Template pack · Logistics

Logistics & transport

Transporters, couriers and clearing agents: trip sheets with truck, driver and route, stages to signed POD, trip expenses and driver advances, charge codes, a dispatch board — and a fleet app with vehicle and driver registers, licence and insurance renewals, service schedules by odometer, a fuel log with anomaly flags and cost per kilometre.

23: capabilities set up
25: accounts & items set up
30: roles, boards & fields set up
14: automation rules set up

Start with this pack

What it carries a record through

1Quote
2Booking
3Truck & driver assigned
4Loading
5In transit
6Delivered
7POD received
8Invoice
9Trip costs settled
10Closed

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

We worked out what a logistics business expects from a top-tier system on day one, and set this pack up to do that work. Everything below runs in Rytrix today.

Quoting & booking

Rate quotes that convert
Freight, clearing and handling are quoted by lane, tonne, container or trip, and a won quote becomes the order without re-typing.
Sales
Enquiry pipeline
Every enquiry from rate request to booked, with the route, cargo and the person chasing it.
CRM
Charge codes
Freight, demurrage, detention, storage, agency fees and disbursements arrive as charge codes, each posting to its own account — disbursements to a recoverable, never to income. You set the rates.
Inventory
Credit terms per shipper
Limits and payment terms on each account, with anyone over their limit flagged.
CRM

Trips & dispatch

Trip sheet
A numbered trip (TRIP-2026-0001) carries the customer, route, truck, trailer, driver, cargo, loading and delivery dates, and prints for the cab.
Projects
Trip stages to POD
Booked, loading, in transit, delivered, POD received, invoiced, closed — every move stamped with who and when.
Projects
Dispatch board
Trucks, drivers and loads for the week on one board, in calendar or timeline view.
Projects
Pre-departure and POD checklist
Every trip starts with the checks — documents, fuel, seals, tyres — and ends with the signed POD.
Projects

Fleet

Vehicle and driver registers
Every unit once — a registration is normalised so KDA 123B and KDA-123-B are never two records — and every driver with licence, classes and phone.
Fleet
Licence and insurance renewals
Each certificate carries its expiry and shows overdue or due within thirty days; renewing opens the next one without losing the old.
Fleet
Service schedules by odometer
A plan per job per vehicle by kilometres, months or both, falling due on whichever arrives first.
Fleet
Service records
Parts and labour on a garage visit; completing it resets the plans it covered and sends the bill to Expenses for the usual approval.
Fleet
Fuel log with anomaly flags
A fill recorded at the pump in four figures, consumption worked out full tank to full tank, and a fill bigger than the tank or 30% off the usual flagged for checking.
Fleet
Tamper-evident odometer
Readings only move forward through fuel, service and trips; an administrator's correction needs a reason and stays on the record.
Fleet
Cost per kilometre
Fuel, service and papers against distance run and trip revenue, per vehicle over any date range.
Fleet

Trip costs

Trip costing
Fuel, per diem, tolls, weighbridge, cess and repairs on the trip against what it was quoted at, margin worked out.
Projects
Trip expenses and driver advances
Expenses are claimed against the trip, approved, and paid by M-Pesa or cash; advances sit in their own account until accounted for.
Finance
Spares and tyres stock
Workshop stock with issues, reorder points and supplier orders.
Inventory
Subcontracted transporters
Hired trucks billed as supplier invoices against the consignment, with withholding tax tracked.
Purchases

Billing

Invoice from the delivered trip
A completed trip prompts the invoice the same day; disbursements are recovered as their own lines.
Automations
Statements and ageing
Shipper statements and debtors by age, with reminders on WhatsApp or SMS.
Finance
Profit by consignment and customer
Invoiced against trip costs, per consignment and per shipper.
Reports
Customer delivery messages
The shipper gets an SMS the moment their load is marked delivered, before they have to call and ask.
Automations

Before you log in

What is already there on day one

Pick this pack at signup and all of this is created with your workspace. Nothing is locked: rename it, add to it or delete what you do not use.

It calls things

project Consignment
job Trip

Documents numbered

TRIP-2026-0001
CSG-2026-0001

Apps switched on

Assistant
CRM
Sales
Purchases
Inventory
Finance
HR & Payroll
Projects
Helpdesk
Reports
Documents
Automations
Fleet

Enquiry pipeline6

Rate enquiry
Cargo & route confirmed
Quotation sent
Rate negotiation
Booked
Lost

Trip stages8

Booked
Truck assigned
Loading
In transit
Delivered
POD received
Invoiced
Closed

Items that post to the right account10

Freight — local haulage→ Freight Income — Local
Freight — transit haulage→ Freight Income — Transit
Container haulage→ Freight Income — Local
Clearing / agency fee→ Clearing & Agency Fees
Documentation fee→ Clearing & Agency Fees
Demurrage→ Demurrage, Storage & Accessorials
Detention→ Demurrage, Storage & Accessorials
Storage→ Demurrage, Storage & Accessorials
Disbursement — duty & taxes paid→ Disbursements Recoverable
Disbursement — port & line charges→ Disbursements Recoverable

Seeded without prices — you set your own rates.

Catalogue structure25

Freight charges — Local haulage · Transit haulage · Container haulage · Last-mile & courier · Fuel surcharge
Clearing & forwarding — Agency / clearing fee · Documentation fee · Port & terminal charges · Shipping-line charges · Duty & tax disbursement
Accessorials — Demurrage · Detention · Storage · Handling & offloading · Escort · Cargo insurance
Workshop stock — Tyres & tubes · Oils & lubricants · Filters · Brake & suspension parts · Batteries & electricals

Ledger accounts added to the Kenyan chart15

4110Freight Income — Local
4120Freight Income — Transit
4130Clearing & Agency Fees
4140Demurrage, Storage & Accessorials
4240Disbursements Recovered
1235Disbursements Recoverable
1455Driver Advances
5110Fuel
5120Driver Per Diem & Turnboy Allowances
5130Tolls, Weighbridge, Cess & Parking
5140Tyres
5150Vehicle Repairs & Service
5310Hired Transport (Subcontractors)
6870Vehicle Insurance, Licences & Inspection
6880Tracking & Telematics

Roles, ready to hand out5

DispatcherTrips, the dispatch board, assigning trucks and drivers, customers and delivery paperwork. No rates of pay, no ledger.
Fleet managerVehicles, drivers, renewals, service schedules, fuel, spares and purchase requests.
Clearing & documentation clerkConsignments, documents and disbursement claims.
DriverTheir trips, fuel fills at the pump and their own expense claims.
AccountsInvoices, receipts, trip expense approvals, supplier bills and the books.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Dispatch board

This week's loads: which truck, which driver, where it is. Switch to the timeline to see gaps in the fleet's week.

Booked
Truck assigned
Loading
In transit
Delivered
POD received
Delayed / breakdown

Columns: Owner · Loading · Due · Priority · Shipper · Route · Truck / trailer · Driver · Cargo

Fields your trade needs on the record24

Trip: Truck registration · Trailer registration · Driver · Driver phone · Loading point · Offloading point · Cargo description · Weight (tonnes) · Container / seal numbers · Odometer at start (km) · Odometer at end (km) · Trip advance issued (KES) · Signed POD received
Consignment: Consignee · Origin · Destination · BL / AWB number · Container number(s) · Customs entry / IDF number · Free time ends
Enquiry: Route (from → to) · Cargo type · Weight (tonnes)
Customer record: Customer type

Checklist on every new trip9

Booking confirmed: shipper, route, cargo, rate
Truck, trailer and driver assigned — licences and insurance valid
Trip advance issued and recorded
Loading order, waybill and cargo documents in the cab
Vehicle check: tyres, lights, fuel, seals, tracker live
Loaded — weight and seal numbers noted
Delivered — receiver's name, stamp and signature on the POD
POD and trip expenses handed in
Invoice raised

Automation rules14

Follow up a new enquiry within a dayOn
Confirm the order when a quote is acceptedOn
Chase quotations that go staleOn
Invoice a completed job cardOn
Unblock a stalled job cardOn
Approve staff expense claimsOn
File the receipt for a paid expenseOn
Chase overdue invoices on WhatsAppReady
Thank the customer for payingReady
Alert the owner when a PO needs approvalOn
Schedule the supplier paymentOn
Answer a new ticket the same dayOn
Tell the shipper the load is deliveredReady
Collect the POD and trip expensesOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Price lists: Contract shipper · Clearing agent / broker
Units added: Kilometre · Trip · TEU (20 ft) · FEU (40 ft) · CBM · Pallet
Stores: Main Store · Workshop store · Yard & cargo holding
Departments: Operations & Dispatch · Drivers · Workshop · Clearing & Documentation

Wording on your documents

quotation: Rates are valid for 14 days and are subject to cargo details, route and fuel price at the time of loading. Free loading and offloading time is 24 hours each; detention is charged thereafter. Demurrage, storage, port, customs and third-party charges are billed at cost. Cargo is carried at owner's risk unless insurance is arranged in writing.
job card: No trip is closed without a signed and stamped proof of delivery.
invoice: Payment is due within the agreed terms from the date of the signed proof of delivery. Disbursements paid on your behalf are payable on presentation.
delivery note: Cargo received in good order and condition, seals intact. Any damage or shortage must be noted here before signing.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

Each of these is a screen in the product, computed from the same records the business runs on — not a spreadsheet to keep in step.

Cost and revenue per kilometre
Fuel, service and papers against distance run and trip revenue, per vehicle over any date range.
Fuel efficiency and anomalies
Kilometres per litre full tank to full tank, with fills that do not add up flagged.
Renewals and services due
Every licence, insurance, inspection and service that is overdue or due soon.
Trip margin
Quoted amount − (fuel + allowances + other trip cost), per trip.
Profit by consignment
Invoiced against expenses, per consignment and shipper.
Trip costs by category
Fuel, per diem, tolls, tyres and repairs, month by month.
Debtor days and ageing
Unpaid freight invoices at 30, 60 and 90 days.
Revenue by shipper
Invoiced, collected and outstanding per customer.
Revenue by charge
Freight against clearing against accessorials.
Quote win rate
Quotes booked ÷ quotes sent.

Start with the Logistics & transport pack.

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