The verdict in three sentences
For a European collector running 15 to 60 trucks, weight-based billing leakage often costs more than software: 3 to 6% of revenue goes on unmatched weighings, missed lifts and credit notes. Off-the-shelf software at EUR 500 to 2,000 a month is enough while your flows are standard; once you handle multi-site contracts, indexed prices and recovery certificates, custom software at EUR 50,000 to 95,000 pays back in under 2 years. Realistic timeline: 5 to 7 months, waste-tracking connector included.
Off-the-shelf or custom: 2026 comparison
| Criterion | Off-the-shelf (SaaS) | Custom software |
|---|---|---|
| Initial cost | EUR 3,000 to 12,000 (setup, migration) | EUR 50,000 to 95,000 |
| Recurring cost | EUR 500 to 2,000 a month | EUR 600 to 1,500 a month (hosting, maintenance) |
| National waste-tracking API (e.g. Trackdéchets in France) | Often included, sometimes an add-on | Included, adapted to your flows |
| Weight-based billing and indexed prices | Standard grids | Rules per contract, automatic indexation |
| Connected weighing (weighbridge, lift arms) | Imposed or limited hardware | Integrates your existing equipment |
| Client portal and recovery certificates | Basic | Tailored, multi-site, ESG exports |
| Cumulative 5-year cost (estimate) | EUR 33,000 to 132,000 | EUR 86,000 to 185,000 |
SaaS remains the right choice below 15 trucks with simple contracts. Custom software pays off when billing and the client portal become a sales argument with key accounts.
Regulatory obligations to cover
| Obligation | What the software must produce | Risk if missing |
|---|---|---|
| Electronic waste tracking (hazardous waste, some WEEE) | Digital consignment notes, signatures, tracking | Administrative fines, refusal at treatment sites |
| Chronological waste register | Exportable inbound and outbound register | In France, up to EUR 75,000 criminal fine |
| Source-separation rules (France's 5-stream decree, EU equivalents) | Annual recovery certificate per client | Losing clients bound by the rule |
| Biowaste (source separation mandatory across the EU since 2024) | Traceability of separate collections | Client non-compliance |
| Legal-for-trade weighing | Weigh ticket linked to lift and invoice | Disputes and credit notes |
| E-invoicing (France 2026-2027, other EU mandates) | Structured invoices via approved platforms | Rejected B2B invoices |
Modules and costs
Optimised routes with weekly planning and real-time adjustment (EUR 12,000 to 22,000), driver app with photo, signature and geolocation of every lift (EUR 10,000 to 18,000), weighing connected to weighbridge and on-board arms (EUR 8,000 to 15,000), billing by weight and lift with indexation (EUR 10,000 to 18,000), client portal with certificates and ESG dashboards (EUR 8,000 to 15,000), waste-tracking connector and register (EUR 5,000 to 10,000). Route optimisation typically cuts mileage by 8 to 15%.
Mini case study
Nathalie runs a collection company near Bordeaux: 28 trucks, 1,400 business clients, EUR 6.2M revenue. An audit shows 3.5% billing leakage (unrecorded lifts, unmatched weighings), or EUR 217,000 a year. Fuel costs EUR 520,000 a year. With custom software at EUR 82,000 plus EUR 1,200 a month: 70% of leakage recovered (EUR 152,000), 10% fewer kilometres (EUR 52,000). Estimated annual gain: EUR 204,000, against a first-year cost of EUR 96,400. Payback in roughly 6 months under prudent assumptions.
FAQ
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How much does custom software for a waste collection company cost?
Between EUR 50,000 and 95,000 depending on modules, plus EUR 600 to 1,500 a month for maintenance and hosting. A core of routes, weighing and billing starts around EUR 50,000.
Does it connect to national waste-tracking systems?
Yes, through their public APIs (Trackdéchets in France, equivalent registers elsewhere): notes, signatures and tracking without double entry. The connector costs EUR 5,000 to 10,000.
Can we keep our current weighbridge?
In about 80% of cases yes, if the weighing indicator has a serial or network output. Otherwise a gateway box costs around EUR 800 to 2,000.
How long until go-live?
Plan 5 to 7 months: 6 weeks of scoping, 3 to 4 months of development, then a one-month pilot on 3 to 5 trucks.
Does it handle mandatory e-invoicing?
Yes, invoices are generated in structured format and sent through an approved platform, in line with France's mandatory reception date of 1 September 2026 and similar EU rules.
Let's scope your project. Tell us your fleet, waste streams and current software, and we will price a scope, a EUR 50,000 to 95,000 budget and a 5 to 7 month plan. 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.
