Internal Logistics Department System
Teams coordinating the movement of materials and equipment between company sites, branches, and warehouses.
Inter-site transport requests scheduled, executed, and delivered with a signed receipt — and the cost of every trip calculated.
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 transport need between two sites enters as a card in “Request” with the requesting party, pickup and delivery locations, the nature of the goods, and the needed-by date. The logistics coordinator takes the card into “Scheduling”, assigning the vehicle, driver, and route, and balancing nearby requests to combine them into one trip. In “Execution” the driver documents loading with photos and updates the trip status; on arrival the card moves to “Delivery”, where the recipient signs the receiving report after inspecting the goods. The card then passes through “Cost” to record fuel and trip fees, and closes in “Report” with a monthly summary of inter-site transport.
Chat is the live coordination artery: the driver reports a road delay or a vehicle breakdown, the requesting party asks about arrival time, and the coordinator reschedules an urgent trip. Every change to timing or route is updated on the card immediately, so no requesting party relies on stale information from a conversation.
Dues tracks the movement’s money: each trip’s cost is recorded on the card, and driver advances for fuel and expenses are logged against them in Dues and settled after every trip against receipts. This way the coordinator knows the actual cost of moving any materials to any site, and any expense overrun surfaces immediately.
The requesting party submits the request and does not coordinate with the driver directly — the coordinator is the single point of contact so instructions don’t conflict. Drivers update “Execution” cards continuously, and the site recipient signs “Delivery” only after inspection, never before. The coordinator reviews “Report” monthly, seeing the volume and cost of transport between every two sites and proposing what to consolidate or outsource to an external carrier.
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.
Logistics Coordinator
Receives requests and schedules them in “Scheduling”, assigning vehicles, drivers, and routes — the single point of contact for requesting parties.
Drivers
Execute trips and update “Execution” cards with trip status and loading photos, and settle their advances in Dues after each trip.
Site Recipients
Inspect goods on arrival and sign the “Delivery” report, documenting any shortage or damage on the card immediately.
Administrative Supervisor
Reviews “Cost” and “Report” monthly and compares internal transport costs against outsourced alternatives.
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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