Your drivers are never in the office. The paperwork should not require them to be.
Dispatch is decided before dawn and rewritten by mid-morning, the drivers are three hundred kilometres away, and every piece of paper that proves what happened is riding in a cab. NOWORX gives the office a live picture — who is out, what was checked, which vehicle is due for service, what is billable — and gives the driver one short screen instead of a folder. It does not plan your routes; it makes sure the record of the run exists before the invoice does.
If this keeps happening
The plan is made at five and dead by nine
A vehicle fails its morning check, a customer moves a collection, a driver calls in. The dispatcher rebuilds the day by phone, and the board on the wall stops matching what is happening on the road within three hours. Everyone downstream — customer service, billing, the person answering where is my delivery — is working from a plan that no longer exists.
Paperwork travels in the cab and arrives late and crumpled
Delivery notes, waiting-time slips and fuel receipts accumulate on a dashboard for a week and land in the office as a rubber-banded stack. Half the surcharges on that stack are no longer provable, and the ones that are get billed a month after the job. The work was done; the money leaks in the gap between doing it and evidencing it.
Nobody knows who is close to their hours limit until it is too late
Hours are spread across a timesheet, a delivery note and a driver's memory. The office finds out on Thursday that Tuesday's allocation should never have been made, and the choice is between a late delivery and a decision nobody wants to be responsible for. Whoever owns compliance in your market needs to see the week before the week ends.
The rate was agreed on a phone call and disputed at invoice time
Base rate, waiting time, an extra drop, a tolled route, a failed delivery. Two people remember the conversation differently, six weeks later, with a payment due. Without a record of what was agreed and what actually happened on the run, the customer's version is the one that gets paid.
Fourteen vehicles and one wall calendar for every service and inspection date
A service is missed because it was written in a month that has already been torn off. A vehicle goes off the road on a Monday morning, unplanned, and the day is rebuilt around its absence. The cost is never just the repair — it is the run that could not be covered.
Employed drivers and subcontracted operators run on different logic
Some drivers are on payroll, some are owner-operators, some are agency for the week. They do the same work, appear on the same dispatch, and are paid, settled and evidenced completely differently. Keeping them in one operational view without collapsing them into one payment model is the part every spreadsheet gets wrong.
How the work runs in NOWORX
Tap an app name in any step to see what it does.
- 1
Tomorrow's dispatch, in one place people can see change
Runs, vehicles and drivers sit on a shared schedule so a reallocation at nine is visible to everyone who needs it without a round of calls. Exceptions — a customer reschedule, a failed collection, a vehicle swap — become items with an owner rather than a message that scrolls away. Depot notices go out once as a digest, which matters when your audience only reads their phone at a truck stop.
- 2
The driver's day, filed from the cab
Start of shift, the pre-trip vehicle check, exceptions during the run and end of shift: short forms with as few free-text boxes as possible, on the phone the driver already has. A defect found on the walkaround becomes a maintenance item attached to that vehicle, not a note handed to whoever is in the office. Waiting time, extra drops and failed deliveries are recorded when they happen, which is the only moment they are still provable.
- 3
Vehicles: service, inspection and downtime
Each vehicle carries its own register — service intervals, inspection due dates, tyres, defects reported, work done and by whom, with cost attached. The agent warns before a date falls due rather than after, so a vehicle comes off the road on a planned Tuesday instead of an unplanned Monday. Parts and workshop spend route through the approval chain with the vehicle attached, so cost per vehicle is a real number by the end of the quarter.
- 4
Rates, settlement and billing what actually happened
Agreed rates and surcharge terms sit with the customer rather than in one dispatcher's memory, and quotes are raised from the same place they will later be invoiced from. Contracts and rate agreements are stored with their renewal dates so a rate does not roll on unchanged for two years by accident. When billing runs, the surcharges are backed by what the driver filed on the day — which is the difference between a negotiation and a claim.
- 5
Cost per vehicle, per run, and where the money leaks
Fuel, tolls, workshop and subcontracted haulage sit against the vehicle and the customer they belong to. Watches flag the things a weekly meeting misses: a route whose cost has drifted from its own average, a vehicle accumulating unplanned downtime, a customer whose waiting time has doubled since spring. The morning briefing gives the operations lead the short version before the first call of the day.
Frequently asked questions
Is this a TMS or a route optimiser?
No. NOWORX does not plan routes, does not sequence drops and does not replace a transport management system if you already run one. It handles the record and the administration around the run — dispatch visibility, driver filings, vehicle history, approvals, settlement evidence. If you have a TMS, this is the layer where the humans and the paperwork live.
Does it track where drivers are?
No. There is no location tracking. What exists is what a driver files: shift start, the vehicle check, exceptions, shift end. We think that is the right boundary, and it is usually the answer that makes the rollout conversation with drivers survivable.
Our drivers barely use apps and some are not enthusiastic about being asked to.
Their whole interaction is start, check, exceptions, end — four short screens, no menus to learn. If something is missing, the department agent asks for that one thing in chat rather than sending the form back. The office side carries the complexity, which is where the people who chose the system actually sit.
Half our capacity is owner-operators and subcontracted carriers. Do they get accounts?
They can be kept as directory entries with their own rate agreements and settlement records, without being inside your internal workspace. Where a subcontracted driver does need to file directly, give them a scoped account. Your internal approvals, customer rates and cost data do not become visible just because someone pulls a load for you.
How do you handle driver hours limits? Every market has different rules.
We do not encode anyone's regulations, and we would be lying if we said we did. What the system does is make hours per driver per week visible from the same attendance record the driver filed, early enough for whoever owns compliance in your market to act on it. The judgement stays with your compliance owner; the visibility is the part that is usually missing.
We already use an accounting package and fuel cards. Does this duplicate them?
No. Costs recorded here carry the vehicle, run and customer they belong to, which is the dimension accounting systems generally do not hold. The ledger of record stays where it is, and the figures can be brought in for browsing so operations stops asking finance to look things up.