TRANSPORT · ViaCRM for industries

Road transport and logistics

Transport orders, drivers and vehicles with deadline tracking. Connections to vehicle and driver tracking, fuel cards, tolls, freight exchanges and accounting.

Typical challenges

The dispatcher handles enquiries in e-mail, orders in a spreadsheet and vehicle positions in a separate telematics app. Fuel, tolls and the tachograph live in further portals. Driving licence, MOT or ADR expiry dates are tracked from memory, invoices are retyped and nobody knows exactly whether a given trip is profitable.

How ViaCRM helps

ViaCRM follows transport from enquiry through the order and assigning a vehicle and driver to invoicing. Data the carrier already collects today in vehicle tracking, fuel card and toll systems is pulled into a single order, so profit is visible right after the trip.

What ViaCRM can do

What ViaCRM handles in this field. The label shows what is part of ViaCRM and what connects to an external system.

From enquiry to a loaded shipment

An enquiry is captured, priced from routes and actual costs and, once agreed, turned into a transport order. Unfilled freight can be searched on the exchanges.

Enquiries, route price lists and quotesIn ViaCRM: An enquiry from e-mail or a form is created as a deal. The quote is built from route price lists and rates, and an approved quote becomes a transport order, so nothing is retyped.
Transport ordersIn ViaCRM: An order carries the loading and unloading place, time windows, type of goods including ADR, price and the assigned vehicle and driver. The dispatcher sees all orders in a list and on the map and each has a status from acceptance to settlement.
Routes, distances and timesSystem connection: Route planning and calculation of distance and time through a map interface (for example Mapy.com or HERE) for quote pricing and estimated arrival.
Freight exchanges: Trans.eu and TimocomSystem connection: Timocom offers an API for posting and searching freight and vehicles, and Trans.eu provides an interface for integrations. Free capacity or demand can be posted and searched directly from ViaCRM without retyping into the exchange.

Overview of drivers and vehicles in ViaCRM (illustrative preview) — Illustrative preview, sample data.

Drivers, vehicles and deadlines

People, vehicles and their valid documents are in one place. An order can only be assigned to someone who may legally run it.

Driver recordsIn ViaCRM: A driver card with contacts, licences, training, medical checks and assignment history. The dispatcher sees who is free, who is on the road and who is on leave.
Vehicle and trailer recordsIn ViaCRM: A vehicle card with plate, MOT, insurance, service inspections, mileage and consumption. The driver, orders and costs are linked to the vehicle.
Deadline tracking with alertsIn ViaCRM: Validity of driving licences and professional qualification cards, ADR, medical checks, MOT, emissions checks, insurance, tachograph calibration or service. The system alerts the responsible person in advance and escalates to a manager if nothing happens, so deadlines are not missed.
Subcontracted carriersIn ViaCRM: A card for each subcontractor with contacts, licence, insurance and transport history. Document validity is tracked the same way as for your own drivers.

The order on the road

The dispatcher sees position, trip status and driving time. The driver has the order on the phone and uploads documents from the spot.

Vehicle and driver trackingSystem connection: Telematics providers such as Webfleet, Geotab, Cartrack, Mapon or GPS Dozor offer interfaces for access to position and vehicle data (for example the Mapon REST API). Position, speed, trip status and estimated arrival appear on the order. Arrival at the loading or unloading point switches the order status automatically. The data available is set by the provider.
Tachograph and driving timesSystem connection: Digital tachograph data is downloaded remotely through the telematics provider. When planning, the dispatcher sees how much driving and rest time the driver has left and does not assign a trip they could not legally drive.
Mobile app for driversIn ViaCRM: The driver sees the assigned order, loading and unloading addresses and the contact person on the phone. Photos of goods, damage or a signed document are uploaded straight to the order.
Electronic consignment note (eCMR) and documentsSystem connection: Digital consignment notes are provided by specialised services that can be connected. The document is stored on the specific order instead of a folder of paper in the cab.

AI extraction of fuel and service invoices

Fuel, tolls and costs

Data from fuel cards, toll services and invoices is assigned to the vehicle and trip. Management sees how much a trip actually earned.

Fuel cardsSystem connection: Fuel card transactions are imported straight into ViaCRM and matched to the vehicle and trip. For example, DKV offers an Enterprise API for transactions; for CCS, Shell, UTA or Eurowag we check the available interface or use file import. The system flags fuelling off the route or an unusual quantity.
Tolls and toll calculationSystem connection: Toll records from the Czech toll system and abroad arrive through on-board unit and toll service providers (for example DKV, UTA, Eurowag) and are assigned to the vehicle and trip. Tolls on a planned route can be calculated in advance through a calculation interface (for example TollCalc) and included in the quote price.
AI invoice extractionIn ViaCRM: Invoices for service, tyres, fuel or from subcontractors are uploaded or forwarded. AI reads the supplier, amounts, VAT and due date and assigns the invoice to a vehicle or order.
Profitability per order, vehicle and customerIn ViaCRM: Transport price against fuel, toll, service, subcontractor and driver costs. Management sees which routes, vehicles and customers are worth serving.

Invoicing and management overview

A completed order turns into an invoice, and management sees fleet utilisation, deadlines and receivables without assembling spreadsheets.

Invoicing and accountingSystem connection: A completed order produces the basis for an invoice. Connection to accounting systems (for example Pohoda, Money, ABRA) or the integrated accounting from VIA ELEMENT completes invoicing without manual retyping.
Dashboard for dispatch and managementIn ViaCRM: Today's trips, vehicles without an order, approaching deadlines, unpaid invoices and profit for the period on one screen.

VIA ELEMENT builds connections to external systems on top of the API. The actual scope depends on the interface the service offers and its provider's terms. We are happy to verify it with you up front.

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