This playbook sets out what we find in most logistics and transport businesses before they move to a single system, what we set up, and the reports owners use once it is running.
Where the money leaks
- A trip is invoiced before anyone knows what it cost
- Fuel and tyres disappear into one expense line
- Service dates and licences are missed
What we set up
- Trip management
- Loads, routes, drivers and documents for each trip.
- Trip costing
- Fuel, mileage, tolls and allowances against each trip.
- Fleet maintenance
- Service schedules, job cards and spare parts.
- Fuel control
- Litres issued against distance travelled, per vehicle.
- Compliance
- Licences, insurance and inspections with reminders.
- Customer billing
- Rates by route, weight or container, invoiced on delivery.
How a normal day runs
- Order booked and vehicle assigned
- Trip runs with costs recorded
- Delivery confirmed with proof
- Trip invoiced and profit known
Reports owners use
- Profit per trip and per vehicle
- Fuel consumption per kilometre
- Vehicle downtime
- Driver performance
Modules involved
Assets, Projects, Accounting, Sales, HR and Payroll. They share one database, so every entry updates the accounts and the reports together.
Where to start
Most logistics and transport businesses start with assets, projects, accounting, then add the rest once the first phase is stable.
Questions we are often asked
- Can we see profit per trip?
- Yes. Revenue and every cost of the trip sit on one record, so profit is known when the truck returns.
- Does it remind us about licences and insurance?
- Yes. Each vehicle carries its documents and expiry dates, with reminders before they lapse.