Fleet Management System connects vehicle and driver readiness to the freight loads a transport team plans and delivers. Dispatchers record the promised delivery time, equipment requirement, transport partner and accountable owner, then prepare ordered stops and driver/vehicle assignment intervals.
Loads in one list
The Transport Supervisor independently reviews the submitted maintenance revision and evidence before authorizing release.
Every feature works on the same records. Pick one to see the screen your team works in.
Give each load a promised delivery time, ordered stops and an accountable Dispatcher.
Loads
| Record number | Subject | Owner | Counterparty | Promised delivery at | Actual pickup at | |
|---|---|---|---|---|---|---|
| LDS-89371 | Cedarline paper to Reno depot | Fatima Hassan | North Basin Carriers | 23 Oct | 28 Oct | |
| LDS-36506 | Cold produce to Northside market | Dario Mensah | Blue Quay Delivery | 30 Oct | 06 Nov | |
| LDS-27186 | Machine parts to Eastbank plant | Samir Rahman | Westvale Trucking | 15 Oct | 21 Oct | |
| LDS-69324 | Office furniture to Harbor Point | Kenji Mori | Westvale Trucking | 29 Oct | 01 Nov | |
| LDS-57164 | Dry goods to West Valley hub | Priya Shah | North Basin Carriers | 15 Oct | 21 Oct |
Check driver eligibility, vehicle readiness and assignment intervals before committing the load to movement.
Vehicles
| Vehicle code | Equipment class | Capacity LB | Active | Readiness | External fleet ID | |
|---|---|---|---|---|---|---|
| TRAC-012 | 53-ft dry van | 670 | Yes | Ready | FLEET-TRAC-012 | |
| REEFER-007 | 26-ft refrigerated | 530 | No | Held | FLEET-RF-007 | |
| BOX-004 | 24-ft box truck | 290 | Yes | Maintenance | FLEET-BOX-004 | |
| TRAC-018 | 40-ft flatbed | 230 | No | Ready | FLEET-TRAC-018 | |
| FLAT-003 | High-roof cargo van | 680 | Yes | Held | FLEET-FLAT-003 |
Follow the checked assignment through actual pickup, stop activity and delivery against the original promise.
Loads
| Record number | Subject | Counterparty | Owner | Promised delivery at | Actual pickup at | |
|---|---|---|---|---|---|---|
| LDS-51127 | Cedarline paper to Reno depot | Cedarline Haulage | Ana Ribeiro | 16 Oct | 19 Oct | |
| LDS-40873 | Cold produce to Northside market | Westvale Trucking | Dario Mensah | 23 Oct | 25 Oct | |
| LDS-70591 | Machine parts to Eastbank plant | Harbor Ridge Freight | Luis Navarro | 15 Oct | 18 Oct | |
| LDS-36451 | Office furniture to Harbor Point | Harbor Ridge Freight | Imani Okafor | 13 Oct | 15 Oct | |
| LDS-31170 | Dry goods to West Valley hub | Harbor Ridge Freight | Ana Ribeiro | 30 Oct | 05 Nov |
Submit maintenance evidence for an independent decision before relying on the vehicle's release.
Approval waits for the transport supervisor
| Parent | Vehicle code | Service type | Odometer miles | Next due | Organization | |
|---|---|---|---|---|---|---|
| Office furniture to Harbor Point | TRAC-012 | Oil and filter change | 350 | 01 Nov | Stonepath Freight LLC | |
| Medical supplies to Ridge clinic | REEFER-007 | Brake inspection | 840 | 14 Oct | Stonepath Logistics LLC | |
| Office furniture to Harbor Point | BOX-004 | Tire rotation | 300 | 03 Nov | Stonepath Freight LLC | |
| Medical supplies to Ridge clinic | TRAC-018 | Refrigeration unit service | 230 | 24 Oct | Stonepath Holdings LLC | |
| Packaging stock to Southport | FLAT-003 | Annual safety inspection | 860 | 03 Nov | Stonepath West LLC |
Review the remaining load scope before correcting or canceling work and retain the original evidence.
Loads
| Record number | Subject | Counterparty | Promised delivery at | Actual pickup at | Actual delivery at | |
|---|---|---|---|---|---|---|
| LDS-73604 | Cedarline paper to Reno depot | Harbor Ridge Freight | 14 Oct | 18 Oct | 21 Oct | |
| LDS-35384 | Cold produce to Northside market | Cedarline Haulage | 15 Oct | 20 Oct | 22 Oct | |
| LDS-89567 | Machine parts to Eastbank plant | Southport Transfer Co. | 26 Oct | 29 Oct | 31 Oct | |
| LDS-31880 | Office furniture to Harbor Point | Blue Quay Delivery | 28 Oct | 03 Nov | 12 Nov | |
| LDS-47728 | Dry goods to West Valley hub | Silver Pine Logistics | 24 Oct | 27 Oct | 01 Nov |
Trace each operating action to its revision, result and authoritative evidence before resolving a discrepancy.
Operation receipts
| Parent | Operation key | Action | Expected revision | Result state | Occurred at | |
|---|---|---|---|---|---|---|
| Cedarline paper to Reno depot | load-dispatch-20261015-01 | Dispatch load | 790 | Failed | 30 Oct | |
| Packaging stock to Southport | vehicle-release-20261014-03 | Record pickup | 200 | Needs review | 30 Oct | |
| Packaging stock to Southport | pod-accept-20261013-02 | Confirm delivery | 200 | Failed | 30 Oct | |
| Office furniture to Harbor Point | stop-arrival-20261012-04 | Release vehicle | 540 | Needs review | 17 Oct | |
| Medical supplies to Ridge clinic | defect-close-20261011-01 | Close defect | 700 | Failed | 29 Oct |
Ready fleet to delivered load ships ready to use. One step needs a named approval before the work moves on: Approve maintenance release (Transport Supervisor).
Record the delivery promise, equipment requirement, transport partner and ordered stops.
Review driver eligibility, vehicle readiness and conflicting intervals before confirming the arrangement.
When release after maintenance is required, review the current plan against actual service evidence.
Record physical pickup and the authorized dispatch result while retaining the original promise.
Retain the recipient's actual delivery time and supporting stop evidence.
Inspect unresolved action results and confirm the expected effects with their authoritative source.
Open any load to see its load assignments, the roles that work on it, its process stages and its approvals on one page.
Organization, Owner, Counterparty and Equipment class.
Each line is linked to this load.
Admin, Dispatcher and Transport Supervisor, each with their own permissions.
Plan the load and Prepare maintenance review, with the role that acts.
Approve maintenance release, with who decides.
Stonepath Cold Chain LLC · Draft
| Load | Driver | Vehicle |
|---|---|---|
| Packaging stock to Southport | Priya Shah | Reefer trailer 5, 48-ft |
| Cold produce to Northside market | Owen Clarke | Box truck 4, liftgate |
| Cedarline paper to Reno depot | Luis Navarro | Box truck 11, 24-ft |
The Transport Supervisor reviews submitted maintenance release and authorized corrections. The person preparing the request should not substitute their own decision for the independent review.
Signed in as Transport Supervisor
| Decision | Approver | |
|---|---|---|
| Approve maintenance releaseWhen release after maintenance is required, review the current plan against actual service evidence. | Transport Supervisor | |
| Approve maintenance plans, Loads | Transport Supervisor |
Everyone opens Fleet Management System to the work that is theirs. Pick a role to see what it starts with.
Maintains operating organizations, authenticated team membership and scoped access configuration.
Plans loads, checks assignment feasibility and submits maintenance release work before dispatching the intended scope.
This is the first screen this role sees.
Load stops · Dispatcher
| Parent | Line number | Stop sequence | Address | Window start | Window end | |
|---|---|---|---|---|---|---|
| Packaging stock to Southport | 150 | 80 | Cedarline mill, 14 Mill Road | 24 Oct | 31 Oct | |
| Dry goods to West Valley hub | 840 | 50 | Reno depot, 80 Freight Way | 30 Oct | 06 Nov | |
| Packaging stock to Southport | 630 | 60 | Northside market, 6 Willow Lane | 23 Oct | 01 Nov | |
| Cedarline paper to Reno depot | 710 | 70 | Eastbank plant, 210 Foundry Street | 24 Oct | 31 Oct | |
| Office furniture to Harbor Point | 910 | 90 | Harbor Point office, 45 Pier Road | 21 Oct | 29 Oct |
Independently reviews maintenance release and authorized corrections while overseeing unresolved operating outcomes.
This is the first screen this role sees.
Load stops · Transport Supervisor
| Parent | Line number | Stop sequence | Address | Window start | Window end | |
|---|---|---|---|---|---|---|
| Packaging stock to Southport | 150 | 80 | Cedarline mill, 14 Mill Road | 24 Oct | 31 Oct | |
| Dry goods to West Valley hub | 840 | 50 | Reno depot, 80 Freight Way | 30 Oct | 06 Nov | |
| Packaging stock to Southport | 630 | 60 | Northside market, 6 Willow Lane | 23 Oct | 01 Nov | |
| Cedarline paper to Reno depot | 710 | 70 | Eastbank plant, 210 Foundry Street | 24 Oct | 31 Oct | |
| Office furniture to Harbor Point | 910 | 90 | Harbor Point office, 45 Pier Road | 21 Oct | 29 Oct |
Prepares maintenance and repair evidence for the Dispatcher's release submission and the supervisor's decision.
This is the first screen this role sees.
Maintenance plans · Maintenance Coordinator
| Parent | Vehicle code | Service type | Odometer miles | Next due | Organization | |
|---|---|---|---|---|---|---|
| Office furniture to Harbor Point | TRAC-012 | Oil and filter change | 350 | 01 Nov | Stonepath Freight LLC | |
| Medical supplies to Ridge clinic | REEFER-007 | Brake inspection | 840 | 14 Oct | Stonepath Logistics LLC | |
| Office furniture to Harbor Point | BOX-004 | Tire rotation | 300 | 03 Nov | Stonepath Freight LLC | |
| Medical supplies to Ridge clinic | TRAC-018 | Refrigeration unit service | 230 | 24 Oct | Stonepath Holdings LLC | |
| Packaging stock to Southport | FLAT-003 | Annual safety inspection | 860 | 03 Nov | Stonepath West LLC |
Maintains vehicle readiness, driver eligibility references and transport partner information for dispatch review.
This is the first screen this role sees.
Load assignments · Fleet Coordinator
Reviews scoped load performance, decisions and retained action evidence without changing operating outcomes.
This is the first screen this role sees.
Load stops · Operations Analyst
| Parent | Line number | Stop sequence | Address | Window start | Window end | |
|---|---|---|---|---|---|---|
| Packaging stock to Southport | 150 | 80 | Cedarline mill, 14 Mill Road | 24 Oct | 31 Oct | |
| Dry goods to West Valley hub | 840 | 50 | Reno depot, 80 Freight Way | 30 Oct | 06 Nov | |
| Packaging stock to Southport | 630 | 60 | Northside market, 6 Willow Lane | 23 Oct | 01 Nov | |
| Cedarline paper to Reno depot | 710 | 70 | Eastbank plant, 210 Foundry Street | 24 Oct | 31 Oct | |
| Office furniture to Harbor Point | 910 | 90 | Harbor Point office, 45 Pier Road | 21 Oct | 29 Oct |
Explain readiness, assignment exposure and delivery outcomes from the retained operating records.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 29 | ||
| Planned | 12 | 41% | |
| Dispatched | 3 | 25% | |
| In transit | 1 | 33% |
Sample totals per stage
Group loads by organization, owner and lifecycle state with the original promised delivery time.
Compare actual delivery time with promised delivery time for delivered loads, retaining the load and transport partner references.
List assignment start and end intervals by driver and vehicle so the Dispatcher can investigate overlaps before dispatch.
List driver active state, eligibility end date and external authority for upcoming assignment checks.
Group vehicles by readiness and equipment class with their recorded defect severity, repair evidence and release time.
List maintenance plan revisions and decision times beneath each load, with review and action evidence reconciled by operation reference.
Group load lifecycle and promised-versus-actual delivery outcomes by transport partner without treating freight amounts as settled charges.
List failed actions and results needing review with expected revision, failure reason and retained effect references.
See how Fleet Management System fits your kind of team.
Coordinate delivery commitments with vehicle readiness, driver intervals and actual stop evidence.
Keep the driver, vehicle and delivery promise clear across longer operating intervals.
Keep load ownership, partner contacts and vehicle release evidence clear when operating arrangements vary.
Each stage of ready fleet to delivered load names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to prepare fleet work and assemble the evidence needed by dispatch and independent reviewers.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 18 tablesStart with one team and one process, then add the rest once the basics are running.
Select a familiar load, vehicle and driver with known pickup and delivery expectations. Name the Dispatcher, Fleet Coordinator and Transport Supervisor responsible for the pilot.
Establish organizational membership, partner contacts and vehicle identities. Check driver eligibility dates against their source and agree the time-zone convention for assignments and delivery commitments.
Record the original delivery promise and stop windows. Review driver eligibility, vehicle readiness and overlapping intervals before confirming the arrangement.
Use actual service evidence for a vehicle requiring release. Have the assigned Dispatcher submit the current plan and an independent supervisor review it. Inspect the action result and readiness before dispatch relies on the outcome.
Record actual pickup, stop activity and delivery. Rehearse an exception with an authorized correction to unexecuted scope, preserving the original evidence and compensating action result.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Fleet Management System for your business. Begin with a familiar load, driver and vehicle. Name the Dispatcher and independent Transport Supervisor who will rehearse the operating cycle.
The Dispatcher checks driver eligibility through the assignment interval, vehicle readiness and conflicting driver or vehicle assignments. Review equipment suitability and any required maintenance release before recording physical pickup.
Each assignment connects the load to its driver and vehicle with start and end dates. Held and Confirmed arrangements are checked before dispatch, and the assignment state follows the actual operating handoff.
The assigned Dispatcher submits the maintenance plan with supporting evidence. The Transport Supervisor independently reviews the current scope and revision. Dispatch then checks the release action result and resulting vehicle readiness.
The reviewer can reject or return the plan with a reason. Correct the affected information through the agreed revision practice and present the current evidence for another decision before relying on release.
Retain the original promised delivery time and compare it with the actual delivery observation. Stop arrivals, departures and proof references provide context when the operating team investigates the outcome.
The Dispatcher records the exception and supplies the retained operating evidence. The Transport Supervisor authorizes the appropriate correction or cancellation of unexecuted scope, with the original evidence preserved.
First inspect the receipt, expected revision and linked effects. Reconciliation checks what already happened and keeps unresolved discrepancies visible until the authoritative source confirms the outcome. The responsible owner then decides the appropriate follow-up.
Delivered records the transport outcome. Carrier accounting uses its own invoice and settlement evidence through the configured financial handoff.
Attach files to the correct load with a useful title, evidence type and visibility. Internal and Shared designations remain subject to the load's permitted audience. Rehearse access before relying on those files in a release review.
Start free, then use Proto to change fields, steps and approvals before your team goes live.