Generate the transport document from the invoice, with the vehicle number added at the gate.
The transport document module takes the invoice or delivery note you have already raised and prepares the consignment details for the movement. The vehicle number goes in last. Where a tax authority requires an electronic transport document, it is generated through a provider connected for you, with the number and validity stored against the record. Your accountant advises which movements need one.
The driver waits at the gate. Somebody opens an authority portal on a laptop, retypes the invoice, looks for the transporter details, and finds the vehicle number written on a slip of paper. That is a long wait for one consignment. The dock plans around it.
Because the invoice already exists in the system, the consignment part of the work is done before the truck is even loaded. The gate adds the vehicle number. The document, its validity and the transporter are stored with the invoice, which matters when a vehicle is stopped and somebody calls the office.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- Retyping on the authority portal
- A transporter diary
- A phone call for vehicle numbers
- A separate sheet of movements
The problems this is meant to ease.
What transport documents does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Deciding which movements apply
We meet your accountant and the despatch team. You provide recent invoices and delivery notes. A written note returns, listing which movements need a document.
Provider connection
An approved provider is connected on your behalf. You supply the business registration details. A sample document appears on a test record.
Master data
Transporters and item codes are loaded. The accountant confirms a sample of codes. Corrections go in before live use.
Trial at the loading bay
A handful of real consignments are prepared alongside your current method. The clerk notes any slow step.
Switching over
Clerk and accounts staff practise on the screens. The authority portal stays available as a fallback.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Consignments moved without a stored document
- Documents cancelled or rejected, with reasons
- Documents nearing the end of validity while goods are on the road
- Invoices waiting for a vehicle number
- Entries corrected after generation
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Invoice management
- Warehouse transfers
- Job work management
- An approved electronic document provider
- Your accounting software
Products that include it.
How we would put it in.
Questions owners ask about transport documents.
When does a movement need a transport document?
That depends on the rules where you trade, including value limits, goods and distance, and those rules change. Advice on tax and compliance comes from your own accountant; the software supplies clean data. The software records and prepares data, but it gives no tax or legal advice and files nothing without your approval. Ask before you dispatch.
What if the vehicle breaks down and the document is running out?
An extension can be requested from the authority system where the rules allow it, and the module keeps the consignment ready for that request. Without that permission, no software helps. Your transporter and accountant decide.
Can we generate one for goods going out for job work?
Once set up, yes, it works from the delivery note rather than an invoice, since nothing has been sold to anyone. The material sent and the material returned stay linked to that delivery note, so the job can be closed cleanly later. No invoice is raised.
Does it work with what we bill on today?
It needs to reach the invoice. Where you bill in separate accounting software and despatch from a warehouse, the module usually sits where the despatch happens, so the gate clerk can see it and act on it. We set it up remotely, anywhere.
What are the cost drivers for transport documents?
Provider connection, the number of dispatch points and the link to billing drive it. Job work and transfers add scope. After your movements are read, the quotation shows each item. Any item may be removed.
What sets the set-up timeline?
It rests on how fast the provider details and item codes are settled. Preparation of the document, vehicle entry and validity flags make up the release you can use. Registration details and codes come from you. The proposal states dates.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle transport documents today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements