The main workflow, step by step
One day's planning is shown below, from an incoming order to the costed trip. Choose a step to see that screen. The customers, routes and vehicles are invented for the demonstration.
Transport order
TO-48120To be planned- Customer
- Fenwick Building Supplies
- Load
- Twelve pallets, tail lift needed
- Collect
- Depot, tomorrow morning
- Deliver
- Site with a booked time slot
Off the pathAn order with a delivery window that cannot be met from the collection time is flagged the moment it is entered.
Planning board
TomorrowTwo orders unplanned| Trip | Vehicle | Fill |
|---|---|---|
| North loop | Rigid with tail lift | Nearly full |
| Coast run | Articulated | Half full |
| Unplanned | None yet | Two orders |
Off the pathAdding an order that breaks a rule, such as weight or driver hours, is shown as a warning the planner must accept or undo.
Assign trip
Coast runOffered to subcontractor| Option | Basis | State |
|---|---|---|
| Own driver | Hours available | Not available |
| Subcontractor A | Agreed lane rate | Offer sent |
| Subcontractor B | Spot rate | Standby |
Off the pathIf the offer is not accepted in time, it passes to the next subcontractor and the planner is told.
My trip
North loopStop two of five| Stop | Task | State |
|---|---|---|
| Depot | Load twelve pallets | Done |
| Site, time slot | Deliver | Arrived, waiting |
| Yard | Collect returns | Next |
Off the pathWaiting beyond the free time at a stop is timed by the app and becomes a charge for the office to approve.
Trip result
North loopReady to invoice| Line | State |
|---|---|
| Proof of delivery | Signed at every stop |
| Waiting time | One charge approved |
| Margin against plan | Shown per order |
Off the pathA delivery refused at the door returns as a failed stop with photos, and the order goes back to the planning board.
Who uses it, and what each role can do
Transport offices are small teams doing several jobs at once. The system gives each job its own view while keeping one version of the plan.
| Role | Sees | Can do |
|---|---|---|
| Order desk | Incoming orders and their status | Enter, import, amend and answer customers |
| Planner | The board with orders, vehicles, drivers and subcontractors | Build trips, assign, replan and accept warnings |
| Driver | Their own trip and stops | Confirm stops, capture proof, report problems |
| Subcontractor | Trips offered to their company | Accept, name a driver and return documents |
| Finance | Completed trips, charges and costs | Approve extras, invoice customers and pay subcontractors |
| Manager | Margin, punctuality and empty running | Review reports and change rules and rates |
When the work leaves the usual path
A plan is out of date soon after the first vehicle leaves. The system's real work is replanning, and these are the events it has to absorb.
| Situation | What the system does | Who decides |
|---|---|---|
| Order cannot meet its window | Flags it on entry with the conflict | Order desk |
| Trip breaks a planning rule | Warns the planner, who accepts or undoes it | Planner |
| Subcontractor does not respond | Passes the offer on and tells the planner | Planner |
| Vehicle breaks down | Returns its remaining stops to the board | Planner |
| Waiting time at a stop | Times it and proposes a charge | Finance |
| Delivery refused | Records a failed stop and reopens the order | Order desk |
What it connects to
Planning sits between the customers who order and the systems that bill and pay. These connections are common, and yours depend on what you run.
| System | What moves | Direction |
|---|---|---|
| Customer orders | Orders by portal, file or interface from customers' systems | Into the system |
| Telematics | Vehicle positions, driving hours and fuel | Into the system |
| Maps and routing | Distances, travel times and restrictions for heavy vehicles | Into the system |
| Accounting or ERP | Invoices to customers and self-billing for subcontractors | Out of the system |
| Warehouse system | Loads ready to collect and goods delivered | Both ways |
What a first release includes
Order intake
Manual entry, file import and an interface for customers, with checks on addresses, windows and load details.
Planning board
Orders, vehicles and drivers on one screen, with trips built by dragging and rules checked as you plan.
Rates and costing
Customer rates, subcontractor rates and own-fleet costs, giving an expected margin for every trip.
Driver app
Trips, stops, navigation hand-off, signatures, photos and problem reports on the driver's phone.
Subcontractor handling
Offers, acceptance, documents and self-billing for the work you give to other carriers.
Invoicing data
Completed orders with proof and approved extras passed to accounting, ready to bill.
Often added after the first release
- Suggested plans from an optimization engine
- Customer portal for booking and tracking
- Pallet and equipment balances
- Vehicle maintenance and inspections
- Emissions reporting per shipment
What we need from you
- A typical day's orders and the plan that was actually run
- Your planning rules, including the unwritten ones
- Customer and subcontractor rate structures
- The telematics and accounting systems you use
- A planner who will sit with us while the board is designed
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us one real day: the orders, the plan and what changed during it. That shows us how your planners think, and we answer with a scope and a proposal. Start a conversation or book a 30-minute call.
Common questions
Why not buy a standard transport management system?
Most operators should look at standard systems first, and we will say when one fits. A custom build suits companies whose work is unusual, such as specialist loads, multi-drop building supplies or a heavy share of subcontracting, and those who find standard systems force planners into workarounds. It also suits groups that want planning embedded in their own ERP and customer tools.
Will it plan the routes automatically?
It can suggest, and the planner decides. Automatic optimization works well for dense multi-drop work with clear constraints. In general haulage, planners hold knowledge no model has, such as which customer tolerates an early arrival. We start with a board that makes manual planning fast and checks the rules, and add automatic suggestions where your work suits them.
How do drivers use it?
Through an app on their phone, or a web link for subcontracted drivers who will not install anything. They see the day's stops in order, tap to confirm arrival and departure, capture a signature and photos, and report a problem with a few choices instead of a phone call. The app works without a signal and sends its updates when one returns.
Can it handle both our own fleet and subcontractors?
Yes, and the mix is often the reason for building. Own vehicles are planned with driver hours and running costs. Subcontracted trips are offered at agreed or spot rates, accepted online and billed back through self-billing. The planning board shows both together, so the planner can compare the cost of each option for a trip before committing.