Logistics

Freight orders, trips and carriers in one place

The OrgLines logistics module takes a freight order from the first request to closed paperwork: carrier batches, one trip per truck, weights and loss, trip documents, registries and invoices. Every total is calculated on the server from the trips, so two dispatchers never end up with two different numbers.

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Who it is for

Freight forwarders working with hired carriers
Carriers with their own trucks, trailers and drivers
Grain and bulk cargo: tonnes, weighbridges, loss norms, elevators and ports
Teams where several people handle one order: sales, carrier sourcing, dispatch and accounting

Everything starts with the freight order. A manager creates it with the customer, your own legal entity, the cargo, the planned tonnage, the loading window, the loading and unloading places and two rates per tonne: what the customer pays and what the carrier gets on this particular order. From the order come carrier batches (one per carrier engaged), trips (one per truck that actually arrived) and invoices. The order card shows how many tonnes are already closed out of the plan and how many remain.

Work is split by role. Each order has two seats, senior logistician and dispatcher, and it cannot move on until both are filled. Role desks show every person the rows that are waiting for them: sourcing for the carrier manager, batches for the senior logistician, today's trucks for the dispatcher, invoices and payments for the accountants. The head of logistics sees everything and changes nothing.

How an order moves through the module

01
Create the order

Pick the customer from your organizations and your legal entity, which decides whether invoices carry VAT. Pick a place from the places directory and its address, contact and hours fill in. Enter the rates, the planned tonnage and the loading window.
02
Find carriers

The sourcing queue lists orders whose planned tonnage is not yet covered by carrier batches. When you pick a carrier you see its type, status, rating, contract and phone, and a warning if its rate is above the customer rate. The new batch goes to the senior logistician's queue.
03
Put trucks on the road

Create one trip per truck. Choosing the order pulls in the cargo, planned and remaining tonnage, loading window, loss norm, points and distance. Choosing the truck pulls in registration documents, capacity and the driver's licence with its expiry date. The driver gets the route and trip files in Telegram.
04
Record weights and the TTN

Enter the loading and unloading weights. Loss is calculated from the two weighings and compared with the agreed norm. A trip cannot be completed until it has an unloading weight and a TTN number. An uploaded scan alone is not enough.
05
Close the registry

Closing a registry fixes which trips it contains and their totals. The head of logistics or a senior logistician approves it, and only then can it be invoiced. Incomplete trips can be left out, and their tonnage stays open on the order.
06
Invoice, get paid, close

The chief accountant issues the invoice from the approved registry and records payments on the same screen. Carrier invoices go through advance and final settlement. Nobody sets «completed» by hand: the system sets it once the customer has paid, the customer has the documents, carrier batches are closed and the TTN originals are back.

What you can do

Freight order card

Customer and carrier rates per tonne, a switch for whether the rate includes VAT, a checked loading window and a list of trucks you fill in as they are found. You can save a row with just one known field.

Your own statuses and cancellation reasons

Company statuses sit on top of the standard order stages, and you can start from a ready-made set. Cancellation reasons are a directory with codes. An order cannot be cancelled without a reason, so a month later «Cancelled» still explains something.

Carriers linked to organizations

Tax ID, phone, contract, bank details and director come from the carrier's organization card, so nothing is kept twice. You can create a carrier with three fields and add the rest later. A tax ID mismatch is flagged.

Carrier call list

The «Calls» tab shows who to call today. Dates of the first, last and planned call are taken from the call log. A carrier without a next step returns to the list and does not disappear.

Contracts and insurance with expiry warnings

Record a contract's validity period and the carrier's insurance policy and attach the scan. A warning appears 30 days before expiry. An expired contract does not block a batch automatically: the manager makes that call.

Fleet, trailers and drivers

Trucks, trailers and drivers are attached to their carrier. The driver card holds the licence with its expiry date, shown as a chip when it has expired. You can import the fleet from a file: map the columns, preview new, updated and conflicting rows, and nothing is written until you press «Apply».

Weights, loss norms and claims

Loss norms are set per crop and can be narrowed by truck type. Quality at acceptance is recorded separately, as a discount and not as physical loss. A claim against a carrier is created from the «Loss vs norms» report. It does not stop the settlement and becomes a minus line in the amount payable.

Downtime and demurrage

Downtime starts when the driver taps «I'm on site» and stops at «Released». Trucks without the bot can be timed by hand. Free hours and the demurrage rate per hour come from the customer's terms, and you decide who pays.

Places and terminal slots

Loading and unloading places carry their own instructions, so the instructions stay with the place and not with an order. For ports and elevators you record the daily quotas the terminal gives per time window and see which windows are already full.

Search across everything

Find a TTN number, a licence plate, a driver's name or an order or trip number. The search runs on the server over the whole base, including the archive that the desks no longer show.

History, comments and audit

Every field change, batch step and assignment is written to the order history. Comments keep the reason behind a decision, such as why the rate went up or the carrier changed. A mention turns a comment into a notification. The change log can be exported.

AI assistant and MCP

The AI assistant and external agents such as Claude can list and create freight orders and trips, assign crews, change trip status, record weights and read a dispatch summary. Writes that matter are only proposed, and you confirm them.

Documents, envelopes and registries

Documents are stored with versions: uploading the same name and type creates a new version, not a second file. Each trip has its own document set. The document date is the one printed on the paper, not the upload date. Files can be sent to the customer or carrier by email straight from storage, without downloading them again.

Paperwork is grouped into envelopes: one customer envelope per order and one carrier envelope per batch. The accountant marks when the TTN originals were sent and when both sets came back, so a batch whose money is settled but whose paper is still on the road stays visible.

Document types include the TTN at loading, the TTN with unloading marks, the weighbridge receipt (gross, tare, net) and photos from the road.
Documents are generated from templates with automatic numbering. A readiness check first shows which fields would print as blanks.
Carrier documents use the price agreed with that carrier. Templates list every field with a sample value and its source, so you can edit them yourself.
A registries overview shows every order's registry with its state, signatures and discrepancies against the batch data.

Money on every order

The customer invoice is created from the order: the customer, VAT rate and VAT direction are taken from it, and the server calculates amount, VAT and total. The invoice window does not create the act of completed work. Your accountant prepares it and files it to the order. If you need line items or a different template, the full invoice editor is one click away.

The finance desk for the chief accountant has queues for invoices to issue, invoices due, overdue invoices (oldest first), carrier advances, final settlements and closed payments. Invoices can be filtered by your selling legal entity. People whose logistics role has no access to money see the queues and deadlines, but not the amounts.

A customer card holds the terms you work on: payment deferral, credit limit, free downtime hours and the demurrage rate. A blank field means «not agreed», while zero is a real term.
Carrier invoices are credited to the carrier through its organization in the CRM. You set the link once, when you enter the first invoice from that carrier.
The contract with your legal entity decides whether its invoice and act print with or without VAT.

Roles, queues and handover

The roles are orders manager, carrier manager, senior logistician, dispatcher, accountant, chief accountant and head of logistics. A role decides two things: which queues and sections a person sees in the module menu, and how far their list of rows is narrowed. «Mine and unassigned» means a person sees their own rows and those nobody has taken yet, so a new order never becomes invisible to everyone.

«My queue» collects overdue rows from all queues, not only the open one. When someone goes on holiday or leaves, their portfolio can be handed to a deputy, either until a date or for good.

On handover, queues, buttons and notifications move to the deputy, and the order card shows who handles it and on whose behalf.
History is not rewritten: everything done stays with its author, and the record of who earned on the order does not change.
Order participants record who earned the order, which is the basis for pay. They do not affect access.
Staff can link their own Telegram to get notifications about their orders, with a daily digest, a personal quiet window and an escalation to the head that cannot be switched off.

FAQ

Questions about Logistics

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Do drivers need an OrgLines account?

No. You send the driver an invite link to the logistics Telegram bot. The driver shares a phone number, and the bot matches it with the driver card. The driver receives routes and sends TTN photos from the chat.

Can one order have several carriers?

Yes. Each carrier on an order gets its own batch, and each truck gets its own trip. The order stays in the sourcing queue until its planned tonnage is covered by batches.

How is the margin of an order calculated?

Revenue excluding VAT minus the money owed to carriers on trips that were not cancelled. The server calculates it from the trips, and it cannot be edited on the card.

Is the logistics module connected to invoices and payments?

Yes. Customer and carrier invoices belong to the order. Receivables and payables, payments and overdue amounts are shown per order and per carrier. The full invoice list with line items and credit notes lives in the Invoices section.

Does it prepare the act of completed work?

The invoice window creates only the invoice. The act is prepared by your accountant and filed to the order. Registries can be printed with an «Annex to Act No.» header, and other documents are generated from your templates.

What happens when a carrier contract expires?

A warning appears 30 days before the end date, and the same applies to an expired insurance policy. The system does not block the batch automatically. The manager decides, and trips dated after the expiry are worth checking.

Guides on this topic

What is chargeable (volumetric) weight?

Chargeable weight is the weight a carrier bills you for: the greater of the shipment's actual gross weight and its volumetric weight. Volumetric weight turns the space a shipment takes into kilograms using a conversion factor from the carrier's tariff, so light but bulky goods are charged by volume and heavy, dense goods by their real weight.

How to handle freight claims and deduct them from the carrier payment

Agree a loss norm, a valuation price and a right of set-off in the carrier contract; weigh the cargo at loading and unloading; calculate only the shortage above the norm; send the carrier the claim with evidence; then deduct the agreed amount as a separate minus line in the final payment and pay the rest on time instead of holding the whole invoice.

How to calculate the margin of every freight order

What makes up the margin of a freight order, why monthly totals hide losing routes and how to see margin per order in OrgLines.

Warehouse bin locations: how to organise storage so everything can be found

What bin-location storage is, how to name zones, racks and bins, and how to keep stock by location, batch and unit in OrgLines.

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