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04:52Before dawn

Tuesday 13 Oct · Wingfield yard

Before the first truck starts, the whole day is already on the board.

FreightVIS runs the whole day in one system: the office, the drivers and your customers. Follow one day in a Wingfield yard, in seven moments, and see the screen each person uses as it happens.

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From $99 a month, priced on trucks, with unlimited team logins. No setup fee, no contract. See pricing

Screens on this page are rebuilt from the real app. People, trucks and numbers are made up.

05:15 to 05:30 · Wingfield · Shift and pre-⁠start

One tap starts the shift. One No grounds the crane truck.

Liam taps Start shift, and the same tap opens today’s timesheet. GPS tracking waits on standby until his first job timer. With break rules on, the card already says when his first rest break must start.

Item 15, the hook and safety latch, is critical. He answers No, adds a note and a photo, and confirms. S204 CRN is grounded: no job timer can start on it until it’s fixed, and the office is emailed.

Timesheets: every planPre-start: Pro planPre-starts and break reminders: switch on in SettingsLive GPS: Plus and Pro
  1. Shift on, GPS on standby
  2. Item 15 fails, marked critical
  3. S204 CRN grounded, timers blocked

05:15Start shift

Liam's phone at 05:15, just after Start shift: the shift card reads On shift, clocked on since 5:15 AM, with Break, Delay and End shift, and a banner saying his next rest break should start at least 15 min by 10:16 am. Under it, a strip reads GPS on standby: starts when you start a job timer.

05:30Liam's pre-start, S204 CRN

Liam's phone at 05:30: the Daily Pre-Start for S204 CRN, scrolled to the Crane section. Item 15. Hook and safety latch is marked critical and answered No, with the note "Latch spring snapped, latch hangs open" and a photo, and the submit bar reads Critical fail: will ground asset, Submit (grounds asset).

The office · Dispatch

Drag the job to a driver, then pick a truck that can go.

By 06:15 Jess has every driver on one timeline, Sophie's approved leave on her row, a held window for the Gillman lift, and S204 CRN in the Off the road strip, booked into the workshop at 05:43.

She drags the Mawson Lakes job onto Tom. The truck picker flags any truck that is grounded, booked in, out of rego or overdue for inspection. It warns but never blocks the assignment: Assign anyway is logged on the job. Overlapping jobs stack into lanes and the row grows to fit.

Every planDrag and drop on a computer or tablet
  1. Jess books S204 CRN into the workshop
  2. She drags the Mawson Lakes job onto Tom
  3. The truck picker flags the workshop and grounded trucks

06:15Phone: a list, no drag

The dispatch board on a phone at 06:15: the counts, the Off the road strip, a week strip with Tuesday 13 selected, and the Unassigned card with the Mawson Lakes job and the held Gillman crane lift. The driver cards follow below the crop.

06:16Tablet drop: 3 of 8 trucks

Three of the truck picker's eight trucks, as a drop on a computer or tablet opens it: S204 CRN flagged booked into workshop and grounded, S472 TFL selected and flagged booked into workshop, S205 HVM flagged inspection overdue, and the Assign anyway button. S472 TFL goes to the workshop at 15:00, after this job.

10:05 to 10:44 · On the road · Breaks and fleet tracking

Breaks before the breach. Every truck on one map.

At 10:05 Liam's card tells him to start a 15-minute break. He taps Break and his job timer pauses. On Pro, his work diary counts down to each fatigue limit. Reminders only warn, and the diary is a digital fatigue record, not an NHVR-approved electronic work diary.

Four trucks are out and Priya is held up at Dry Creek. When Port River Steel rings, Jess replays Tom's 6 am trip: route by speed, arrival, time on site. The Android driver app shares location only after the driver agrees, and only while a job timer runs (or on shift, if you switch that on). Nothing is kept off duty.

Live GPS: Plus and ProTrip history and work diary: Pro planBreak reminders: switch on in SettingsBackground GPS: Android driver appWork diary: not an NHVR-approved EWD
  1. Liam starts a break, his job timer pauses
  2. Four trucks on the map
  3. Jess replays Tom's 6 am trip

10:44Find a trip, JOB-482926

The same trip replay for JOB-482926 on a phone: the summary in three columns, and the top of the map with the speed coloured route, its three numbered stops and the S and E markers.

10:05Liam's phone

11:42 to 13:00 · Regency Park · Proof of delivery

Proof at the dock. A link for the customer.

At dock 3 Priya records the drop: recipient, photos and a signature. The time goes on the job, with her GPS location when the phone has a fix. Photos and the signature can be skipped. At 11:44 she completes the job, and the tracking link the office sent Mia reads Delivered: no login, no prices.

At 13:00 Hannah at Lonsdale Precast asks for tomorrow's load in the client portal. It arrives as Awaiting Approval, and the office schedules it. Her bookings show no driver, truck, price or internal notes. A depot's gate office can get its own arrivals board.

Proof of delivery: every planClient portal: Plus and Pro
  1. Priya records the delivery
  2. Mia's tracking link reads Delivered
  3. Hannah requests tomorrow's load

11:42 · Priya's phone, dock 3

Priya's phone at the Confirm step of Record Proof of Delivery for JOB-482913: recipient Mia Chen, the time, the GPS location with its accuracy, her notes, three photos and the signature, above a Confirm & Save button.

17:45 to 17:50 · The office · Timesheets and the numbers

Sign off the week, then read the margin.

Most of the hours Leah sends to Xero Payroll came from clock-on and clock-off, with the breaks taken out. Changing a clocked time needs the records to back it, or an owner or admin to approve it.

Pulse shows revenue, gross margin against a 30% target (once cost rates are set), on-time delivery and the diesel price. When diesel outruns the levy, Market Metrics suggests a new figure. It's a formula, not AI, and she changes the levy herself in Settings.

Timesheets: every planAnalytics and fuel levy: Plus and ProXero Payroll export
  1. Leah approves Ben's week
  2. She exports it to Xero Payroll
  3. She checks the margin and the fuel levy
The Timesheets page on a phone, scrolled to the stats: three timesheets pending approval, one exported to Xero and a 74% clocked share over eight weeks, over the Pending Approval queue and the toast 'Exported to Xero'.

17:50 · Leah's phone

End of day · Clock off

Everyone’s home. Nothing’s left to type up.

Liam ended his shift at 4:05 PM, and his clock times became his timesheet hours. His GPS went on standby when his job timer stopped. Off duty, no position is kept.

At 6:10 PM the board is done, and Leah has put tomorrow’s jobs on it.

  1. Liam ends his shift, GPS already on standby
  2. Last truck in, none active on the map

Knock off on time.

Priced on trucks, not people: every plan has unlimited team logins, drivers and office alike. Billed monthly or yearly by card, with two months free on yearly. No setup fee, no contract, and no free trial.

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  • Starter

    Up to 5 trucks

    $99a month

  • Plus

    Up to 10 trucks

    $299a month

  • Pro

    Up to 25 trucks

    $599a month

    Work diary: a digital fatigue record, not an NHVR-approved EWD.

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Questions operators ask

What does FreightVIS replace, and do I throw out my whiteboard, spreadsheets and accounting system?

FreightVIS keeps your jobs moving in one place, from quote through schedule, in progress, delivered, and invoiced. Use the drag-and-drop dispatch board to replace the dispatch whiteboard, job spreadsheets, and paper run-sheets, while also handling manual re-keying of jobs into your accounts. Open any job's route on a map. Your accounting system stays, and FreightVIS feeds Xero or MYOB, so you don't have to re-enter invoices.

We only run a handful of trucks. Is this overkill for a small fleet, or only worth it for the big operators?

It's built for fleets from a few trucks to a few hundred, and the plans scale up as you add trucks, drivers, clients, and jobs. A single owner getting off spreadsheets and paper run-sheets fits comfortably on the smallest plan, so you're not paying for scale you don't use. Get in touch via the Contact page to take a look at the platform, and we'll walk you through which plan best fits your operation.

What does the driver get on their phone, and does it keep tracking with the screen off or in a black spot?

Drivers use a dedicated mobile app, while you run the office side in any web browser. The app shows assigned jobs and captures proof of delivery in a few taps: the recipient's name, photo, on-screen signature, and a GPS-stamped location and time. Because location is recorded by the phone's operating system, it keeps reporting even with the screen off or the app closed, which a website-only app can't reliably do. In patchy or no signal, fixes are stored on the phone and sent through once signal returns, and pre-start checks and the work diary are built offline-first so they're completed in the yard and uploaded later.

After the day's done, can I see where a truck actually went and prove it to a client querying a delivery?

Yes. Trip & Shift History replays a completed job's route, colour-coded by speed, showing each stop and how long the truck sat there. It also gives a driver's full-shift breakdown of transit time versus breaks, with totals. Proof of delivery is stored against the job with the recipient's photo, signature, and a GPS time-and-place stamp, and you can export to CSV, so a 'we never got it' or dwell-charge dispute gets a record to send rather than an argument.

Exactly what syncs with Xero and MYOB, and does it go both ways?

For Xero, the flow is two-way: charges from a job push across to create the invoice, and Xero sends back the invoice status, totals, and payments. When an invoice is approved in Xero, the linked job automatically moves to 'invoiced' here. Timesheets also feed Xero Payroll, and you can search for your existing Xero contacts and add them as clients. MYOB is one-way: FreightVIS creates the invoice in MYOB from your job charges, but status and payments don't flow back. If MYOB is your package, talk to the team about how it fits your workflow.

Does a failed pre-start really stop a truck, and will the work diary hold up at the roadside?

A failed critical pre-start item raises an open critical defect and grounds that vehicle. The system blocks anyone from starting a job timer until an admin resolves the defect and alerts the office, so it's a real gate, not a tick-box. It also works offline in the yard. The work diary records each duty change with time, place and vehicle, runs the work/rest counting rules for Standard Hours, BFM and two-up, and has a roadside Compliance View that shows the inspector the 24-hour timeline, totals and breaches while deliberately carrying no rates or client information. One honest caveat: an electronic work diary can only legally replace the paper diary if the NHVR has formally approved the specific device. So treat ours as a digital fatigue record and management tool, and raise certified-EWD requirements with us before you sign up.

Who owns our data, can one operator's data leak into another's, and can we get it all out if we leave?

Your data is yours. Every record is tagged to your organisation and isolated at the database level, so no other operator on the platform can read your jobs, clients, or driver locations. Within your business, 6 roles control access, from read-only client to owner, and owners and admins must sign in with an authenticator app code. If you ever leave, we provide owners and admins with a complete export of your records as CSV files: clients, drivers, vehicles, jobs, charges, and timesheets. There is no exit fee, and we do not hold your records to ransom.

What does it cost, is there a trial, and am I locked into a contract?

Pricing is on the Pricing page: Starter $99, Plus $299, and Pro $599 a month, priced per truck with unlimited drivers, office logins, and client portal users on every plan. We quote a Fleet plan per truck for 25+ trucks. Billing is monthly or yearly by card through Stripe, and yearly is two months free. There's no free trial; instead, you get a walkthrough and a real onboarding so you can decide before you commit. You're not locked into a contract either: cancel from billing settings, and your access runs to the end of the billing period.

How hard is it to switch over, how soon are we live, and who do I call if it breaks?

You don't need to re-type everything: a built-in import wizard takes a CSV from your current system, matches the columns, shows a preview, and flags exactly which rows need attention. Once Xero is connected, you can search for your contacts and add them as clients, with duplicates linked automatically. Most operators are up and running within a day: a setup wizard gets the basics in, a dashboard checklist tracks what's left, and drivers open the app and see their jobs while you build out the full fleet and client list over time. Support comes from the people who build it, via the Contact page or email, and is faster on Plus and Pro.