The verdict in three sentences
A SaaS TMS launches fast but costs EUR 40 to 100 per user per month, a charge that grows with your fleet; a custom TMS needs EUR 70,000 to 160,000 upfront but kills the recurring license. The tipping point for an Amsterdam carrier with 20 to 30 users falls between year 3 and year 4. Go custom when your routes, billing or telematics integration fall outside the market's standard box.
SaaS or custom: what you actually pay
SaaS bills per seat: every dispatcher, salesperson and accountant who touches the tool adds a line. Custom is an asset you own, with no user cap, but with maintenance to budget.
| Item (2026, ballpark) | SaaS TMS | Custom TMS |
|---|---|---|
| Entry ticket | EUR 0-5,000 setup | EUR 70,000-160,000 |
| License, 25 users | EUR 15,000-30,000/yr | 0 |
| Heavy customization | often capped | unlimited |
| Code ownership | no | yes |
| Maintenance / evolutions | partly included | 12-20% of build/yr |
| Data reversibility | variable | full |
TMS modules and their budget weight
A TMS is more than truck tracking. Here are the bricks we price separately in an Amsterdam quote.
| Module | What it does | Build range 2026 |
|---|---|---|
| Transport orders | Entry, assignment, statuses | EUR 12,000-24,000 |
| Route optimization | Sequencing, constraints, windows | EUR 15,000-35,000 |
| Real-time tracking | Positions, ETA, delay alerts | EUR 10,000-22,000 |
| Billing & rates | Rate grids, subcontracting, disputes | EUR 12,000-26,000 |
| Telematics integration | Boxes, temperature, CAN bus | EUR 8,000-20,000 |
| Client portal / proof of delivery | e-POD, signatures | EUR 7,000-16,000 |
5-year TCO: the real comparison
Over five years the recurring license catches up to and often passes the build. Assumption: 25 users, SaaS at EUR 70/user/month.
| Year | SaaS cumulative | Custom cumulative |
|---|---|---|
| Year 1 | EUR 21,000 | EUR 110,000 |
| Year 2 | EUR 42,000 | EUR 128,000 |
| Year 3 | EUR 63,000 | EUR 146,000 |
| Year 4 | EUR 84,000 | EUR 164,000 |
| Year 5 | EUR 105,000 | EUR 182,000 |
Custom stays pricier in absolute terms here, but the gap narrows and you own an asset. Above 40 users or with heavy route optimization, custom pulls ahead.
Mini case study
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Herve runs a regional carrier in Amsterdam: 45 vehicles, 28 software users. His current SaaS costs 28 x EUR 75 x 12 = EUR 25,200/yr. A custom TMS at EUR 120,000 plus EUR 20,000/yr maintenance totals EUR 200,000 over 4 years versus EUR 100,800 for SaaS: SaaS wins on pure software cost. But custom route optimization saves 6% of kilometers on 1.4 M km/yr at EUR 0.45/km, i.e. EUR 37,800/yr saved: custom turns profitable from year 3.
FAQ
How long to build a custom TMS?
Expect 4 to 8 months depending on module count. An MVP centered on transport orders and route optimization can ship in 4 months, then grow in batches.
Isn't SaaS always cheaper?
On pure software cost, often yes up to 25-30 users, but it ignores operational gains. A 5 to 8% cut in kilometers is worth tens of thousands per year and flips the math.
Can we integrate our existing telematics?
Yes. Most boxes expose an API or an FMS feed; we price integration at EUR 8,000 to 20,000 depending on signal count (position, fuel, temperature).
What about transport billing, often the pain point?
That's exactly where custom shines: complex grids, subcontracting, disputes and automated pre-billing cut errors and speed up cash collection by several days.
What remains to pay after go-live?
Maintenance of 12 to 20% of build cost per year covers fixes, evolutions and hosting. That's your only recurring cost, versus a license that climbs with every new user.
Let's scope your project. Tell us your vehicle count, user count and priority modules (routes, billing, telematics) for a target budget of EUR 70,000 to 160,000. 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.
