Transport costs are among the largest cost blocks in logistics for many companies – and at the same time, they are among the most neglected areas for optimization. A Transport Management System (TMS) creates transparency and control: According to a study by Gartner, companies can reduce their transport costs by 10 to 30 percent with a TMS – through better route planning, more efficient freight utilization, and automated carrier selection. The prerequisite: The system is consistently integrated into existing processes and supplied with reliable data.
Where do unnecessary transport costs arise?
Before a TMS can help, it is worth knowing the typical cost drivers:
- Suboptimal tour planning: Routes are planned manually or based on outdated master data – detours and empty runs are the result.
- Low freight utilization: Shipments are dispatched too early or in too small units instead of consolidating load units.
- Lack of carrier transparency: Without price comparison, orders are habitually assigned to the same service providers, regardless of the daily market price.
- Manual processes: Order entry, billing, and complaints are handled via email or telephone – with high error rates and time expenditure.
- Lack of real-time data: Delivery delays are detected too late, and reactive measures do not take effect in time.
How does a TMS help reduce costs?
A TMS intervenes in the transport process at several points simultaneously:
- Automated tour optimization: Based on delivery windows, vehicle capacities, and distances, the system calculates the most economical route – in real-time and taking current traffic data into account.
- Freight rate management: Tariff databases and carrier comparisons enable cost-optimized allocation – either manually or rule-based and automated.
- Shipment consolidation: The TMS recognizes which orders can be sensibly bundled to avoid partial loads and achieve full capacity utilization.
- Automated freight auditing: Invoices are checked against agreed tariffs – overpayments and double bookings are prevented by the system.
- Real-time tracking and exception management: Deviations are immediately recognized and escalated before they lead to expensive follow-up costs.
Comparison: With TMS vs. Without TMS
| Criterion | Without TMS | With TMS (e.g., proLogistik) |
| Tour Planning | Manual, time-consuming, error-prone | Automated, real-time based, optimized |
| Carrier Selection | Often based on habit | Rule-based, cost-optimized |
| Freight Utilization | Often below 80% | Increase to 90%+ through consolidation |
| Freight Auditing | Manual check, high error rate | Automated tariff reconciliation |
| Cost Transparency | Limited, reactive | Full, proactively manageable |
| Integration | Isolated solutions, media breaks | Seamlessly connected to WMS, ERP, and carriers |
3 Steps to Cost Reduction with a TMS
1. Conduct an actual-state analysis of transport costs
First, record all relevant cost items: freight costs by carrier, route, and order size, costs for returns, as well as the internal effort for dispatching and billing. Only those who know where the money flows can save targetedly.
2. Prioritize savings levers and select TMS functions
Not every company benefits from the same functions. A retailer with many CEP (Courier, Express, Parcel) shipments gains primarily through carrier comparison and shipment consolidation. A manufacturer with its own fleet benefits more from tour optimization and reduction of empty runs. Choose a TMS that is tailored exactly to your cost structure.
3. Integrate the TMS into the existing system landscape
A TMS only unfolds its full potential when it is bidirectionally connected to the WMS and ERP: Order data comes automatically from the warehouse system, and shipping confirmations and tracking numbers flow back. The proLogistik Group offers standardized interfaces to common ERP and WMS systems – for fast, smooth commissioning.
FAQ – Frequently Asked Questions
For which company sizes is a TMS worthwhile? A TMS is not only relevant for large corporations. Starting from a medium shipment volume – usually from 20 to 50 transports per day – the use pays off through the automation of dispatching and billing. The proLogistik Group offers scalable solutions for medium-sized and large logistics operations.
How quickly does a TMS pay for itself? Depending on the initial situation, the Return on Investment (ROI) is often between 12 and 24 months. Companies with a high manual dispatching effort and little cost transparency often reach an ROI even sooner.
Can a TMS also work with existing carriers and tariffs? Yes. Modern TMS solutions can be linked to existing carrier contracts and tariff databases. Existing partnerships remain intact – the system simply ensures that the most economical option is used in each case.
What distinguishes a TMS from simple route planning software? Route planning software optimizes driving paths. A TMS covers the entire transport process – from order entry to carrier selection and dispatching, all the way to freight auditing and reporting. It is a strategic management tool, not just a planning aid.
Reducing transport costs is not a one-time project, but a continuous optimization process. A TMS provides the data basis, automation, and transparency for this – provided it is consistently implemented and integrated into the existing IT landscape. Speak with our experts now and find out what savings potential lies within your transport logistics.