The transport company's order processing system

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Link to original post in RU

100 trucks and 25 users in the system.

The company is not inclined towards complete formalization of processes. They leverage their competitive advantage through flexibility in dealing with clients. They have tried implementing specialized logistics solutions several times, but couldn't fit their processes into ready-made products. As a result, they continued working with Excel.

Considering the large number of specific requirements, Totum was a perfect fit as a platform for automation.

First version (v1) was launched in November 2021.

• Notifications are automatically generated for drivers.
• Documents such as requests and powers of attorney are printed.
• Subcontracting is possible, and the complete set of transport documents can be prepared.
• A consolidated report is exported to Excel for the manager, including formatting.
• Document delivery is tracked through the mail API, and payment deadlines are calculated considering working days.
• Everything that can be auto-filled and validated is done so.

The development and implementation of new functionality are carried out gradually in a comfortable mode for everyone.

v1.2
Added tracking of waybills and automated salary calculation for drivers, as well as a report on the days worked.
Also implemented several auto-filled forms of acts and notifications for customers, as well as employment contracts with employees.

v2
Integration with the navigation server was slowly carried out via API, and information collection from mileage and fuel sensors of vehicles was configured.
Obtaining accurate mileage data allowed the addition of a simple but functional system for maintenance and scheduled inspections. The system notifies the dispatcher in advance about the need for regular maintenance of vehicles, and visits to the service center are planned in a normal mode.

v2.5
Added a system for notifying managers about vacations and available drivers, with daily reports sent to dispatchers. Also automated the control of passes for entry into Moscow. The system has 12 active cron tasks.

Planned

• Automation of fuel accounting at their own filling station.
• Customer portal.
• Calculation of financial results.
• Configuration of a Telegram bot for interaction with drivers (button-based messages for loading/unloading notifications and sending information about trips).

Translated by GPTChat