Solutions · Logistics
From driver application to customer payment.
In a US trucking company every department does its own work, but the information often ends up spread across chats, spreadsheets and several systems. Follow one truck and one load below to see how the processes connect.
For dispatch and trucking companies working with the US. The examples come from a US trucking company; local logistics processes are studied separately.
Sample Figures, names and screens are for illustration. Every system is built around your processes.
01/07Recruiting
A driver applied. Don’t keep them waiting for an answer.
Answering the same questions takes up a recruiter’s day. And an application answered late can easily become a lost candidate.
An AI assistant handles the first conversation, collects the details that matter and organizes them for the recruiter.
Your team makes the hiring decision.
Conversation with applicant · SMS
Applicant profile
- CDL class
- —A
- Experience
- —4 years, mostly OTR
- Home base
- —Columbus, OH
- Home time
- —Every 2 weeks
- Can start
- —Next Monday
02/07Dispatch
Spend less time finding the right load for every truck.
Checking truck location, the driver’s remaining hours (HOS) and load requirements in separate windows slows every decision down.
The system ranks suitable options from the data you already have: trailer type, distance to pickup, remaining hours.
The dispatcher chooses based on distance, rate and the next trip. Booking and the broker conversation stay with them.
Dry van · HOS: 9 h 10 min left
DDispatcherAtlanta lane chosen. The system books nothing on its own.
03/07Updating
Have the answer ready before anyone asks “Where’s the truck?”
Checking locations and retyping the same message takes time. And a delay may not reach the customer in time.
Status updates are built from ELD and TMS data. A likely delay or an unclear situation is shown to the person responsible.
When things are unclear, the updater reviews the message and sends it personally.
Delivery appointment
08:00–10:00 ET
ETA
08:4010:25
The truck has been stationary for 52 minutes. The new ETA falls outside the appointment. Reason unknown: driver has been asked.
Broker update, drafted after the driver replied
Load #48213: truck is near Birmingham, AL. The driver reports heavy traffic on I-20. Updated ETA 10:25 AM ET. We will confirm on arrival.
04/07Documents and billing
The load is delivered. The invoice shouldn’t wait on paperwork.
A late POD or a mismatch in a document holds up the invoice.
Documents are attached to the right load and their key fields are checked against the rate confirmation.
A billing specialist reviews any mismatch. The invoice is prepared after that review.
PROOF OF DELIVERY
Scanned in the driver app
Attached to Load #48213
Ready to invoice
05/07Accounting
Which loads are paid, and which are still open?
When loads, invoices and payments are tracked separately, unsent invoices and unpaid balances are hard to follow.
Loads, invoices and payments are matched. Open balances, due dates and customer promises are visible in one place.
Accounting decides who to follow up with and when, and how to resolve a dispute.
Load #48213 history
- Delivered, POD checked · 11/14
- INV-1043 sent to broker · 11/14
- Due date: 12/14 (Net 30)
- Reminder sent. Broker promised payment by 12/10
- ACH receipt $2,350 · matched to INV-1043
06/07Fleet, safety and fuel
Stay ahead of maintenance and document expiration dates.
When a truck’s history, service plan and documents live in different files, an important task is easily forgotten.
Deadlines, service tasks and fuel transactions that need a look are collected in one place. Every task shows its owner and next step.
The system reminds you of deadlines. Responsibility for compliance stays with your safety team.
Truck 214 · sleeper, dry van
Odometer 412,380 miLast PM 09/28
- ServicePM: oil and filtersin 2,400 miScheduledFFleet manager
- Truck documentAnnual inspectionin 18 daysDue soonSSafety
- DriverMedical card expirationin 21 daysDue soonSSafety
- FuelCard used in OH while the ELD shows the truck in TX11/13 06:12Needs reviewAAccounting
07/07Overview
Every department does its job. You see the whole picture.
When each department lives in its own spreadsheet and chat, the owner pieces the picture together by phone.
Departments work from the same data. Where a load is, what it earned and what needs attention are all in one place.
The system shows the status and what needs attention. The decisions stay with you.
- 01RecruitingColumbus, OH applicant with recruiterPending
- 02Dispatch11/12: Truck 214 left for Atlanta, load #48213Done
- 03Updating11/14: delivered at 10:31, broker kept informedDelivered
- 04Billing11/14: POD checked, invoice sentSent
- 05Accounting12/09: $2,350 received, $5,100 still openPaid
- 06Fleet and safetyPM due in 2,400 milesScheduled
Load #48213: one record, four departments
What needs attention
- Fuel transaction on 11/13: card and truck location don’t matchAAccounting
- Medical card expires in 21 daysSSafety