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Operations Guide

As Operations Staff, your daily work involves creating and managing jobs, dispatching trucks, and (if your company uses the Clearing module) managing customs declarations.

Daily workflow​

A typical day in the operations role:

  1. Check the dashboard — review active jobs, trips in transit, and any document alerts
  2. Create new jobs for incoming customer requests
  3. Assign trips to available trucks and drivers
  4. Monitor trips — record checkpoints as trucks pass them and confirm deliveries
  5. Record trip expenses as they come in
  6. Manage clearing declarations — advance status as documentation progresses (if Clearing is enabled)
  7. Review submitted expenses — flag any that need accountant attention

All customer, vendor, truck, driver, trip and route fields are searchable — click the field and start typing.

Creating a job​

  1. Go to Jobs, click + New Contract
  2. The Job ID is auto-generated — pick the Contracting Customer (or click + New Customer at the bottom of the list to add a new one)
  3. Set the Start Date
  4. Click Create Parent Job — the job opens in Open status

Dispatching a trip​

Once a job exists, create the trip:

  1. Open the job → click Dispatch Trip
  2. Select the Truck and Driver, and a Trailer if one is going — the trailer is optional (an outsourced trip asks for the subcontractor's details instead)
  3. Select the Route (origin to destination)
  4. Set the departure date
  5. Click Dispatch and Post Trip — the trip is created directly in In Transit status and its trip page opens straight away. If the job was still Open, it moves to In Transit too

A truck or trailer with expired documents, or marked In Maintenance / Out of Service, and a driver with an expired license, are greyed out with the reason and can't be picked.

For outsourced/subcontracted movements:

  • Switch to Outsourced
  • Pick the subcontractor vendor (or create one with + New Subcontractor)
  • Fill in their truck number, truck owner, driver name, license, and passport details

Updating trip status​

A new trip starts In Transit as soon as it's saved — there's no separate dispatch step. As the trip progresses, on the trip's page:

  • Open the Checkpoint Log and record the date (and an optional note) as the truck passes each checkpoint on its route
  • When the goods arrive, enter the receiver's name and receiving date under Record Delivery and click ✓ Confirm Delivery — this marks the trip Completed

You can also change a trip's status from the Trips list, or click ✓ Complete on the trip in the job's Dispatch History. When every trip on a job is Completed, the job becomes Completed automatically.

Recording trip expenses​

On the trip's page, use Record Trip Expense (category, vendor, amount, notes), or use Record Expense on the job page and pick the trip. Expenses are saved as Pending until someone with approval rights approves them; only approved expenses count toward the job's costs.

Billing a job​

A job's income comes only from invoices linked to it. On the job page, click 📄 Create Invoice (select a trip in Dispatch History first to invoice that trip only). This needs the Create Invoices permission. The invoice opens as a Draft for you or the accountant to complete — see Logistics → Invoicing. When the work is done and invoiced, close the job with 🏁 Secure & Close Ledger; you'll be warned about any unpaid or unposted invoices.

Managing clearing declarations​

If your company handles customs clearing:

  1. Go to Clearing → New Declaration
  2. Fill in the Bill of Lading, Manifest Number, and vessel details
  3. Add all container numbers
  4. Track document arrivals by ticking off the checklist
  5. Advance status through the lifecycle as each stage completes

See the Clearing Module guide → for full details.

Tips​

  • Use the search and filter on the Jobs table to quickly find active jobs by customer or status
  • The Vehicles page (under Fleet) automatically sets a truck or trailer to In Transit while it's on a trip and back to Available afterwards, so it's a reliable check before dispatching to avoid double-assignment. Other statuses such as Assigned are set by hand. The Drivers page has an "On Trip" status too, but it's set manually, not kept in sync automatically — don't rely on it alone
  • Confirm delivery promptly — completing the last trip on a job marks the job Completed, which tells the accountant it's ready to invoice
  • Use 📒 Job Ledger Entries → on a job page to see every posted revenue and cost for that job in one list