White-Glove Fleet Onboarding

Live in 2 to 4 weeks.Zero disruption to daily dispatch.

You shouldn't have to pause your fleet to modernise your software. Our dedicated implementation team handles data migration, rate card building, and driver training so your trucks keep rolling.

2–4 Week Target Go-LiveZero Operational DisruptionFull Data Migration SupportDedicated Implementation LeadXero OAuth2 Sync IncludedDriver App Guides & Briefings
The Roadmap

Our 4-Phase Operational Rollout

A structured, low-stress implementation process proven with bulk haulage fleets.

PHASE 01Weeks 1–2

Operational Discovery & Rule Mapping

We analyze your existing workflow — client agreements, complex per-tonne rate structures, subcontractor pay rules, tip-site requirements, and invoice schedules. Your dedicated implementation lead builds your configuration to match exactly how you operate.

Key Outcomes:
  • Fleet & driver profile templates
  • Custom rate card mapping
  • Subcontractor terms setup
PHASE 02Weeks 2–3

Data Migration & Accounting Setup

You hand us your existing spreadsheets, CSV exports, or legacy TMS extracts. We clean, validate, and import your client registry, vehicle inventory, driver inductions, and subcontractor profiles, then connect your Xero organisation via OAuth2.

Key Outcomes:
  • Full customer directory import
  • Two-way Xero account mapping
  • Historical rate card loading
PHASE 03Weeks 3–4

Team Training & Driver Rollout

Hands-on, interactive training for dispatchers and office staff covering daily allocation, subbie delegation, and billing. We supply simple, visual quick-start guides for drivers to download the mobile app and log their first loads.

Key Outcomes:
  • Live dispatcher walkthrough session
  • Driver mobile quick-start guides
  • Subcontractor portal invite links
PHASE 04Week 4+

Parallel Run & Confident Cutover

We run HaulageOps alongside your existing setup for 5 to 7 days to give your team complete confidence before switching. Your implementation lead remains on standby with rapid check-ins during your first end-of-week billing run.

Key Outcomes:
  • Parallel reconciliation check
  • Official go-live transition
  • 30-day dedicated hypercare support
Structured Support

Tailored Onboarding for Every Fleet Size

Every implementation includes hands-on setup, custom rate card mapping, and training tailored to your fleet.

Growth & Established Fleets

Standard Fleet Onboarding

Ideal for operators running 15 to 40 vehicles looking to transition off spreadsheets and WhatsApp quickly without hiring technical consultants.

What's Included as Standard:
  • Dedicated Implementation Specialist guiding your team end-to-end
  • Full data migration assistance from spreadsheets, CSVs, or legacy software
  • Setup of customized per-tonne, hourly, and per-load rate cards
  • Subcontractor portal configuration with zero per-seat fees
  • Direct two-way Xero OAuth2 integration and invoice line mapping
  • Live video training session for dispatchers and office administrators
  • Step-by-step driver onboarding guide for iOS and Android app install
  • 1-week parallel run support followed by 30-day priority hypercare
Large Fleets & Multi-Depot

Enterprise & Custom Scope

Designed for heavy hauliers running 50+ assets, complex multi-entity companies, or fleets migrating off legacy on-premise TMS databases.

Everything in Standard, plus:
  • Everything included in Standard Fleet Onboarding
  • Extended discovery for multi-depot, multi-branch, or multi-entity fleets
  • Custom delivery docket and proof-of-delivery PDF templates
  • High-volume data migration from existing enterprise ERP/TMS databases
  • Client portal branded onboarding for your major head contractors
  • Optional on-site dispatch and driver training sessions
  • Custom SLA agreements and 90-day executive hypercare period
Implementation Answers

Frequently Asked Implementation Questions

Do we need to stop running trucks while implementing HaulageOps?
Absolutely not. Our parallel-run methodology ensures you keep dispatching through your existing setup while our team configures HaulageOps in the background. The final cutover is a deliberate, smooth transition — typically at the start of a fresh billing week.
What format does our current data need to be in?
Simple Excel or Google Sheets spreadsheets are completely fine. We supply clean intake templates for your clients, vehicle assets, driver inductions, and rate cards. Our team handles the sanitisation and database import so you don't have to re-type records.
How difficult is it for truck drivers to learn the mobile app?
The HaulageOps driver app was designed specifically for drivers with varying tech comfort. It takes less than 5 minutes to learn: open the job, tap 'En Route', tap 'On Site', snap a photo of the weighbridge docket, and collect a signature. It works 100% offline in quarry pits.
Do external subcontractors have to install complicated software?
No. The Subcontractor Portal is a lightweight, responsive web application. Subbies receive a secure SMS or email link to view assigned loads, accept jobs, view Mapbox routes, and upload weighbridge dockets from any smartphone browser without installing anything.
What ongoing support is provided after go-live?
Every customer has direct access to our specialist support team with 1 business day email and phone turnaround, alongside continuous platform updates, automatic cloud backups, and scheduled quarterly operational reviews.
Start with Certainty

Plan your 2-to-4 week cutover today.

Book a 20-minute operational walkthrough. We'll map your existing tools and chart a seamless transition timeline tailored to your fleet.