One system for the whole operation
TruckAgent replaces the stack of workbooks most transport companies run on. Here is what each part does and how they fit together.
Trip log
The heart of the system
Office staff record every trip from booking through completion. Choose the vehicle and driver from your own lists, pick origin and destination cities across Africa, and capture the load and agreed rate in any of the region's currencies, rand first.
- Status moves from open to completed to invoiced automatically
- Change history on every trip shows who edited what and when
- Fuel and costs link back to trips for per-trip profitability
Document capture
Built for drivers, loved by admin
Drivers sign in on their phones, choose the document type, take a photo and submit. That is their whole job in the system. Automatic reading pulls out the date, litres, amounts and suppliers, and the office confirms everything before it counts.
- Fuel slips become pending fuel log entries
- Supplier invoices become pending cost entries
- Delivery notes attach to the trip they belong to
Fuel and cost logs
Every rand accounted for
Fuel purchases are logged per vehicle with litres, cost and odometer so consumption can be tracked over time. Tolls, border fees, repairs and other expenses go into the cost log under categories you control from settings.
- Filter by vehicle, category and date range
- Entries link to trips, so you can see what a load really earned
- Everything exports to Excel for your accountant
Fleet maintenance
Fewer breakdowns, better resale
Each vehicle carries its own service schedule, by distance or by time, calculated from real odometer readings captured on trips. Tyre positions are rated on a simple scale and unscheduled faults are logged and tracked until resolved.
- Fleet overview with next service due per vehicle
- Tyre condition from good through replace now
- Service costs flow into the cost log
Compliance
Paperwork that never catches you at the border
Business licenses, insurance, cross-border permits, roadworthy certificates, driver's licenses and professional driving permits all live in one colour coded view, ordered by how soon they expire.
- Upload a copy of each document for quick retrieval
- Warning periods you configure, per document
- Email alerts before anything lapses
Tracking and dispatch
The right truck for the next load
See your vehicles on a live map. When a new job comes in, enter the loading point and TruckAgent ranks your fleet by distance, excluding trucks already committed to open trips. Until a tracking provider is connected, driver phone locations keep the map alive.
- Live map of the whole fleet
- Closest available vehicle suggested per job
- Ready for your tracking provider's feed
Invoicing and accounts
Cash flow you can actually see
Build an invoice from completed trips in a few clicks. Amounts come from the agreed rates and can be adjusted before sending. Client accounts show full history and outstanding balances, and overdue invoices stand out on their own.
- A trip can never be billed twice
- Draft, sent, paid and overdue statuses
- Payment dates recorded against each invoice
See it with your own fleet
Create an account, add your vehicles and drivers, and log a real trip. It takes less time than updating the old workbook.