Nine modules. One record of the truth.

MODULE 01

Dispatch & Trips

From order to offloading receipt, with the litres reconciled at every step.

A dispatch is the truck, the trailer, the driver, the customer and the product on one QR-coded document. Loading and offloading tickets are recorded in litres, transit loss is measured against the allowed percentage, and every diesel purchase on each leg is captured in the currency it was paid in.

• QR-coded dispatch documents scanned at the gantry and the depot
• Loading vs. offloading volumes with transit-loss allowance
• Diesel per leg in local currency, priced at the day’s rate
• Trip profit calculated live: rate, commission, diesel, allowances
• Trip activity log with who did what and when

MODULE 02

Fleet & Compliance

A register of every horse and trailer, and the six papers each needs to cross a border.

Registration, insurance, road tax, fitness, cross-border permits, regional transit cards and customs permits are tracked per unit with their expiry dates and scans. An expired paper blocks dispatch; a missing one has to be acknowledged before the truck moves.

• Horse and trailer register with chassis, engine and ownership
• Six-paper compliance wall with expiry alerts
• Dispatch blockers: expired papers stop the trip at the desk
• Odometer, fuel cards and per-truck cost history
• Vehicle photos and certificate scans, access-controlled

MODULE 03

Drivers

Licences, documents and assignments, with the licence gate that refuses an expired driver.

Drivers are employees with a licence, a medical certificate and a truck. Assignment history is written automatically, licence expiry is checked on the loading date, and every driver has a personal record page showing their trips, charges and payslips.

• Licence category and expiry checked at dispatch
• National ID, permits and medical certificates on file
• Assignment history written from the vehicle record
• Transit-loss charges over allowance flow to payroll
• A “My record” view for every driver

MODULE 04

Maintenance & Workshop

Work orders, issue reports and the cost of keeping each truck on the road.

Issues raised by drivers or the workshop become work orders with parts, labour and downtime. Maintenance history stays with the vehicle, so the cost per truck is real rather than estimated.

• Work orders with parts drawn from inventory
• Issue reporting from the road
• Service history and cost per vehicle
• Maintenance documents attached to the unit

MODULE 05

Inventory & Procurement

Spares, tyres, lubricants and suppliers, with purchase orders that number themselves.

Stock on hand, reorder levels, supplier records and purchase orders in one place, so a tyre fitted in the workshop is drawn from the store it came from.

• Stock items with reorder levels and locations
• Supplier register with payment terms
• Purchase orders with automatic numbering
• Usage traced to the truck and the work order

MODULE 06

Finance & Billing

One book currency, local currency where it is spent, and a statement per truck.

Money is kept in your book currency and displayed in the local currency of each leg at an approved, timestamped rate. Invoices, receipts and expense vouchers print on your own letterhead; every truck has a statement of revenue, expenses and net.

• Book currency canonical, local currency at the approved rate
• Invoices, receipts and vouchers on your letterhead
• Truck financial statements and trip revenue
• Expense approvals with a named approver
• Managed-fleet statements for client-owned trucks

MODULE 07

Payroll

Salaries, trip commissions, deductions and payslips, approved with a PIN.

Payroll runs bring together basic pay, trip commission, allowances, loans and transit-loss charges. Each stage is approved by a named reviewer against a verified PIN, and payslips go to the driver from the system.

• Monthly or per-trip pay periods
• Loss charges and loans deducted automatically
• Prepare → approve → pay with PIN-verified sign-off
• Payslips generated and sent per employee

MODULE 08

Customers & Reports

Who you haul for, what they owe, and the reports the board asks for.

Customer records with rates and outstanding balances, and a reporting module that prints fleet registers, operations briefings and financial summaries as real documents.

• Customer rates and payment status per trip
• Printable A4 documents, not screenshots
• Fleet, driver, trip and finance reports
• Dashboard KPIs for the week and the month

MODULE 09

Roles & Security

Access enforced in the database, not just on the screen.

Admin, Operations, Finance, Dispatcher, Inventory, Maintenance and Viewer roles are enforced by row-level security in the database. Documents are served through signed, expiring links, and every user-management action is audited.

• Row-level security on every table
• Signed, expiring links for scans and photos
• Audit log of user and role changes
• Administrator-issued accounts; no self sign-up