HaulageOps Implementation Checklist

Account created and admin login shared — your HaulageOps environment is provisioned

Client list prepared — company name, ABN, billing contact, email for all active clients

Driver list prepared — full name, licence number, licence expiry, medical expiry, phone number

Truck/fleet list prepared — registration, make/model, type (tipper, semi, etc.), GVM, registration expiry

Supplier/quarry list prepared — name, address, contact for material suppliers you use regularly

Subcontractor list prepared — company name, ABN, insurance expiry, driver and truck details

Data imported into HaulageOps — clients, drivers, fleet, suppliers and subcontractors loaded

Rate card for each client prepared — rate type (per tonne/load/hour), rate amount, any variations by material or site

Rate cards configured in system — linked to each client record and verified against your current schedules

Xero account ready — Xero account admin access available for OAuth2 connection

Xero integration connected — OAuth2 authenticated, account codes and contacts mapped

Test invoice reviewed — dummy invoice created and verified in Xero before going live

Admin portal training session completed — job creation, dispatch view, docket management, reporting

Admin team can create and dispatch a job independently — verified in a practice run

Admin team can generate and review an invoice — from dockets to invoice to Xero, end-to-end

Subcontractor portal walkthrough completed — how subs receive jobs, submit dockets, see their allocations

All drivers have smartphones capable of running the app — iOS 14+ or Android 10+

Driver app download links distributed to all drivers

Driver training session completed — accepting jobs, completing dockets, photographing weighbridge, logging breaks

Each driver has completed a test run — accepted a test job, entered a docket, uploaded a photo

Test dockets verified in admin portal — confirm driver submissions are appearing correctly

Go-live date confirmed — agreed with HaulageOps team and communicated to drivers and admin

Subcontractors notified — subs who receive jobs through you are aware of the new system

Old system freeze date set — final date for entering data into spreadsheets or old system

Go-live support confirmed — HaulageOps account manager available during first week of live operations

First live jobs dispatched through HaulageOps — real jobs, real clients, real dockets

Dockets reviewed daily for the first week — confirm completeness and accuracy before invoice run

First invoice run completed — invoices generated, reviewed and pushed to Xero

Invoices verified in Xero — correct line items, account codes, client contacts

30-day check-in scheduled — review of how the system is working and any config adjustments