For logistics and transport
The trucks move. The paperwork should too.
For owner-run fleets, couriers, movers and car carriers around Johannesburg: the quotes, job cards, proof of delivery, driver messages and month-end reconciliation that run on WhatsApp, spreadsheets and memory. We map how a job moves from quote to month-end first, then build the pieces that remove the retyping.
Book a free 20-minute callor WhatsApp +27 68 901 8305
Sound familiar
Six places the money leaks.
- Quotes typed one at a timeA WhatsApp with a list of furniture or a pallet count becomes a quote only when someone has time. The customer has three other quotes by then.
- Proof of delivery in a photo rollSigned PODs live in drivers' phones. Finding one for a claim or an invoice query means asking the driver.
- The dispatcher's WhatsApp is the systemJob allocation, delays, breakdowns and customer updates in one group. Nothing is searchable, nothing is reported.
- Licences, permits and services on a calendar nobody checksVehicle licences, roadworthies, driver PDPs and service intervals tracked by hand, found out about at a roadblock.
- Month-end from exportsFuel cards, tolls, telematics and subcontractor invoices reconciled against the bank late at night, every month.
- Damage claims with no evidenceA customer says an item arrived broken. The only record is a memory of how it was wrapped.
What gets built
The office layer on top of the trucks.
- Quotes from a WhatsApp
- A message with items or a route becomes a priced quote in your format, for a person to approve before it goes out.
- Job cards that drive themselves
- A booking becomes a job: driver, vehicle, time, addresses and customer updates at pickup and delivery, with photos and a signature attached.
- Proof of delivery filed
- PODs, condition photos and signatures stored against the job and the invoice, searchable by customer, driver or date.
- Fleet compliance calendar
- Licences, roadworthies, PDPs, services and insurance renewals with reminders that go to the right person before the date, not after.
- Month-end reconciliation
- Fuel, tolls, telematics and subcontractor invoices matched to jobs and bank lines, with the exceptions listed for a person to decide.
- Built on your telematics
- Cartrack, Netstar, MiX or whatever is already in the vehicles. The office layer sits on top; nothing gets ripped out.
How it is kept safe
You stay in control.
A human gateQuotes, customer messages and claims decisions are approved by a person, or follow rules you set.
An off-switchEvery automation stops in one place. The WhatsApp group keeps working while it is off.
Proved by hand firstOne route, one week, run manually with the new process. Then it is automated.
First step
See what the audit report looks like →Where it starts.
A 20-minute call and, if it makes sense, a one-week look at how a job moves from enquiry to invoice today. The output is a short list of where time and money leak, what to fix first, and a fixed price for that first fix.
- Do we need new telematics?
- No. The office systems read from what is already installed. If nothing is installed, the job card still works from the driver's phone.
- Our drivers are not technical.
- The driver side is WhatsApp or a two-button phone screen: photo, signature, done. Nothing to learn.
- What does the first fix cost?
- A fixed price quoted after the call, for one task. If it does not do what we agreed, you do not continue.
Ready when you are
Book a free callStart with the job that costs the most time.
Twenty minutes. You describe how a job moves from enquiry to invoice; you leave with a next step either way.