Logistics Software Cost Calculator
Estimate your monthly software costs based on fleet size, required features, and user needs. See how different platforms compare to your business requirements.
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Running a transportation business isn’t just about having trucks and drivers. It’s about knowing where every load is, when it’ll arrive, and how to keep costs low while keeping customers happy. If you’re still using spreadsheets, paper logs, or basic GPS trackers, you’re leaving money on the table-and risking delays, miscommunications, and lost clients.
What makes logistics software different from basic tracking tools?
Simple GPS trackers show you where a truck is. Logistics software tells you why it’s there, when it’ll be somewhere else, and how to fix delays before they happen. The best systems connect everything: dispatch, routing, invoicing, customer notifications, fuel logs, maintenance alerts, and even driver pay.
Think of it like a central nervous system for your fleet. One system that talks to your drivers, your warehouse, your customers, and your bank account. No more juggling five different apps. No more calls asking, “Where’s my shipment?” because the customer already knows-and they got an automated update at 7:42 a.m.
Top 5 logistics software platforms for transportation businesses in 2026
Not all software is built the same. Here are the five most reliable platforms used by small to mid-sized freight companies across the UK and Europe right now.
- Convoy - Built for carriers who haul full truckloads. It automates load matching, contracts, and payments. Used by over 120,000 carriers in North America and expanding fast in Europe. No long-term contracts. Pay only for loads you accept.
- Samsara - A hardware + software combo. Their dashcams, vehicle sensors, and real-time telematics give you live data on idling, harsh braking, and fuel use. Great if you care about safety compliance and reducing insurance costs. Integrates with QuickBooks and SAP.
- Routific - Focuses on route optimization. If you’re doing multiple daily deliveries (like regional LTL or parcel networks), this cuts drive time by up to 30%. Works with Shopify, WooCommerce, and FedEx API. Simple interface, no training needed.
- Transfix - Combines a digital freight marketplace with fleet management. You can book loads, track them, get proof of delivery, and invoice-all in one place. Strong in Europe for dry van and reefer shipments. Offers real-time rate comparisons.
- Fleetio - Best for maintenance-heavy fleets. Tracks oil changes, tire wear, inspections, and service history. Sends automated reminders. Connects to your garage and parts suppliers. Used by companies with 50+ vehicles.
What features actually matter for your business?
You don’t need every bells-and-whistles feature. Here’s what separates good software from great software for transportation:
- Real-time tracking with ETA predictions - Not just a dot on a map. Can it tell you the shipment will be 22 minutes late because of traffic in Manchester? That’s useful.
- Automated customer notifications - Your clients shouldn’t have to call you. Software should send SMS or email updates at key points: picked up, out for delivery, delivered.
- Proof of delivery (POD) with digital signatures - No more lost paper slips. Photos, signatures, timestamps-all stored automatically.
- Invoice generation and payment integration - Can it create an invoice as soon as delivery is confirmed? Does it sync with PayPal, Stripe, or your accounting software?
- Driver app with offline mode - If your drivers lose signal on rural roads, can they still log deliveries and sync later?
- Fuel and maintenance tracking - Fuel costs eat up 30% of your budget. Good software shows you which trucks are guzzling diesel and when maintenance is due.
Common mistakes businesses make when choosing software
Most companies pick software based on price or a flashy demo. Then they regret it six months later. Here’s what to avoid:
- Buying without testing the driver app - If your drivers hate using it, the system fails. Ask for a free trial. Let three drivers use it for a week. If they complain, walk away.
- Ignoring mobile access - Your dispatcher might be in the office, but your drivers aren’t. Can they check routes, log stops, or report issues from their phone?
- Choosing software that doesn’t integrate - If your accounting system doesn’t talk to your logistics platform, you’re double-entering data. That’s a recipe for errors.
- Overpaying for features you don’t need - Do you really need AI-powered predictive analytics if you run 12 trucks? Stick to what solves your actual problems.
- Not checking customer support - When your system crashes at 3 a.m. before a big delivery, who do you call? Look for 24/7 live support-not just a ticket system.
How much does logistics software cost?
Prices vary wildly. Here’s what you can expect in early 2026:
| Software | Starting Price | Best For | Extra Costs |
|---|---|---|---|
| Convoy | Free | Truckload carriers | None |
| Samsara | £99 per vehicle | Fleets with safety compliance needs | Hardware: £150-£250 per unit |
| Routific | £75/month | Multi-stop delivery fleets | £10 per additional user |
| Transfix | £50/month + 5% per load | Companies booking third-party loads | Transaction fee on each load |
| Fleetio | £120/month | Fleets over 20 vehicles | £5 per vehicle over 50 |
Some platforms like Convoy are free to join-you only pay when you use their load matching. Others charge per vehicle, per user, or per transaction. Always ask: “What’s the total cost if I scale to 30 trucks?”
What to look for in customer support and training
Software is useless if your team can’t use it. Look for:
- Onboarding call with a real person-not just a video tutorial
- Training videos specific to your business type (e.g., refrigerated haulers vs. flatbed)
- 24/7 phone support (not just email)
- Library of help articles with screenshots
- Community forum or user group (many companies share tips on Reddit or Facebook)
One company in Leeds switched from a cheap platform to Samsara after their old system crashed during a snowstorm. They lost two deliveries and a client. The new provider sent a technician to their depot, trained all drivers in one afternoon, and gave them a direct line to support. That’s the kind of service that pays for itself.
How to start testing software without risk
Don’t commit to a year-long contract. Most top platforms offer:
- Free trial (7-30 days)
- Live demo with your actual routes
- Import your current data (customers, trucks, routes)
- Test with 1-2 drivers before rolling out company-wide
Set a goal: “I want to reduce missed deliveries by 40% in 30 days.” Then pick two software options and test them side by side. Track which one gets you closer.
What’s next? Integrating your software with other systems
Once you’ve got logistics software running, think about what else it can do:
- Connect to your ERP system to auto-update inventory
- Link to payment gateways so customers pay online after delivery
- Sync with weather APIs to reroute around storms
- Integrate with driver scheduling tools to avoid overtime violations
The goal isn’t just to track trucks. It’s to turn your transportation business into a smooth, automated operation that runs with less stress, fewer errors, and more profit.
Can I use logistics software if I only have 3 trucks?
Yes. Platforms like Routific and Convoy are designed for small fleets. You don’t need 50 vehicles to benefit. Even with three trucks, automated routing and customer notifications can save you 10-15 hours a week and reduce missed deliveries by over half. The cost is often less than hiring one extra dispatcher.
Do I need hardware like GPS trackers or dashcams?
Not always. Some software works with your existing phone GPS. But if you want detailed data on fuel use, harsh braking, or driver behavior, hardware like Samsara’s sensors adds real value. It also lowers insurance premiums. For fleets over 10 trucks, hardware is usually worth the investment.
Is cloud-based software safe for my business data?
Yes-better than on-premise systems. Reputable logistics software uses bank-level encryption, automatic backups, and GDPR-compliant data centers. Most companies lose data from old hard drives or crashed servers. Cloud systems are more secure because they’re maintained by teams of cybersecurity experts, not one overworked IT guy.
Can this software help me get more clients?
Indirectly, yes. Reliable delivery times and automated updates build trust. Customers who know their shipment is on time are more likely to hire you again. Platforms like Transfix and Convoy also connect you to new freight opportunities by matching you with shippers looking for carriers. You don’t have to chase loads-you’ll find them.
How long does it take to set up logistics software?
Most platforms can be live in under a week. Importing your customer list and truck details takes a few hours. Training drivers usually takes one afternoon. The biggest delay? Getting your drivers to actually use it. Start with one person, show them how it helps them, then expand.
The best software doesn’t just make your job easier-it makes your business more valuable. In logistics, reliability is everything. The company that shows up on time, every time, with clear communication, wins the repeat business. That’s not luck. That’s software.
