One record for the load: gate, corridor, delivery note and invoice
Haulage and logistics operators lose money in the gaps between systems: the gate, the road, the signed delivery note and the invoice waiting behind it. We connect the cameras, trackers, weighbridge, phones and business systems a depot already owns, so a load exists as one record from booking to billing instead of six partial ones. The office then knows what the yard knows, on the same day.
Where a regional haulage operation actually leaks
The costs that decide a transport year are diesel, downtime, demurrage and disputes, and all four hide in the handover between yard, road and back office. A load leaves on paper the driver carries, so nothing can be billed until he returns. Corridor delays at Beitbridge, Chirundu, Forbes and Plumtree are outside your control, but when queue time is not measured apart from a driver's own stops, honest and unauthorised delay look identical.
The gate decides most of what you will argue about later
Disputes tend to trace back to the gate: which trailer left, under which seal, carrying what, on whose instruction. We run computer vision, meaning software that interprets what a camera already sees, on the CCTV covering your gate and weighbridge, so registration, trailer and seal numbers attach themselves to the trip with nobody copying anything into a book. Driver identity and the weighbridge ticket join the same record, so a movement against no instruction surfaces while the truck is there.
On the road: your existing tracker, with meaning added
Most operators already pay a telematics supplier, and the dot on the map was never the problem. What is missing is context: which job, which customer, which driver was on shift, which leg crossed a border, and whether the diesel drawn reconciles against that leg. We read the tracking platform through its API, the feed that lets one system read another's records, and add trip, fuel and driver-risk logic above it.
Proof of delivery, and the invoice behind it
In most depots the billing clock starts not on delivery but when a paper POD, the proof of delivery signed by the consignee, reaches the office. The driver captures that note on the phone he already carries, over WhatsApp, joining image, time, place and trip at the point of delivery. Document automation then matches it to the job and releases the invoice, so a missing POD is a chased exception rather than an unbillable trip found at month end.
The freight desk, and the money owed to drivers
Freight customer service is mostly one question, asked repeatedly and answered by phoning a driver who is driving. A WhatsApp agent reading the trip record answers it for a named consignee and hands to a person whenever the answer is not certain, while InOne CRM keeps rate enquiries, quotes and backhaul opportunities in one pipeline. The same trip record settles allowances and nights out, calculated from trips actually run.
What it covers
Gate and weighbridge captured automatically
Plate, trailer, seal and ticket read from cameras already installed, so the yard's record and the office's record become one record.
Border dwell counted on its own
Time at a border post is tracked as its own state, so corridor queues are never confused with a stop the driver chose to make.
Yard and trailer tags
BLE (Bluetooth Low Energy) beacons on trailers, containers and plant give a last-seen zone and dwell time inside the depot, where road trackers tell you little.
POD in, invoice out
Signed notes captured on the driver's phone are read, matched to the job and released to billing, closing the gap between delivering and being paid.
Subcontracted legs included
Hired-in trucks and owner-drivers join the same job record through phone capture and gate events, so a subcontracted leg is not a blind spot.
How it works
Site assessment
We spend week zero at the gate, weighbridge and fuel bay, follow one job from booking to invoice, and document what you already run: trackers, job system, cameras and network.
Integration
We connect the tracking platform, job system, fuel records, gate cameras and WhatsApp. The system only observes at this stage, learning how your depots and corridors run before it may act.
Rules and guardrails
Route corridors, permitted stops, POD deadlines, gate exceptions, allowance logic and escalation paths are agreed with your transport manager and tested against historical trips.
Go live and optimise
Exceptions start reaching the people who can act. We review weekly at first, retiring noisy rules and tightening generous ones, then extend to the next depot. A first system is typically approximately four to six weeks.
Questions buyers ask
We already run a transport management system. Must we replace it?
No. It stays the system of record for jobs, rates and invoicing, and we connect physical events to it so nobody retypes what the gate and the road already know.
Our depot cameras are old. Will computer vision work on them?
Often yes, provided the recorder gives us a stream and the camera sees the plate at a usable angle. The assessment says plainly which positions work as they stand and which are not worth using.
Can you handle customs and cross-border paperwork?
We automate document handling: capture, matching to a trip, chasing what is missing and routing it to the right person. We are not a clearing agent and do not lodge declarations, so customs stays with your agent.
How do you deal with hired-in trucks and owner-drivers?
With a lighter integration, since you rarely control their telematics. The job record is built from gate capture, the driver's phone and delivery confirmations: less detail than an owned truck, but no longer a blind spot.
Where does our fleet, driver and customer data live?
In your own environment or a dedicated tenant in your name, with a retention period agreed in writing before go live. That includes movement data about your drivers, scoped to the purpose you define.
Book a platform briefing
Fifteen minutes on your operation: the corridors you run, what happens at your gate, and where a load's record breaks between the driver and the invoice. We will say honestly what can be built on what you already own. WhatsApp +263 77 636 6999 or sales@eigenstatesystems.com.