Fleet Trip Management Software From the Order to the Settlement
A trip is not a line on a map. It is an order, a vehicle, a driver, a sequence of stops, the money spent at the roadside and whatever margin survives. KO Fleetz keeps all of that on one record, so the run that was planned and the run that actually happened can finally be compared.
The trip lives in six systems and belongs to none of them
The order arrives as an email, a portal line or a phone call. A planner rebuilds it in a spreadsheet. A dispatcher sends the details to a driver over a messaging app. A paper docket comes back four days later with a signature nobody can read. The tolls are in a plastic wallet in the cab, the delivery gets invoiced from a different screen entirely, and every one of those handoffs is a human retyping something that was already correct upstream.
Because the job is scattered, the questions that span it have no owner. Did the plan survive contact with the day, and if not, where did it break. How many hours went into waiting rather than driving. Which of those kilometres carried anything. What did this run actually earn once the driver's float, the loading charge and the third re-attempt are counted. Each answer sits in a different fragment, so nobody assembles them for a single trip, let alone for a corridor.
The result is a fleet that optimises the parts it can see. The planner shortens the route. The dispatcher fills the vehicles. Sales prices next year at last year plus a bit. Every one of those decisions is locally reasonable and the whole thing still bleeds money on lanes nobody has ever looked at end to end, because looking at one end to end takes an afternoon and there are three hundred of them.
Make the trip the object everything hangs from
KO Fleetz takes the trip as the unit of work and refuses to let it fragment. An order becomes a planned sequence, the sequence becomes an assignment, the assignment becomes a live job on a board, the job produces stops, waits, signatures and receipts, and all of it closes against the same identifier. Nobody re-keys anything, because there was only ever one record and each stage added to it.
That is what makes plan-against-actual a byproduct rather than a project. The intended sequence and the telemetry sit on the same object, so a stop that took ninety minutes instead of twenty-five, a leg that ran empty, a drop that missed its window and a re-attempt that cost a second visit all present themselves without anyone building a report. The analysis fleets normally do quarterly, badly, from exports, happens because the data never had to be reassembled.
Some boundaries, stated plainly. KO Fleetz is not a transport management system and will not replace your order book, your rating engine or your ledger — it feeds them and reads from them. It will not find you backhaul from a market you are not in; it will show you the return work your own order book already contains for that lane at that hour. And no optimiser rescues a rate that was wrong when it was quoted. What it does is stop you discovering that six months later.
Capabilities
What KO Fleetz Trip Management Software does
One identifier across the whole job
Order, plan, assignment, execution, delivery and settlement resolve to one trip. Nothing is retyped at a boundary, so nothing quietly disagrees at the end.
The planned day beside the delivered day
KO Fleetz holds the intended sequence and the real movement together, which turns deviation into something visible during the shift rather than an anecdote at the Monday meeting.
Order intake from where you already sell
Jobs arrive in KO Fleetz from a TMS, an ERP, a customer portal or a file drop and land on the board as work, rather than being typed a second time by a busy planner.
The board and the cab as one loop
What the dispatcher changes reaches the driver's device, and what the driver does returns to the board. The phone call becomes the exception, not the mechanism.
Roadside spend captured where it happens
Tolls, permits, loading fees and cash floats attach to the leg that caused them as money moves, so settlement at the end is arithmetic, not a negotiation.
Time accounted across the shift
Driving, waiting at a gate, turning round in your own yard and standing at a dock are measured separately, because each has a different owner and a different fix.
Margin assembled per run
The rate on the order meets the cost the trip genuinely generated, so a corridor that looks busy and profitable can be checked against a run that was neither.
An archive that answers claims
Stops, signatures, photographs, exceptions and timestamps stay retrievable per consignment, turning a six-week-old dispute into a lookup, not a rebuild.
How it works
How KO Fleetz does it
Step 1: Take the order once
Work arrives from your existing systems or is entered directly, carrying the customer, the goods, the addresses and the promised window. Nobody types it twice.
Step 2: Plan against constraints, not against a map
The sequence is built from what must be true: vehicle capability, site access, receiving hours, real service durations, capacity. The objective stays your choice.
Step 3: Dispatch and get acceptance
The job reaches a driver who accepts it on a device. Eligibility is checked at assignment, and each reallocation keeps its reason instead of vanishing into a call.
Step 4: Capture the day as it happens
Arrivals, departures, waits, deviations, signatures, failed drops and roadside spend post to the live trip, buffering through coverage gaps until the link returns.
Step 5: Close the trip properly
Proof of delivery, costs, detention and empty legs land on one KO Fleetz record, and the run's profit and loss is ready before the customer invoice goes out, not after.
Outcomes
What changes
- The same job from order to invoice
- One trip id
- Deviation visible while the day is still running
- Plan vs actual
- Every run carries what it actually spent
- Cost attached
- Yesterday's actuals inform tomorrow's plan
- Closed loop
Explore in detail
Every trip management software capability
Each of these is a capability page in its own right, with the workflow, the limits and the awkward questions answered.
What this module connects to
Order intake is the first and most valuable connection: transport management systems, ERP platforms, e-commerce and customer ordering portals, and the file drops that smaller shippers still send. Warehouse management systems matter next, because a trip that is not sequenced against how the vehicle was loaded produces a driver unpicking a pallet stack at the first drop. Mapping and routing providers supply the road network, restriction data and travel-time models the planner works against. Telematics hardware supplies the position, ignition and distance that make plan-against-actual possible at all. Fuel card providers and expense platforms post roadside spend to the leg it belongs to. Finance and accounting systems take the settled trip out the other end, so the invoice reflects what the run really contained rather than what the quote assumed.
Explore integrationsFrequently asked questions
No, and if your TMS is doing its job we would not suggest replacing it. A transport management system owns the commercial layer: orders, contracts, rates, customers, invoicing. KO Fleetz owns the execution layer beneath it — how the vehicle and driver actually delivered the work, what it cost on the road, and how long each part really took. The two connect. Fleets without a TMS run their order book here quite happily; fleets with one usually keep it and stop pretending it can see the day.
Dispatch, in almost every case. It is the one place where the day is actually decided, it needs no historical data to be useful, and it is what makes everything downstream possible, because a trip nobody dispatched through the platform has no record to hang costs, waits or proof of delivery on. Planning follows once the constraints your team keeps in their heads are written down. Optimisation is worth reaching for after that, and profitability last, since it consumes what the earlier stages produce.
Then the planning and optimisation parts matter far less to you, and we would say so rather than sell them. Fixed-route fleets still get real value from the rest: the wait at a consignee you cannot currently prove, the failed drops that quietly cost a second visit, the roadside spend that arrives as receipts in a jacket, and the fact that a stable route does not mean a stable margin when the rate has not moved in three years. Buy the parts that answer a question you actually have.
Accept the job, and capture the handover. That is genuinely most of it. In KO Fleetz, arrivals, departures, distance and waiting are taken from the vehicle's position rather than from a form, precisely because anything requiring a tired person to type at a dock will be done badly or not at all. Roadside spend needs a photograph of the receipt at the moment of paying. Fleets that add fifteen fields to a driver app get fifteen fields of fiction back, which is worse than paper.
More than you would expect, and less than you should settle for. Jobs can be created directly on the KO Fleetz board, and everything downstream — dispatch, execution, proof of delivery, detention, roadside spend — works exactly the same, because those depend on the vehicle rather than on the order feed. What you lose is the revenue side. Without a rate arriving with the order, trip profitability has a cost build-up and nothing to compare it against, so margin analysis stays out of reach until that link exists.
We will not quote you a figure, because the honest answer depends entirely on which of your problems is the expensive one, and we do not know that yet. Software does not drive fewer kilometres. It shows which legs ran empty, which sites eat two hours of a shift you never billed for, which drops fail twice, and which lanes lose money at the rate you agreed. Those have owners and fixes. What the platform reliably changes is that you find them this month rather than next year.
Put one depot's day on the record
Bring a typical morning's orders, the vehicles you had, and one lane you argue about. We will show you the trip record KO Fleetz would have produced, end to end.