We are a transport company based in northern Germany that operates throughout Europe and are looking for transport and logistics software, a dispatch management system. We handle an average of 2,000 transports every year. Our fleet consists of 30 trucks, 15 escort vehicles, and several sea freight trailers, enabling us to carry out even large transport orders reliably and on time. We have our own workshop and fuel station.
We have the following requirements for the system:
If possible, we would like a program with several tools for all work steps relevant to quotations and orders.
All departments must be able to work in the program. Users can be assigned appropriate access rights as needed.
The main areas are: 1. Quotation creation, 2. Order processing, 3. Scheduling, 4. Accounting and human resources management, and 5. Workshop.
Several templates would be necessary for quotation creation, based on the requirements (multiple loading and destination locations, loads, insurance quotations [included in the transport quotation or separate] and shrink-wrap quotations) and order confirmations with similar flexibility.
In order processing, there must be a mask for orders that is clear and understandable for all parties involved (including clerks who do not supervise or take on the order). Our current Word template already fulfills this purpose to a large extent. Instructions and waybills must also be able to be created based on the order. All relevant information is transferred from the order to the templates for instructions and waybills. The identifiers would either have to be stored in the order or pulled from the dispatch plan, depending on which truck the order is currently assigned to.
In scheduling, order-related approvals are requested, escort drivers are ordered, and ferries are booked. The approval process runs via a browser-based service. The extent to which this can be transferred to a local program would have to be examined. Driver orders and ferry bookings are made by email. Being able to assign these emails to an order number would provide a clear overview through simple affiliation. All tours are currently planned in an Excel file called “Dispoplan.” This visual overview serves as a guide for all parties involved. If this plan were available as a tool in a program, it would be easier to assign orders and related information. If a transport in the dispatching plan is moved to another vehicle or date, this could, for example, automatically appear in the order. The information on the date and license plate number would then make it possible to generate waybills directly from the order.
If the Dispoplan remains an external Excel file, there would need to be a link to the main program. The order number from the program can be stored in the external file, and clicking on the order in the Dispoplan opens the corresponding order in the program. This allows the scheduling department to store new information and save the changes. Currently, the file path of the Word files is stored in the Excel file, allowing them to be opened, modified, and saved in Excel with a click. Whether multiple users can (or should) process an order at the same time would have to be clarified in a direct discussion.
The accounting and human resources management departments must be able to assign and post incoming invoices based on existing orders, as well as generate outgoing invoices, reminders, etc. based on the order.
The workshop only has a limited number of processes that can be run digitally. Orders and incoming invoices are mainly processed in paper or digital form. One of the most important points would be to be able to assign these invoices to a label for easy retrieval when needed.
A tool is needed for generating quotes, order confirmations, and various individual templates and order-related documents. (Instructions + CMR/waybill, invoices, reminders, etc.)
Data must be stored comprehensively so that it can be quickly searched or evaluated using various parameters.
Example: “Loading location: Italy” + “2024”
- all orders from 2024 with Italy as the loading location are displayed.
Various file types must be able to be stored in the orders. (Word, Excel, PDF, PNG, etc.). The ability to convert image files to PDFs could simplify processes and data exchange here.
In conclusion, there would need to be a tool for creating quotes, a tool for creating and managing orders, a tool for scheduling, and a tool for accounting to create invoices, reminders, etc. These tools would need to be interactive with each other. It would need to be clarified whether this can also be combined in one tool. The mention of four tools serves to roughly delineate the four areas.
Status of the quote or order (“in calculation,” “approvals received,” etc.)
A predetermined process chain in which a request or order can be moved back and forth as needed.
Example: A request is moved to “Prepare request,” but there are still questions to be answered. The request can be moved to ‘Questions’ and the person responsible for sending the request for preparation is notified. If there are no questions to be answered, the request can be prepared and moved to “Calculation.”
> “Receive request” -> “Prepare request for calculation” -> “Calculate request” -> “Write quote” -> “Send quote”
In this chain, an intermediate step during preparation would be helpful to indicate that additional costs are still being requested. This delays the preparation process. This means that the clerk no longer has to ask how far along the request is in the preparation process.
> “Receive order” -> “Create order” -> “Schedule order” -> “Request approvals” -> “Confirm loading date” -> “Order or book escorts (ferries, if applicable)” -> “Invoice written and sent” -> “Payment received” -> “Instructions + CMR/waybill created” -> “Loading pictures received” -> “Loading pictures received” -> “Signed waybill received”
This is less of an order chain and more of a list of several steps that run in parallel. A visualization of all steps, which appear either red or green (or yellow, if applicable?> traffic light system) when selecting the order in the system, would be helpful for a quick overview. Once all steps are green, an order can be marked as complete.
Databases for customers; loading and unloading locations; boat models
- Currently, customer data is created in the “InterTrans” program and used to generate quotes, orders, and invoices. In a unified program, such a customer database would therefore be necessary to avoid additional interfaces. The client and invoice recipient can then be easily assigned to an order.
- A database for loading and unloading locations would be very helpful. If we could enter addresses and additional information (e.g., limits for transport dimensions) here, this would significantly simplify the creation of quotations and further order planning. It would not be necessary to check each time whether a loading or unloading location is feasible or what alternatives we have.
- All currently archived documents for boat models would have to be stored once in a collective system so that later on, for example, only the model and year of manufacture would have to be entered in the search field and all relevant files would be displayed.
- It must also be possible to expand the archive by adding new lists, drawings, etc.
- Currently, this archive is managed using a large number of folders and subfolders, with hundreds of files that are not always clearly named. This creates the risk of not finding relevant information, which can lead to problems later in the order process.
Incoming and outgoing invoices
- Incoming invoices are mostly digital and are sent to us by email. These invoices mainly relate to orders (ferry costs, escort costs, etc.) or workshop matters (vehicle repairs, spare parts, services, etc.). Assigning the emails to the corresponding orders (e.g., by marking them with the order number) and license plates would make filtering and sorting much easier. Currently, all of this is checked, named, and sorted manually.
- Outgoing invoices should be linked to the order from the outset so that the invoice can be generated from the existing order. The invoice template could then extract the stored freight, route, payment amount, and invoice carrier, for example, so that only specific sub-items need to be selected and added if necessary. (Example: “exclusive costs for BF4 escort, billing after receipt of costs plus processing fee”).
Expense reports
- Drivers can enter in a mask or app at what times they are at which location (e.g., at the end of the day or midnight location Germany).
- The app can then automatically select the expense rates with the overnight allowance from a predefined list and add them up.
- Driver locations are currently tracked using the “Webfleet” service. If the app can read the driver locations in conjunction with Webfleet and add up the expenses accordingly, drivers would not have to enter this data themselves in a form. As soon as the drivers return to our yard, an overview can be created by entering “Settle” with the total amount to be paid to the drivers.
There are 10 to 15 software workstations planned. MS Windows systems are used.
If your solution meets the requirements described but is not yet listed here, please feel free to introduce it to us.
We will review your information and include your software in our project research.