Starting situation
In this example company, the dispatcher enters orders in a spreadsheet, keeps the vehicle plan separately and sends documents to invoicing staff by email. When a date changes, colleagues have to find out which version is current.
Illustrative example, not a customer testimonial
From order to invoice in one system
What might work look like at a company combining its own vehicles with external carriers? Explore how transport jobs, dispatching, documents and invoicing connect in TruckManager.
This story is illustrative. The company, starting situation and workflow below form a hypothetical scenario based on features described in the manual. They are not the experience of a specific customer, a customer quotation or documented time or cost savings.
Implementation goal
Keep the job as a shared record from receipt to invoicing. Vehicles, dates, subcontractor orders, attachments and invoices should be easy to find without piecing together a history from several separate lists.
One team, shared data — anytime, anywhere
TruckManager is a cloud application. Dispatchers, drivers, invoicing staff and management work together with shared data, even when everyone is in a different location.
In the office or on the road
Connect to your work from the office, home or the field. All you need is an internet connection and access to the application; drivers can work directly in the vehicle.
Information without passing around copies
Schedule changes, transport status and attached documents are part of the shared records. Colleagues work with the same data instead of searching for different versions in spreadsheets and emails.
Role-based access
Each team member works with the areas allowed by their permissions. Dispatchers plan transport, drivers add documents, invoicing staff issue invoices and management reviews results.
An example of a single transport job
The steps are based on the manual. Availability depends on the selected plan, permissions and active integrations.
Receiving and checking the order
The dispatcher creates a job with the customer, loading and unloading locations, dates and price. If AI is used to prefill the details from a document, the dispatcher checks the extracted information before saving and attaches the order to the job.
Choosing your own vehicle or an external carrier
For transport using the company's fleet, the dispatcher selects a vehicle on the dispatch board and checks adjacent jobs. For subcontracted transport, they create a carrier order from the job and send it by email. Posting to a freight exchange requires the relevant active integration.
Transport execution
For a company vehicle with an active GPS connection, the dispatcher monitors progress, the chosen route and whether loading and unloading take place within the planned time windows.
For external vehicles and carriers, the dispatcher tracks loading and unloading against the planned time windows, with the option to send reminders requesting completion.
Transport documents
Both company and external drivers can scan transport documents directly in the vehicle and attach them to the transport job. Documents can also be scanned and attached in the office after the originals have arrived.
Document archiving and backup are guaranteed by the system and cloud policies.
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Invoicing and delivery to customer requirements
Invoicing staff filter jobs that are ready for invoicing and do not yet have an invoice. They create an invoice from the job and check the price, additional charges and attachments. For subcontracted transport, they also link the carrier's supplier invoice.
TruckManager sends the invoice and transport documents according to each customer's individual requirements:
- The required email subject and file names.
- Combining the invoice and attachments into one PDF or splitting them into separate PDF files in the required combination.
- Sending to email addresses specified by the customer.
- Where applicable, uploading to the customer's information system through a configured connection.
Payments and performance reporting
The company records payments, prepares overdue reminders and uses the agreed data export. In the revenue report, it selects a period, customer, vehicle or cost centre. The usefulness of the results depends on complete price and cost records.
How to check the actual benefits
Instead of promising savings, we recommend comparing the same type of work before and after implementation.
Processing time
Measure job creation, transport assignment and invoice creation. Compare jobs of similar complexity and include data checks.
Waiting for invoicing
Track the time from transport completion and receipt of the required documents to invoice creation. Distinguish waiting for the customer or driver from internal processing.
Completeness and corrections
Record missing attachments, price corrections and duplicate entry. Assess results over the same period and account for the number of jobs.
Try your own transport job
The full version is free for 30 days. Check the workflow with your own data, not a general promise.
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