mileage across 30 trucks saves over 60,000 EUR a year.
SaaS vs custom: the cost structure
A SaaS TMS pools optimisation, EDI and real-time tracking: monthly subscription, fast rollout, but integration limits with your ERP and WMS. A custom build embeds your business rules (time windows, product compatibility, tail-lifts, ADR) and connects natively to your systems, at the price of upfront investment and ongoing support.
| Criterion | SaaS TMS | Custom TMS |
|---|---|---|
| Upfront cost | 0-8,000 EUR (setup) | 55,000-130,000 EUR |
| Recurring cost | 25-60 EUR/vehicle/month | 12-18% of build/year |
| Time to launch | 3-8 weeks | 6-10 months |
| Route optimisation | Standard (vendor algorithm) | On your real constraints |
| Customer / shipper EDI | Depends on connectors | Unlimited custom |
| ERP / WMS integration | Limited (API) | Native |
| Ownership | No (subscription) | Yes (asset) |
Five-year cost and fuel ROI
Assumption: 30 vehicles, annual fuel cost 500,000 EUR, empty mileage cut by 12%. 2026 ballpark.
| Item (5 years) | SaaS (45 EUR/vehicle/month) | Custom (90,000 EUR build) |
|---|---|---|
| Subscription | 81,000 EUR | 0 EUR |
| Initial build | 6,000 EUR | 90,000 EUR |
| Maintenance / support | Included | 63,000 EUR |
| ERP/WMS integration | 12,000 EUR | 0 (included) |
| Total cost 5 years | 99,000 EUR | 153,000 EUR |
| Fuel saving* | -300,000 EUR | -350,000 EUR |
| Net cost 5 years | -201,000 EUR | -197,000 EUR |
*A 12% cut in empty mileage saves ~60,000 EUR/year; custom targets 14% via optimisation tuned to your constraints. On a large fleet, both models self-fund within the first year.
Mini case study
Nadia, operations director of a regional carrier in Amsterdam (32 trucks, 6 dispatchers), spends 3 hours a day building routes manually. A TMS with automatic optimisation gives back 2 h/day/dispatcher, i.e. 12 h/day for the team, roughly 250 hours/month valued at 35 EUR = 8,750 EUR/month. Add 55,000 EUR/year in fuel savings (-11% empty mileage): a 95,000 EUR custom build pays back in under 12 months.
FAQ
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What does a TMS cost in 2026?
In SaaS, budget 25-60 EUR/vehicle/month depending on modules (optimisation, EDI, customer portal). Custom runs 55,000-130,000 EUR for a platform covering orders, routes, invoicing and real-time tracking.
What is the real gain on empty mileage?
Well-tuned route optimisation cuts empty mileage by 8 to 15%. On a fleet burning 500,000 EUR of fuel/year, that is 40,000 to 75,000 EUR saved annually.
Does the TMS handle EDI with my shippers?
Yes: large shippers often mandate EDI (EDIFACT, XML, API). An existing SaaS connector plugs in within days; in custom, each customer flow is modelled precisely to its spec.
What is the rollout timeline?
3-8 weeks for SaaS, 6-10 months for custom. The quality of your data (geocoded addresses, service times, constraints) drives optimisation performance.
From what fleet size does custom pay off?
Usually beyond 40-50 vehicles, or sooner if you handle sub-contracting, multimodal or atypical customer billing that SaaS tools do not cover.
Let's scope your project. Tell us your fleet size, routing constraints and EDI requirements, and we will cost SaaS vs custom with the fuel ROI. 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.
