Building a Custom Haulage ERP: Digital Transformation for Transport Operations

A regional haulage operator approached us with a problem that's surprisingly common in the transport industry: their entire business ran on paper dockets. Every truck movement, load pickup, delivery, and signature was recorded on physical paper forms that got filed in folders and manually transcribed for invoicing.

This wasn't just inefficient—it was a business risk. Lost dockets meant unaccounted loads. Data entry errors caused billing disputes. There was zero real-time visibility into truck locations or load status. And when a customer called asking "Where's my delivery?", the answer was "Let me check with the driver and call you back."

We built them a custom ERP platform that digitized the entire operation: mobile apps for drivers, real-time tracking, automated docket generation, and integrated invoicing—eliminating paper while providing unprecedented operational visibility.

The Paper Problem: Why Generic ERP Doesn't Work

Before diving into the solution, it's worth understanding why they couldn't just buy off-the-shelf software.

Transport ERP options:

• Generic ERP (SAP, Oracle): Massive overkill, expensive, requires consultants, doesn't match workflow
• Transport-specific SaaS: Designed for courier/parcel, not bulk haulage; inflexible workflow
• Simple tracking apps: Just GPS, no load management or compliance features

Their workflow was specific:

• Multiple pickup points per load (consolidation runs)
• Variable commodity types (grain, ore, aggregates) with different compliance requirements
• Weight-based billing (tare weight, gross weight, net payload)
• Customer-specific docket formats for compliance
• Integration with weighbridge systems

No off-the-shelf solution handled this combination. Custom development was the only viable option.

System Architecture: Mobile-First Design

The core insight: drivers are the data source. If we could capture information at the point of activity (on the truck), we'd eliminate data entry and get real-time accuracy.

Technology Stack

Backend:

• Python/Django: Web framework for business logic
• PostgreSQL + PostGIS: Relational database with spatial extensions for location tracking
• Celery: Background task queue for async operations
• Redis: Message broker and caching layer
• Docker: Containerized deployment for consistency

Frontend:

• React: Web dashboard for dispatch and admin
• React Native: Mobile app for drivers (iOS + Android from single codebase)
• Mapbox GL JS: Real-time mapping and route visualization

Infrastructure:

• AWS EC2: Application hosting
• AWS S3: Docket PDF storage
• AWS RDS: Managed PostgreSQL
• Cloudflare: CDN and DDoS protection

Driver Mobile App: The Critical Component

Everything started with the driver experience. The app needed to be:

• Usable while wearing gloves
• Readable in direct sunlight
• Functional with poor mobile signal
• Simple enough for non-technical drivers

Job Assignment and Acceptance

Each morning, drivers see their assigned jobs on the mobile app displaying:

• Pickup locations and times
• Delivery destinations
• Commodity type and expected weight
• Customer requirements
• One-tap navigation link to route

Drivers accept jobs with a single tap, moving them into their active job list.

Electronic Docket Creation

At each pickup/delivery point, drivers create digital dockets through a streamlined interface:

Data captured automatically:

• GPS coordinates (verified location of pickup/delivery)
• Timestamp (exact time of transaction)
• Photo evidence (load condition, site conditions)
• Digital signature (customer signs on phone/tablet)

Data entered by driver:

• Gross weight and tare weight (auto-calculates net payload)
• Commodity details and condition notes

Offline resilience: Dockets are saved locally if there's no signal and automatically sync when connection is restored—no data loss in remote areas.

Weighbridge Integration

Many pickup sites have electronic weighbridges. We integrated directly with weighbridge systems to auto-populate weight data:

• Weight readings flow directly from weighbridge to docket
• Driver receives push notification: "Weight captured: 32,400kg"
• Eliminates manual transcription errors
• Verified data is flagged as "trusted" for compliance

Real-Time Tracking: GPS and Route Monitoring

We implemented live vehicle tracking using driver phones as GPS beacons.

Background Location Tracking

The mobile app continuously tracks location even when the app is closed:

• Updates sent every 100 meters
• Battery-optimized tracking (stops when stationary for 5+ minutes)
• Secure transmission with authentication tokens
• Works across iOS and Android

Live Tracking Dashboard

Dispatch staff see all trucks on a live map with real-time updates via WebSocket connections. Clicking any truck shows:

• Current speed and heading
• Active job details
• ETA to next destination (calculated from GPS + route distance)
• Docket status (pickups completed, deliveries remaining)

When a customer calls asking "Where's my delivery?", dispatch can answer in seconds with exact location and ETA.

Automated Compliance Reporting

Haulage operations have extensive compliance requirements. The system automates most of this:

Chain of Custody Tracking

For regulated commodities (e.g., mining ore), we track complete chain of custody. Every handling event is recorded with:

• Event type (pickup, delivery, transfer)
• GPS-verified location
• Timestamp
• Operator identification
• Digital signature
• Photo evidence

The system generates audit-ready PDF reports showing the complete chain of custody with all evidence—no manual compilation required.

Automated Weight Reconciliation

The system automatically detects discrepancies between expected and actual weights:

• Compares total delivered weight against expected weight
• Alerts dispatch and customers when variance exceeds 5%
• Flags potential issues immediately (before invoicing)
• Includes detailed breakdown by docket

This catches errors immediately instead of discovering them weeks later during billing disputes.

Integration with Accounting: Automated Invoicing

The final piece was eliminating manual invoice creation. When a load completes (all dockets submitted), the system automatically:

1. Calculates charges based on customer rates and actual weights
2. Creates invoice in Xero (their accounting system) with line items
3. Attaches PDF dockets as supporting documentation
4. Sends invoice to customer via email

This happens within minutes of delivery completion—no manual processing required. Invoices that previously took 48 hours to prepare are now sent automatically 2 hours after delivery.

Key benefits:

• Eliminates data entry and transcription errors
• Improves cash flow (faster invoicing)
• Reduces billing disputes (all supporting evidence attached)
• Frees admin staff for higher-value work

Offline Support: Critical for Rural Operations

Western Australia is vast and sparsely populated. Mobile signal is unreliable. The app needed to work offline.

How Offline Support Works

When online:

• App syncs job data to local SQLite database on the phone
• Driver has full access to job details, maps, and forms

When offline:

• App reads job data from local storage
• Dockets are created and saved locally
• GPS tracking continues (stored locally)
• Photos and signatures are saved to device

When connection restored:

• Background sync service automatically uploads queued dockets
• Confirms successful upload before clearing local queue
• Handles conflicts gracefully (e.g., duplicate submissions)

Result

Drivers in remote areas can complete their work without worrying about connectivity. No data is lost—it's guaranteed to reach the server eventually, even if it takes hours for the truck to get back within cell coverage.

Real-World Impact

After 12 months of operation:

Operational Efficiency

• Paper elimination: 100% (zero physical dockets)
• Data entry time: Reduced by 95% (no manual transcription)
• Invoicing speed: 48 hours → 2 hours (automated generation)
• Billing disputes: Reduced by 80% (GPS and photo evidence)

Customer Experience

• Real-time tracking: Customers can see live ETAs via portal
• Delivery confirmation: Automatic SMS with photo and timestamp
• Query response: "Where's my delivery?" answered in seconds, not hours

Financial Impact

• Revenue recovery: $120k/year from eliminated lost dockets
• Faster invoicing: Improved cash flow by 15 days (invoices sent immediately after delivery)
• Reduced admin overhead: 2 FTE worth of data entry eliminated

Driver Satisfaction

• Initial skepticism: "I'm not good with technology"
• After training: "This is so much better than paper"
• Key wins: No more lost dockets, no arguments about what time they arrived, automated mileage tracking for expenses

Lessons Learned

Mobile UX is Critical

Our first app design looked like the web dashboard squeezed onto a phone. Drivers hated it. We redesigned with driver feedback:

• Larger touch targets (for gloved hands)
• High-contrast UI (readable in sunlight)
• Minimal text entry (use dropdowns, checkboxes, photo capture)
• Obvious "what do I do next?" flow

Version 2 saw 95% adoption vs. 40% for version 1.

Offline Support is Non-Negotiable

We initially shipped with "online required" and got complaints immediately. Rural WA has spotty coverage. Adding offline support was painful (sync conflicts, duplicate submissions, etc.) but absolutely necessary.

Integration Drives Value

The system's value multiplied when we integrated with:

• Weighbridge systems (eliminated manual weight entry)
• Accounting software (automated invoicing)
• Customer portals (real-time tracking visibility)

Without integrations, it's just a fancy notepad. With integrations, it becomes central nervous system for the business.

Need custom business software that actually fits your workflow? We specialize in building tailored ERP and operational systems for industries where off-the-shelf solutions don't cut it. Contact us to discuss digitizing your operations.