About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
About 200 trips a month. Customers call for status, the office calls the driver, then calls the customer back.
Freight bills are raised only after the paper POD arrives at the office, sometimes a week after delivery.
What we build
- 1
Status from GPS
Truck GPS data feeds a trip sheet. Customers get a WhatsApp update at loading, en route and delivery.
- 2
POD by photo
Drivers send a photo of the signed POD on WhatsApp. It is saved against the trip automatically.
- 3
Bills drafted on delivery
Once the POD is in, the freight bill is drafted for accounts to check and send.
Before and after
| Step | Before | After |
|---|---|---|
| Status calls | About 6 per trip | Automatic updates |
| POD to office | Days, by post or hand | Same day photo |
| Raising the bill | After paper POD arrives | Drafted on delivery |
Where a person stays in control
Accounts checks every bill before it goes out. Breakdowns and delays are handled by the office on the phone.
Running cost
Roughly ₹5,000–9,000 a month for messages, GPS data access and hosting.
Tools
- Truck GPS provider
- WhatsApp Business API
- Tally or the billing software
- Google Sheets
- n8n
How the numbers work
- 200 trips × 6 status calls × 3 minutes = 60 hours a month.
- POD handling and filing: 200 × 10 minutes ≈ 33 hours.
- Drafting bills: 200 × 8 minutes ≈ 27 hours.
- Office time costed at ₹300 an hour: 120 × ₹300 = ₹36,000.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.