Heavy Road Freight Company System
Trucking companies running intercity trips with heavy loads and transport documents.
The trip from loading to delivery and invoicing, with transport documents, fleet maintenance, and a running account for every truck.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every trip starts as a card in “Trip” carrying the customer name, load type, origin, destination, and the contracted delivery date. It moves to “Loading”, where the fleet supervisor documents the load weight and the consignment note signed by the shipper, then stays in “En Route” for the whole journey while the driver updates his location and status over Chat; once the load is unloaded and the consignee signs, the card moves to “Delivery”.
After delivery the card enters “Documents”, where the documents coordinator matches the signed delivery note and any attachments the customer requires, and it only moves to “Invoicing” once the paperwork is complete — the accountant then issues the invoice on that basis. The “Maintenance” column runs in parallel with trips: any fault a driver notices, or any scheduled service falling due, is logged as a separate card that blocks the truck from being scheduled for a new trip until it is closed.
Chat is the line between the fleet supervisor and drivers on the road: congestion delaying arrival, a sudden breakdown, a rescheduled unloading time. Dues records customer receivables per trip and their payments, driver allowances and per-trip allocations, and diesel and maintenance costs per truck — so the supervisor knows the profitability of every trip and every truck without separate ledgers.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Fleet Supervisor
Schedules trips and assigns trucks and drivers, reviews “En Route” cards daily, and approves a truck's return to service after maintenance.
Drivers
Update trip status from “Loading” to “Delivery”, upload photos of signed delivery notes, and report breakdowns immediately over Chat.
Documents Coordinator
Matches delivery notes and completes “Documents” requirements, and never passes a card to “Invoicing” until the paperwork is complete.
Accountant
Issues invoices for completed trips, and records payments, driver allowances, and truck expenses in Dues.
Maintenance Technician
Carries out scheduled and emergency “Maintenance” cards, documenting replaced parts and repair costs on each card.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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