How it works
The website runs the office. The app rides with the truck.
The office runs the fleet from the website; drivers photograph paperwork in the phone app; everything lands in one set of books. Below, one short walkthrough for every screen: what it is for, and what to press, in order.
- 1Sign up on the website and set up your company: logo, currency, vehicles, trailers, clients and your team. Six steps, once.
- 2Invite your team. Office staff get the website and the app; drivers get the app, with a login from their cell number if they have no email.
- 3Drivers open the app on the road and photograph fuel slips, tolls and delivery notes. The reading pulls the figures out.
- 4The office confirms each capture in the Review queue. Only then does it become a fuel entry, a cost or a delivered trip.
- 5Trips, costs, maintenance, compliance and invoices all read the same records, so a number entered once is right everywhere.
3-minute walkthrough
The clip for TruckAgent is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Dashboard and Home
The day, the month or the year at a glance: trucks out, revenue completed, spend, and what needs a person right now.
- 1Switch between day, month and year at the top. The cards and charts follow the period.
- 2The action cards name what needs you: captures waiting, trips overdue, documents expiring, invoices unpaid. Tap one to go straight there.
- 3Vehicle performance underneath is the same arithmetic as the Reports page, so the two never disagree.
2-minute walkthrough
The clip for Dashboard and Home is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 3 min
Trip log
Every load: where it went, with which truck and driver, for what rate, and where it is in the paperwork chain.
- 1New trip: pick the vehicle and driver, the origin and destination, the agreed rate and currency. The nearest available truck is suggested from the tracking positions.
- 2Move the trip along as it happens: booked, collected, completed, PODs submitted, invoiced, paid. Invoicing moves the last three on its own.
- 3Record the odometer at departure and delivery. Those two numbers are what every consumption and per-kilometre figure divides by.
- 4The paperwork checklist on each trip shows which documents are in: delivery note, fuel slips, tolls.
- 5What the trip made: revenue, fuel, other costs and margin, with the fuel consumption of the trip underneath.
3-minute walkthrough
The clip for Trip log is being recorded. The steps beside it are the same walkthrough, in writing.
In the app, for drivers · about 2 min
Capture (drivers)
Photograph a slip and it is read for you: litres, total, station, odometer, town. Check the figures and send.
- 1Open Capture and choose what you are photographing: fuel slip, toll, truck stop, fine, workshop invoice, other invoice or delivery note.
- 2Take the photo flat and in good light. A creased thermal slip reads better in daylight than under a cab lamp.
- 3Check what was read. Correct a wrong digit before sending; a blank is fine, the office fills it in.
- 4No signal? The capture waits on the phone and goes up when you are back in coverage.
- 5Your position is pinned to the capture when location is on. You can switch that off in Account.
2-minute walkthrough
The clip for Capture (drivers) is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Review queue
Every photographed document waits here until a person confirms it. Confirming is what writes the books.
- 1Open a capture. The photo is on one side, the reading on the other: date, vehicle, amount, currency, station or supplier, reference, town.
- 2Warnings sit above the fields: a possible duplicate, litres that will not fit the tank, a price per litre that is out of band, a date that cannot be right.
- 3Correct anything the reading got wrong, pick the trip it belongs to if it was not matched, and confirm. The entry appears in the cost log as confirmed.
- 4Reject a document that is not valid. Any entry it created is removed, and the history records who did what.
2-minute walkthrough
The clip for Review queue is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 3 min
Cost log
Every rand out, fuel included, by month. Costs in another currency are converted at the rate recorded on the day.
- 1Pick the month at the top. The cards show what was spent, how much of it was fuel, and the fleet's consumption for that month.
- 2Log fuel with its litres, odometer, station, town, receipt number and price per litre. Log any other cost with its supplier, reference and town.
- 3A cost in pula, kwacha or dollars asks for the rate to your currency. Fetch today's rate or type the one on your bank statement; the converted figure shows beside it.
- 4The consumption table underneath shows each trip's litres per 100 km and rand per km, and the month's figures above them.
- 5Export the month to Excel from the button at the top.
3-minute walkthrough
The clip for Cost log is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 3 min
Maintenance
Service intervals by distance and date, the repair log, tyres and their expected life, and what the workshop will need next.
- 1Set each vehicle's service interval in kilometres or months. The odometer readings from trips and fuel slips move the countdown.
- 2Log work done: what, when, at what odometer, for how much. A photographed workshop invoice becomes both the cost and the service record.
- 3Plan work ahead: planned, quote received, approved, in repair, done. The maintenance budget report adds it up by vehicle.
- 4Tyres: record each fitment and expected life, and the forecast tells you when a position needs replacing.
3-minute walkthrough
The clip for Maintenance is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Compliance
Licences, permits, certificates and driver documents, with their expiry dates, and an alert before each one lapses.
- 1Add a document under the office, a vehicle or a driver, with its expiry date and how many days of warning you want.
- 2Attach the scan so the border post question is answered from the phone.
- 3Expiring and expired documents show on the dashboard and are emailed each morning until they are renewed.
2-minute walkthrough
The clip for Compliance is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Tracking
Where each truck was last seen, which are free, and which should take the next load. Fed by drivers' phones, or by your tracking provider.
- 1The map and the list show the last known position of every truck, with when it was seen and where the position came from.
- 2Pick a loading town and the trucks are ranked by distance, with the ones already on a trip flagged.
- 3Connect your tracking provider under Settings, Tracking: give each vehicle its unit's id, then either point us at your Traccar server or give your provider the webhook address.
- 4With a provider connected, positions arrive every few minutes whether or not anyone opens the app.
2-minute walkthrough
The clip for Tracking is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Invoicing
Branded PDF invoices built from completed trips, sent by email, chased when they fall due.
- 1New invoice: pick the client and the delivered trips to bill. The amounts come from the agreed rates; VAT, discount and shipping are on the form.
- 2Send it from the invoice page. The client gets the PDF; the trips move to invoiced.
- 3Mark it paid when the money lands. Overdue invoices are chased on the timeline set in Settings, Defaults.
2-minute walkthrough
The clip for Invoicing is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Reports
Vehicle performance, the monthly management report, cash flow, maintenance budget and reconciliation, each exportable to Excel.
- 1Vehicle performance: revenue, costs, kilometres, litres per 100 km and cost per kilometre for each truck in the period.
- 2Monthly report: the month on one page, with who drove it and what the workshop finished.
- 3Every log exports to Excel from its own page, so the accountant works from the same figures.
2-minute walkthrough
The clip for Reports is being recorded. The steps beside it are the same walkthrough, in writing.
Website and app · about 2 min
Settings
The company, the team and their roles, the fleet register, cost categories, defaults, and the tracking provider.
- 1Team: invite office staff by email, give a driver a login from a cell or ID number, and set each person's role.
- 2Vehicles and trailers: registration, VIN, photos, tank size, expected consumption, and the tracking unit's id.
- 3Defaults: currency, VAT rate, the chasing timelines, and the cost amount above which a manager must confirm.
- 4Tracking: connect a Traccar server or hand your provider the webhook address.
2-minute walkthrough
The clip for Settings is being recorded. The steps beside it are the same walkthrough, in writing.
Signed in already?
The same walkthroughs are under Help inside the app, next to the screens they describe. Drivers see theirs on the phone.