Running 18 Tippers on WhatsApp Groups and a Shared Spreadsheet
Before discovering HaulageOps, this Queensland earthworks operator was coordinating 18 owned trucks and up to 6 external subcontractors through three fragmented tools: a heavily formula-laden Excel sheet, 8 different WhatsApp group chats, and paper carbon dockets collected weekly.
As project volume surged, the system collapsed under its own weight. Drivers lost paper weighbridge tickets in truck cabs. Subcontractors had no central schedule, leading to duplicate assignments. And compiling end-of-month client invoices required hunting down missing paperwork for 3 to 4 weeks — tying up over $240,000 in unbilled working capital.
“The thing that convinced me was the docket flow. A driver finishes a load, snaps a photo on his phone, and it shows up on my screen immediately. By the time I sit down to invoice at the end of the week, every single load is already reconciled.”
— Operations Director, Civil & Bulk Haulage Operator, QLD
What Changed Inside the Business
Hard operational results achieved within the first 60 days of going live on HaulageOps.
Invoice Cycle Turnaround
Dockets arrive digitally as jobs complete; invoice batches push straight to Xero.
Paper Dockets Eliminated
Drivers take photos in the cab; originals stay on site with zero lost paperwork.
Autonomous Subcontractor Portal
External subbies receive work, view Mapbox routes, and submit dockets independently.
Weekly Billing Preparation
What previously consumed an entire weekend is now audited and sent in under 20 minutes.
Client Self-Service Access
Head contractors download signed dockets directly instead of phoning the dispatch office.
CoR Safety Trail
Timestamped records of driver breaks, site arrival geofences, and load weights.
“I used to dread the end of the month. Now invoicing takes less than 20 minutes because the rates, dockets, and tonnages are already verified. We just push the batch to Xero and send.”
— Accounts & Operations Manager
Features Implemented for This Fleet
Admin & Dispatch Control Board
Daily job allocation to 18 owned trucks and 6 external subcontractors from one single master board with live GPS status.
Offline Driver Mobile App
Drivers accept jobs, record weighbridge load weights, photograph dockets, and collect signatures — even in low-reception quarry pits.
Dedicated Subcontractor Portal
Six external haulage contractors use the free browser portal to accept jobs and upload dockets directly with zero extra software seats.
Two-Way Xero Accounting Sync
Completed loads automatically generate Xero sales invoices matched against agreed client rate cards and generate subbie RCTIs.