At year end it is worth stopping to look at what changed. Not to boast, but because most carriers notice changes in software only when they need them. This overview summarises most important ones, grouped by what you do: you issue documents, manage vehicles and drivers, trade, and make sure everything is secure.
Documents: from quote to credit note
Biggest part of office work is paperwork, so it received most of our attention. You can generate a quote as a PDF in your customer's language, send it by e-mail straight from a system and, once accepted, turn it into an order in one step. Invoices are issued from an order without retyping. A separate credit notes section appeared, reachable from an invoice detail, and like invoices they can be downloaded as PDF. You can print documents on A4 with your own logo and company colour, with a QR code for payment and in a language matching your customer.
Electronic invoicing is also being prepared in background. A system can create a structured document in UBL format from an invoice, a format used in Peppol network, and accept a document from a supplier. We are still finishing a connection to a certified provider, because a duty begins to apply in Slovakia from 2027 and we do not want to rush anything.
Vehicles and drivers
A fleet section received a clearer vehicle card: technical data, inspection and insurance dates, financial data, service history and statistics in one place. You can attach photographs and documents to vehicles and service records. A driver has a mobile app of their own, where they see assigned orders, change their status and upload photographs straight from a delivery point. A dispatcher sees a change at once.
In Business and Pro plans, GPS integration appeared, showing current vehicle positions on a map. Alerts in a top bar warn you in advance about approaching inspection and insurance deadlines and about validity of employees' documents, so deadlines get forgotten less often.
Sales and overviews
With customers you can verify a VAT ID directly in European VIES system, which you will appreciate especially on international orders. Reports show revenue, costs, profit and most profitable customers, and in Business and Pro plans you export them to PDF or Excel. On orders you track fuel, toll, wage and other costs, so you see profit after every haul, not only at month end.
A driving restrictions calendar appeared too. On an order it warns you that a route passes through a country where a holiday or a driving ban for goods vehicles applies, so you can allow for it when planning dates.
Security and reliability
With sensitive data, improvising does not pay, so we invested in foundations. You can protect sign-in with two-factor authentication. Permissions follow roles, so everyone sees only what they need. A change history records who changed what and when. You can export company data and, on request, anonymise employee data, which helps when meeting GDPR requirements. A system also went through an internal security audit and penetration tests, which uncovered a few minor flaws. We fixed all of them.
Maintenance notices appear in advance so planned downtime does not surprise you, and settings that protect your data, such as a session timeout, can be adjusted to your needs.
Languages and a public website
An application, documents and a public website are available in Slovak, English, German and French. For carriers who drive abroad and have foreign customers, this is not cosmetic: a quote or an invoice in your customer's language reduces questions and speeds up payment. We enriched a blog on our website with articles for carriers and dispatchers, based on questions we receive from you.
What these changes brought you
If we had to sum up a direction in one sentence, it would be this: less retyping and less searching. Each piece of data should be entered once, and then a system uses it wherever needed. You enter an order once and an invoice arises from it. You enter a vehicle deadline once and a system watches it. A driver photographs a document once, and a dispatcher, an invoicing clerk and a customer all see it when they need it.
Five things you can do this month
Not all new features switch on by themselves. To get full use from them, set aside one afternoon:
- Go through your customer list. Fill in company IDs, VAT IDs and invoicing e-mails, merge duplicates and verify VAT numbers.
- Fill in inspection and insurance dates for all vehicles and document validity for drivers, so alerts can warn you in advance.
- Invite drivers to a mobile app and agree a simple rule: documents are uploaded to an order while still at a delivery point.
- Review roles and permissions. Everyone should see only what they need, and owners and management should have two-factor authentication switched on.
- Set up a document template: logo, colour, bank details and language, so quotes and invoices look as you want.
None of these steps takes long, but together they make a difference between a system you have and a system you actually use.
What we are working on
We are preparing to finish a connection to e-invoicing in Peppol network, further links with accounting programs and an extension of reports. Your suggestions shape these plans too. If something is missing from a system, or something slows you down, write to us. Changes we made over a past year mostly arose exactly like this: a dispatcher or an owner told us where time was getting lost.