“Where is the truck?” — on repeat
The client calls the dispatcher, the dispatcher calls the driver, the driver is behind the wheel and picks up every other time. Hours a day go this way, and nobody counts them as losses.
Transport companies
The trip is closed.
The trip is closed.
The money comes six weeks later
The truck has unloaded, the documents are with the driver, the invoice is not out yet, and the client is already asking for a status. The dispatcher spends half the day on the phone, and not one of those hours shows up in a report.
- 24/7
- statuses without calling the dispatcher
- 5 → 1
- one data entry instead of five by hand
- 1
- morning summary for the owner
Where the money goes
Every day, all day
After every trip
Two weeks to two months
Between trips
Four places a transport company loses money every month
None of them looks like a breakdown. A truck just stands an extra day, the dispatcher spends half a day on the phone, and the money arrives a month later than it could have.
Documents assembled by hand
The order, the waybill, the trip sheet, the act, the invoice — the same data typed in again several times. One typo in the details and the client sends the pack back.
Originals travelling slower than the cargo
Payment is tied to the originals, and they sit with the driver, then in the glove box, then in the post. Nobody tracks which trip is missing its pack — until the money starts running short.
Empty runs and idle time
The truck has unloaded and stands still because the dispatcher was busy and did not find a return load in time. An idle day does not show in a report, but it costs exactly one rate.
What the system does
A
B
C
Three blocks that take the routine off the dispatcher
You can start with any of them. Most start with the second — that is where the result shows fastest.
Trip statuses without calls
The driver marks the stages right in a messenger: departed, loading, at the border, unloaded. Two buttons and a photo of the document — nothing to install and nothing to learn. The client gets the status without troubling the dispatcher.
- The dispatcher sees the whole fleet in one list
- The client asks “where is my cargo” — the system answers
- A delay on the route is visible at once, not after the fact
Documents from the trip data
The order, the waybill, the trip sheet, the act and the invoice are built from one set of data — details fill themselves in without retyping. The pack is collected into the trip's folder, and the driver's scans land there too.
- One data entry instead of five by hand
- Errors in details and amounts are caught by a check
- A finished pack reaches the client on the day of unloading
Control over originals and payments
The system follows every trip through to the money: did the originals come back, was the invoice sent, is the payment due. Reminders to the client are drafted automatically and you approve the send.
- You can see which trips are missing their pack
- A payment reminder goes out on time, not when somebody remembers
- Client debts in one list, not in the bookkeeper's head
And on top of it all
A morning summary for the owner
One message at nine in the morning: how many trucks are on the road, where each one is, which trips closed yesterday, which are missing originals and how much money is outstanding with clients. Anything needing a decision arrives separately.
What it costs you
Go through these numbers on a call
Run the numbers for your fleet
Move the sliders to your own figures. The calculation is rough and deliberately conservative — it shows an order of magnitude, not a forecast.
The dispatcher's hours are deliberately not converted into money: I do not know their rate, and inventing one would mean bending the result. Money stuck with clients because of late documents is not counted either.
Idle time costs per month, roughly
—
Per year—
Hours a month go on statuses and documents—
Why you can take my word
The hard part is already done in a neighbouring industry
A manufacturing company in Türkiye: a corporate system with no open API, money, approval for every payment. If that worked, then trip → documents → payment is solved the same way.
Read the full caseWhat carriers ask
Drivers will not fill anything in
They don't have to. Everything happens in a messenger the driver already has: a message arrives, they press one of two buttons or send a photo of the waybill. No apps, no passwords, no training. If a driver does not reply, the reminder goes to them, not to the dispatcher.
Everything is in our accounting software and spreadsheets. Do we have to move?
No. I build on what is already there and work with your accounting system or its exports. If there is no direct way in, the system works inside the software the same way your employee does — that is exactly how the project in Türkiye is built.
What if the system makes a mistake in a document?
Documents are built from the same verified data instead of being retyped — which is what removes the main source of errors. Everything going to the client passes through a person's confirmation. If amounts or details do not match, the system stops and reports rather than sending blindly.
We only have a few trucks, is this not for us?
Quite the opposite. In a small fleet the dispatcher and the owner are often the same person, and every hour on the phone is an hour not spent finding loads. You can start with one block, documents for instance, and look at the result in a couple of weeks.
How long does it take to launch?
One block: two to three weeks, including a check on real trips. The whole system: about a month. Starting with one block is better — the result shows quickly, and then you decide whether to extend it.
Free, no email required
Get the guide
Seven processes that quietly eat money in a small business
And what closes each of them. Ten minutes to read, with a table inside so you can run your own numbers. Delivered in Telegram, nothing to fill in.
First step
Show me one trip from the order to the payment
Fifteen minutes of conversation. I'll find where it stands still, where it loses documents and why the money arrives later than it could.