The verdict in three sentences
A SaaS TMS (EUR 40 to 120/user/month) is enough to get started and cover transport orders, routing and standard invoicing. A custom TMS (EUR 45,000 to 100,000) becomes profitable when your subcontracting rules, route optimization and client billing are too specific for an off-the-shelf product. The tipping point is generally above 20 to 25 vehicles, or when SaaS configuration surcharges exceed EUR 15,000/year.
What a TMS actually covers
A TMS (Transport Management System) drives a carrier's operational core: order intake, route planning, driver/vehicle assignment, execution tracking, proof of delivery and invoicing. The gains do not come from software alone but from route optimization: fewer empty kilometers and a higher load factor.
| Module | Operational impact | Typical 2026 gain (estimate) |
|---|---|---|
| Route optimization | Fewer kilometers driven | -12% km |
| Load consolidation | Better fill rate | +15% load factor |
| Paperless transport orders | Less re-keying | -30% admin time |
| Automatic invoicing | Faster collection | -8 days DSO |
| Mobile proof of delivery | Fewer disputes | -25% billing disputes |
| Client portal | Self-service tracking | -20% support calls |
SaaS vs custom TMS: the numbers
SaaS bills per usage and deploys fast, but each specificity (subcontracting scale, commission rules, client EDI) becomes a surcharge or a limit. Custom absorbs a high upfront cost but removes per-user subscriptions and matches your processes.
| Criterion | SaaS TMS | Custom TMS |
|---|---|---|
| Entry cost | EUR 40-120/user/month | EUR 45,000-100,000 |
| Go-live time | 4-10 weeks | 5-9 months |
| Route optimization | Standard, often optional | Built on your real constraints |
| Billing customization | Limited | Total |
| 5-year cost at 20 users | EUR 60,000-140,000 | EUR 55,000-115,000 (with maintenance) |
| Vendor lock-in | High | Low (code delivered) |
| Multi-site scalability | Per license | Native |
Mini case study
Thomas runs a regional parcel SME in Nantes: 28 vehicles, 12 dispatchers and drivers on the TMS. With SaaS at EUR 90/user/month, he would pay 12 x 90 x 12 = EUR 12,960/year, or EUR 64,800 over 5 years, excluding optimization modules charged on top (about +EUR 6,000/year). A custom TMS at EUR 78,000 + EUR 9,000/year maintenance comes to EUR 123,000 over 5 years. More expensive on paper, but route optimization tailored to his 28 vehicles delivers -12% km: on a fuel budget of EUR 210,000/year, that is EUR 25,200 saved per year, over EUR 125,000 across 5 years. Custom pays for itself by year two.
FAQ
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How much does a TMS cost for an SME with under 10 vehicles?
SaaS at EUR 40-70/user/month with 3 to 5 users is enough, i.e. EUR 1,500 to 4,200/year. Custom is almost never justified below 10 vehicles.
Does custom include route optimization?
Yes, that is its main value: the algorithm is calibrated on your real constraints (time windows, weight limits, zones). Budget EUR 10,000 to 25,000 of the total for this module.
How long for a custom TMS?
Between 5 and 9 months depending on scope. A first usable batch (orders + planning) often ships in 3 months; billing and the client portal follow.
Can the TMS connect to my accounting and vehicle GPS?
Yes. Telematics integrations (GPS positions, fuel use) and accounting (invoice export) are standard; budget EUR 5,000 to 15,000 depending on the number of connectors.
Do I need to migrate data from my old tool?
Yes: customers, rates and route history carry over. Migration costs EUR 3,000 to 8,000 depending on existing data quality.
Let's scope your project. Tell us about your fleet, route volumes and billing rules, and we'll tell you whether a configured SaaS or a custom TMS (indicative budget EUR 45,000-100,000) is more profitable. 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.