Logistics & freight forwarding

One system from client request to paid trip

In a forwarding company the day is a string of calls, trucks, weighbills and payments that usually live in different places. OrgLines keeps them on one freight order, so the team sees whose move it is, the owner sees the margin, and nothing depends on one person's memory.

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Who it is for

Freight forwarders working with hired carriers
Carriers with their own trucks and drivers
Grain and bulk cargo logistics with weighbridges, loss norms, ports and elevators
Owners who want to see margin and debts without asking each manager

A typical picture: requests come in by phone, email and ads, and the carrier list sits in a spreadsheet that one manager keeps up to date. Drivers send TTN photos to a messenger, the accountant finds out about a finished trip a week later, and nobody can say quickly how much the company earned on a given order. When the person who ran an order goes on holiday, the order waits for them.

OrgLines connects the parts a forwarder already has. Requests go through the Lead Center and CRM, orders, carriers, trucks and trips through the logistics module, and invoices and payments through the finance desk. Drivers work through a Telegram bot. Each person has a queue that shows what is waiting for them, and the owner has reports on turnover, margin, on-time arrival and debts.

You do not have to switch everything on at once. Many teams start with orders, carriers and trips, connect the drivers' bot in the first week, and move invoicing into OrgLines later. Your statutory accounting can stay where it is.

From a client request to a paid trip

01
A request comes in

Leads from Meta forms, your website and email land in the Lead Center. A qualified request becomes a client in the CRM and a freight order with rates, tonnage and a loading window.
02
The carrier manager fills the tonnage

The day starts with the call list. Orders with uncovered tonnage wait in the sourcing queue, and the system warns before you book a carrier above the customer rate.
03
The dispatcher runs the trucks

One screen shows today's trucks with their weights, TTNs and registries. Drivers get the route in Telegram and send photos back, and the photos land on the right trip.
04
The senior logistician signs off

Closed registries wait for approval by the senior logistician or the head. Shortage over the norm turns into a claim that reduces the payment to the carrier.
05
Accounting closes the money

The chief accountant issues invoices from approved registries, records payments, pays carrier advances and final settlements, and tracks the TTN originals until they are back.

What you can do

Requests from every channel

Leads from Meta forms, your website and email come into one Lead Center, and new leads can be pushed to Telegram, so a request is not left waiting until someone checks the inbox.

Always clear whose move it is

Every order has a senior logistician and a dispatcher assigned, and each role has its own queue. An order cannot quietly stall between two people.

A carrier base that belongs to the company

Carriers, their contracts, trucks and drivers are kept in the system, with a call history and the next planned call. When a manager leaves, the base stays.

No loss-making loads by accident

When a carrier's rate is above the customer rate, the system says so before the batch is created. If the customer rate includes VAT, it tells you to compare the two yourself and does not claim a margin.

Drivers in Telegram

Drivers join by an invite link and get the route and trip files in the chat. They send TTN photos and start the downtime clock with one button, and none of them needs an account.

Shortage disputes settled by numbers

Loss is calculated from the loading and unloading weights and compared with the agreed norm for the crop. A claim goes into the carrier settlement as a minus line with its reason.

Paperwork that does not get lost

Customer and carrier envelopes, versioned documents and tracking of TTN originals until both sets are back. An order counts as completed only when the paper is in place too.

Fair bonuses

Order participants record who brought the client, who found the carrier and who ran the order. A report by participant shows everyone's results for the period.

An AI assistant for the office

Ask which orders are stuck, which trips lack documents or which clients have not paid. The assistant reads the dispatch summary and prepares changes for you to confirm.

Problems forwarders bring to us, and what changes

Most of the pain in a forwarding business is not missing software but information spread over people and chats. These are the situations OrgLines is built to remove:

«Who is handling this order?» The card shows the assigned roles, and after a handover it shows who is handling it on whose behalf.
A driver's licence expired before the trip. The expiry is shown on the driver card and again when you create the trip, because that licence goes into the TTN.
A contract ran out unnoticed. Contracts and insurance policies warn you 30 days ahead.
The TTN photo is somewhere in a chat. Photos from the bot land in the logistics inbox and are attached to the driver's active trip.
Nobody knows which originals are still out. The accountant's queue lists the batches whose originals were sent and have not all come back.
Two people have two different totals. Order sums are calculated on the server from the trips and cannot be typed over.

Money: from the rate to the margin

Each order carries two prices per tonne, one for the customer and one for the carrier. The difference is visible in the order list as the result. The customer is invoiced for the actually weighed tonnes, after the registry is approved. Carriers are paid through an advance and a final settlement, and claims reduce what is payable.

For the owner, the finance desk shows what is due, what is overdue with the oldest debts first, and what the company owes carriers. If you trade through several legal entities, invoices are separated by the selling entity, and that entity's VAT status decides how invoices and acts are printed. Customer cards keep the payment deferral and credit limit next to the current debt.

The team: roles without chaos

Orders manager, carrier manager, senior logistician, dispatcher, accountant, chief accountant and head of logistics each see their own desk and queue. The head has a read-only view of everything. Roles also decide who sees the money: a dispatcher can work the queues without seeing amounts.

Holidays and departures are normal events here. A portfolio is handed to a deputy until a set date or for good, and history stays with the people who did the work. Staff can get their own notifications in Telegram, with quiet hours and an escalation to the head for overdue work.

FAQ

Questions about Logistics & freight forwarding

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Can we keep our accounting program?

Yes. OrgLines covers operations and management finance, and statutory accounting can stay where it is, or you can connect Business Central. The act of completed work is prepared by your accountant and filed to the order.

Do drivers need full access?

No. Drivers use the logistics Telegram bot: they join by invite link, get routes and send TTN photos. Office staff get access by role.

We work through several legal entities. Is that a problem?

No. You pick your legal entity on each order and contract, and it decides whether invoices carry VAT. The finance desk can be narrowed to one selling entity.

How quickly can we start?

Carriers can be created with three fields and completed later, and the fleet can be imported from a file with a preview before anything is written. Order statuses can start from a ready-made set.

Can the owner see everything without being able to break anything?

Yes. The head of logistics role is read-only. If it is a person's only role, the server refuses any write from them.

What happens to orders when a manager leaves?

You hand the portfolio to another person with no end date. Queues, buttons and notifications move to them. History and the record of who earned on each order stay unchanged.

We run our own trucks and do not hire carriers. Does it fit?

Yes. Trucks, trailers and drivers are kept in the fleet directory, and trips, weights, documents, downtime and customer invoices work the same way. You simply use fewer of the carrier-side queues.

Guides on this topic

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.

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