The Run Is Done. The Invoice Is Three Weeks Out.
Hauling operations rarely lose money on the road. They lose it in the gap between a completed run and a sent invoice — tickets that come back in a glovebox on Friday, rates that differ by client and lane and commodity, and wait time nobody captured. We build the system that closes that gap.
Where It Actually Leaks.
Tickets arrive days after the work
A paper ticket rides in the cab until the driver is next at the yard. Billing cannot start until it lands, and by the time anyone reads it the details are a week cold and the driver has run forty more loads.
Every client has a different rate structure
Per-tonne for one, per-hour for another, per-kilometre with a fuel surcharge for a third, and a minimum that only applies on short hauls. The rules live with one person in billing, and when they are away invoicing stops.
Wait time is worked and not billed
Demurrage, standby and loading delays are real hours your equipment and driver spent. If they are not captured at the moment they happen, they are not on the invoice, and that is margin given away silently.
Nobody can price a lane honestly
Without cost captured against the run — fuel, hours, equipment, subcontracted trucks — a rate that feels profitable can be losing money every trip, and the only signal is a year-end that came in lower than it should have.
Subcontracted trucks are a spreadsheet
Hired trucks and owner-operators get tracked separately from your own fleet, reconciled by hand, and paid from a different pile of paper than the one you bill from.
Compliance paperwork lives in three places
Hours of service, pre-trips, weights and permits are recorded across an ELD, a binder and somebody's phone. When an audit or a claim arrives, assembling the trail is its own project.
Built Around How You Actually Run.
Scope is set against your operation, not against this list — but this is the shape of a build in this sector.
Tickets captured in the cab
The load, the weights, the times, the site and the signature recorded on a phone at the point of work — offline-tolerant, because a dead zone between Grande Prairie and the lease is normal, not an edge case.
A rate engine that holds your contracts
Per-client, per-lane, per-commodity rates with minimums, surcharges and escalators encoded as rules, so the price on an invoice is derived rather than remembered — and a new biller is productive in a week.
Ticket to invoice without re-keying
An approved ticket becomes a priced invoice line automatically. The work of billing becomes reviewing exceptions rather than transcribing a stack of paper.
Wait time captured where it happens
Standby and loading delays recorded against the run as they occur, with the timestamps to support them, so billable time stops depending on whether someone remembered to mention it.
Owned and hired equipment in one picture
Your fleet and your subcontracted trucks in the same dispatch and settlement flow, so what you pay out and what you bill reconcile against the same records.
Cost against the run
Fuel, hours, equipment and sub costs posted to the load that incurred them, so lane profitability is a number you can look at rather than a feeling you defend at renewal.
Adjacent Work, Stated Plainly.
We have not delivered a system for a transportation or specialized hauling company, and this page will not imply that we have.
What is running in production is the same class of problem in a different setting: structured estimating that took a demolition contractor's bid preparation from two or three hours down to minutes, and one operations platform that replaced five separate systems for a general contractor working across Edmonton and Calgary. Both figures are client-reported, not independently audited.
Ticket capture in the field, rules-driven pricing, approvals in writing and the ticket-to-invoice path all transfer directly — they are the same mechanics under different names. ELD compliance and telematics hardware do not, and we integrate with those rather than rebuild them.
- We do not build or replace your ELD. Hours-of-service compliance stays with a certified provider and we integrate with it.
- We do not supply telematics or in-cab hardware. Our work is the software and data layer above whatever you already run.
- We do not replace your accounting package. Invoices and settlements land in QuickBooks, Sage or Xero, and the books stay there.
- We will not claim transportation references we do not have. The adjacent work above is real and relevant; a hauling system is not something we have shipped, and we will scope a first build on that basis.
Transportation & Specialized Hauling, Answered.
Can It Handle Different Rates for Different Clients?
That is usually the reason an operation calls. Per-tonne, per-hour, per-kilometre, minimums, fuel surcharges and escalators are encoded as rules against each client and lane, so the invoice price is derived from the contract rather than remembered by whoever is billing that week.
Will It Work Where There Is No Signal?
It has to. Tickets are captured on the device and sync when coverage returns, with conflicts resolved deliberately rather than by whichever write landed last. A dead zone should cost you nothing.
Does This Replace Our Dispatch Software?
Only if it should. Where a dispatch tool genuinely fits, we integrate with it and build the ticketing, rating and billing layer it does not cover. Replacing something that works is spending money to stand still, and we will say so on the first call.
How Quickly Could Invoicing Actually Change?
The constraint is almost never the software — it is how fast tickets reach the office and how much of the rate logic is written down. Builds are phased so the piece that closes the biggest gap ships first, and what that sequence looks like for your operation is what the first call is for.
What About Owner-Operators and Hired Trucks?
They belong in the same flow as your own equipment, which is the part most operations run separately. Settlements to hired trucks and invoices to customers are then reconciled against the same tickets rather than two parallel piles of paper.
Start with the operation, not the software
Book a 30-Minute Call.
30 minutes. We map how work moves through your operation today, show you where it leaks, and give you an honest read on whether we are the right people to build it.
Edmonton, Alberta · No commitment · 587-937-6948
Where To Go Next.
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