Step by Step to a New TMS | Brabender Solutions
Step by Step to a New TMS
At some point, investing in a Transport Management System (TMS) becomes necessary. It's a fundamental decision for companies – and not one taken lightly. Here’s what to consider.
When requirements can only be met with makeshift solutions, when effort and maintenance costs skyrocket, and when security gaps become a risk – it’s time for a system change. Outdated technology can become a bottleneck and, in the worst case, threaten the entire organization’s existence. Choosing a new TMS that can better handle internal processes and external requirements is the logical next step.
What is a Transport Management System, anyway?
Anyone searching for a Transport Management System (TMS) will find themselves in a confusing market. Many providers promote systems for managing goods movement. It’s hard to get an overview. So first, a basic definition: A TMS is software for planning, executing, and optimizing transports. It digitizes and automates all processes related to the movement of goods – on roads, rail, water, or in the air – even when combining multiple modes of transport. Another term for TMS is freight forwarding software.
The market is broad, and the systems differ significantly. Key differences among TMS solutions include functionality, flexibility, usage type, industry focus, usability, integration options, and scalability. In freight forwarding, they typically cover core processes such as order entry, dispatching, invoicing, document management, and load carrier tracking. Additional features often include driver, vehicle, and fleet management, integration with upstream/downstream systems like telematics, accounting, or external platforms, as well as data analytics and more.
How TMS Ensures Efficiency and Business Continuity
A modern TMS helps companies reduce resource use and optimize capacity utilization. Advanced freight software brings benefits for all parties involved:
More efficient route planning
Optimally calculated routes based on traffic, load volumes, time windows, and more help reduce waste.
Full cost control
Whether tolls, fuel, or labor – all costs are factored in. This results in realistic pricing and highlights potential savings.
ü Transparent communication
Automatic tracking and status updates show in real time where the shipment is and when it will arrive – increasing trust and customer satisfaction.
ü Efficient processing
Orders are captured, dispatched, invoiced, and documented automatically – reducing workload and minimizing errors.
ü Better vehicle utilization
Bundled shipments maximize cargo space – economically and ecologically beneficial.
ü Legal compliance
Whether driving/rest times, customs, or GDPR – TMS allows processes to be documented in an audit-proof way and helps ensure compliance.
ü Scalable resources
The system grows with your customers and orders. This relieves your organization and frees up resources for expansion.
Tips for Comparing TMS Solutions
There is no such thing as a standard company. Each is unique. The more complex the transport task, the more requirements the system must meet. That’s why comparing TMS solutions isn’t easy. The first step is a needs analysis. It defines what the system absolutely must do. Based on this, transport and logistics companies can research the market and create a longlist of systems that can handle their specific tasks.
The three key questions are:
What tasks must the system perform?
A suitable system should meet a company’s specific requirements, such as dispatching, route planning, and shipment tracking.
Which systems must the TMS integrate with?
The TMS should seamlessly integrate into the existing IT landscape. For maximum efficiency and consistent data, it must connect to ERP, warehouse management, telematics, HR, and financial systems. Interfaces are key.
What must the system handle in the future?
The system must be flexible. Whether new processes, industry-specific requirements, or unique partner/customer needs – the system should adapt easily. The more configurable it is, the longer it will be useful.
The Key Steps Toward a New TMS
The foundation of a new TMS is a thorough analysis of existing workflows and requirements. Proper documentation identifies gaps and optimization potential. This sharpens the objective and turns the longlist into a shortlist. The clearer the goal, the easier the decision.
Next, the technical framework and data structures must be reviewed. Master data availability and quality are just as critical as infrastructure performance that supports the new system efficiently.
The third key factor is the people involved. All relevant departments and employees must be included in the process. This ensures current needs are identified and later improves acceptance and ease of implementation.
In the fourth phase, a detailed requirement specification (or statement of work) captures all necessary requirements. This avoids time-consuming and costly misunderstandings. Software vendors can submit precise bids. Misconfigurations and costly late-stage changes are avoided.
Who Can Help Select the Right TMS
Selecting a new system takes time and strong leadership. The process can be supported by external consultants or internal teams. External consultants bring market knowledge, methodologies, tools, and relevant project experience. They help with the initial selection – building the longlist – by gathering needs and independently identifying suitable providers.
For those handling the process internally, it’s best to assemble a team of key users led by a project manager. This team analyzes and evaluates technical requirements and workflows. They can also consult software providers – but be cautious, as they may be biased and tailor the needs assessment to fit their own offerings.
Initial Guidance on Logistics Software
For those just starting out, media outlets and comparison platforms offer useful overviews. The trade magazine Logistik heute lists providers in its industry guide. The BVL’s Matchmaker tool lets you compare systems. Starting in early 2025, the comparison platform even logistics will offer digital logistics solutions. Review sites like Capterra provide vendor feedback. The paid Gartner Magic Quadrant identifies TMS leaders, visionaries, niche players, and challengers. Member companies can also get practical support from associations like E.L.V.I.S. AG, the European Cargo Alliance of International Freight Forwarders, which offers project management for TMS transitions. These intermediaries help avoid conflicts and costly detours. Their experience speeds up the process.
Experience TMS Live at Trade Shows and Events
A great way to get direct insights and live demos is at trade fairs and conferences focused on logistics and transportation. Every two years, transport logistic brings the logistics industry to Munich and, as a B2B platform, covers the entire supply chain across all modes of transport. In 2025, one of its twelve halls will focus on IT and tech systems. Similarly, LogiMATin Stuttgart hosts logistics software specialists in a dedicated hall. Industry-specific events such as TMS & Co, an annual conference by DVZ, provide real-world examples and a connected exhibition. With a dedicated pre-day on AI, the event is doubly worth attending.
Reaching the Goal in Nine Months
The more thoroughly the needs are defined and processes analyzed, the easier it is to select and implement the right TMS. That’s why preparation is just as important as implementation. With the contract signed, implementation begins – aimed at a Go-live that everyone supports. At Brabender, implementation typically takes nine months.
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