How to digitise a small haulier business

Digitisation doesn’t have to mean large-scale IT projects.

For a small haulier business, it’s often about something far more practical.

Less paperwork.

Fewer spreadsheets.

Less double-entry.

A better overview of the day’s trips.

And a shorter path from completed trip to invoice.

Start with the biggest time-wasters

There’s no need to digitise everything at once.

Start by looking at the tasks that take up the most time.

These might include, for example:

Creating trips.

Planning.

Messages to drivers.

Trip logs.

Documentation.

Invoicing.

If the same information is being entered in several different places, this is an obvious place to start.

Consolidate transport tasks

Many smaller businesses use a combination of the telephone, email, calendars, Excel and paper.

Each tool can work well on its own.

The problem arises when information about the same trip is scattered across five different places.

A transport management system can consolidate the task in one place.

Digital transport planning

When all trips are consolidated, it becomes easier to see the day’s schedule.

This provides a better overview of:

Drivers.

Vehicles.

Pickups.

Deliveries.

Times.

Customers.

Digital communication with drivers

Drivers need clear information.

If journey information can be sent digitally directly from the system, there is less need for manual messages and repeated phone calls.

Digital waybills

Paper-based waybills often create extra work.

They have to be handed in.

Sorted.

Stored.

And often entered into the system again.

Digital documentation makes it easier to link the information directly to the relevant trip.

From trip to invoice

An important part of digitisation is avoiding duplication of work.

If the customer, price and trips have already been recorded, it should be possible to use this information directly in invoicing.

This is where an integrated system offers the greatest value.

Start simple

It is tempting to choose the most advanced system.

But more advanced does not necessarily mean better.

A small haulage firm should choose a system that suits its day-to-day operations.

If the system is too complicated, it won’t be used properly.

When is the time right?

Some typical signs are:

You’re using multiple spreadsheets.

Information is scattered across different locations.

Drivers often lack information.

Waybills go missing.

You spend time searching for information before invoicing.

It’s difficult to see the day’s overall schedule.

If several of these issues occur regularly, there is likely to be a benefit to be gained from digitisation.

Boxboxbox and digitisation

Boxboxbox has been developed for small hauliers and transport companies that want to digitise their day-to-day operations without making them more complicated.

Among other things, the system brings together:

Transport planning.

Drivers.

Vehicles.

Dispatch overview.

Recurring trips.

Waybills.

Invoicing.

The aim isn’t digitalisation for digitalisation’s sake.

The aim is a simpler working day.

Frequently asked questions

How do you digitise a haulage business?

Start by consolidating trips, drivers, vehicles, documentation and invoicing into fewer systems.

Does the whole business have to be digitised all at once?

No. It often makes more sense to start with the workflows that take the most time.

Is digitalisation only relevant for large transport companies?

No. Smaller businesses can often derive significant value from relatively simple digital solutions.

Can Boxboxbox be used for digitalisation?

Yes. Boxboxbox brings together key aspects of day-to-day transport management in a single system.