Buyer workflow
Transport and logistics operations with driver, trip and invoicing handovers
Case study
FleetLedger
Business management software built for real-world transport operations.
See it running
A 42-second FleetLedger walkthrough
Adding a trip, catching a fuel discrepancy and generating the invoice, recorded in the FleetLedger dashboard.
The problem
Everything in a different spreadsheet
Transport companies often manage drivers, trips, fuel, payroll and invoicing across disconnected spreadsheets and manual processes.
Each part works on its own. The difficulty is between them: a fuel receipt that has to be matched to a trip, an odometer reading that has to feed a driver’s pay, an invoice that has to reflect work recorded somewhere else entirely. The reconciliation is manual, it happens at the end of the month, and it is where the errors and the arguments come from.
It also means nobody can answer a simple question quickly, because the answer lives in four files owned by three people.
The solution
One system the whole operation runs on
FleetLedger brings those processes into a single platform. Trips, fuel, odometer readings, driver payroll and invoicing share the same records, so figures reconcile as work is entered instead of at the end of the month.
Because the operation runs across languages, the interface does too: the same screens are available in nine languages — Arabic, English, Urdu, Russian, Spanish, Polish, Portuguese, Chinese and German — so drivers, office staff and partners each work in the language they are comfortable with.
What it does
Driver Payroll
Driver pay calculated from recorded work rather than assembled by hand each cycle.
Fuel Reconciliation
Fuel entries matched against trips and vehicles so discrepancies surface as they happen.
Odometer Tracking
Odometer-based calculations feeding distance, consumption and pay consistently.
Trip Management
Trips recorded once and reused by payroll, fuel reconciliation and invoicing.
Invoicing
Invoices generated from the same trip records the operation already maintains.
Partner Portal
A scoped view for partners, so routine status and document requests do not need a phone call.
Multilingual Support
The full interface in nine languages, including right-to-left layout for Arabic and Urdu.
Languages
- Arabic
- English
- Urdu
- Russian
- Spanish
- Polish
- Portuguese
- Chinese
- German
Status
Currently used in daily business operations.
We do not publish usage figures, financial results or performance percentages for client systems.
Project context
What this workflow is designed to address
A practical explanation of the task shown in the images. Details below describe the showcased solution rather than a verified financial or performance result.
Operational challenge
Trip assignment, driver updates, fuel and billing can be difficult to reconcile when the information sits in disconnected files.
How the screens connect
The delivered workflow brings driver assignment, trip states, location context and downstream invoicing together.
Screens in this workflow
Explore the workflow
Illustrative interface reconstruction based on delivered functionality; not a live client screenshot.
Workflow step 01 / 07
Trip creation and assignment
An office user creates a trip and assigns a driver. Keeping the assignment in the same workflow makes the starting details available for later steps.
Workflow step 02 / 07
Driver receives a new assignment
The driver-facing notification brings the new assignment into view, so the person doing the work can review what has been assigned.
Workflow step 03 / 07
Driver accepts and starts the trip
The trip moves through acceptance and start states. Separate states help the office understand whether work has been acknowledged or begun.
Workflow step 04 / 07
Office monitors vehicle location
The location view places vehicle tracking alongside trip context, giving dispatch a single place to follow an active trip.
Workflow step 05 / 07
Vehicle arrives and trip completes
Completing the trip records its final state and provides the information needed for downstream review.
Workflow step 06 / 07
Automatic invoice generation
The invoicing screen uses trip details to prepare a customer invoice, connecting work recorded in the operation to billing.
Workflow step 07 / 07
Connected fleet workflow
The workflow overview brings assignments, driver updates, trip tracking and billing into one picture instead of separate spreadsheets.
Consider a similar system
Start with your own workflow, not a copy of the screenshots
Bring a redacted trip-to-invoice example, driver roles, existing reporting fields and the reconciliation issues that currently cost time.
What the case study establishes
The walkthrough and reconstructed screenshots demonstrate the workflow. Public cost reductions, deployment figures and precise business outcomes have not been independently verified.
For a related service and its scoping considerations, see Custom operations software.
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