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Logistics and supply chain operations

Bookings, purchase orders and proofs of delivery move by email and spreadsheet, and one coordinator holds the real status of every load in their head.

Logistics runs on documents that arrive out of order. The booking confirmation comes from the carrier, the purchase order lives in the system, and the proof of delivery turns up as a photo in a message. Outproduce maps how your coordinator joins those, installs it inside your existing systems, and leaves every load either completed, waiting on a named approval, or raised as a visible exception.

Book a callSee the workflows
  • Transport or order system
  • Shared inbox
  • Carrier portals
  • Document store
  • Spreadsheets
  • Accounting ledger

Signals

You recognise this when

  • 01Load status is confirmed by phoning the carrier or the driver.
  • 02Proofs of delivery are collected by hand before anyone can invoice.
  • 03A spreadsheet beside the system is the version people actually trust.
  • 04Purchase order and booking mismatches are found at invoice stage rather than at dispatch.

What we build

The workflows, and how each one runs.

Each trace shows one run with sample records: what runs on its own, what waits for a person, and what is escalated.

Booking confirmation and order reconciliation

By hand. Carrier confirmations are read out of the inbox and checked against the purchase order by eye before the load is treated as planned.

Installed. We install capture that reads each booking confirmation, matches it to the purchase order and the planned load, and raises differences before dispatch.

  1. Capture

    Booking confirmations are read from the inbox or portal and filed against the load.

    Automated
  2. Match

    Dates, quantities and references are compared against the purchase order.

    Automated
  3. Mismatch

    A difference in date, quantity or reference is raised with both documents attached.

    Escalated
  4. Confirm

    The coordinator accepts the booking or instructs a change.

    Human approval
  5. Plan

    The accepted booking updates the load plan and the order record.

    Automated

Proof of delivery collection and billing readiness

By hand. Proofs of delivery arrive as photos and scans, get matched to loads by hand, and billing waits until somebody has chased the missing ones.

Installed. We install collection that files each proof of delivery against its load, checks it is legible and complete, and marks the load ready for billing or raises what is missing.

  1. Collect

    Proofs of delivery from messages, email and the portal are filed against the load.

    Automated
  2. Check

    Reference, signature and quantity detail are read and compared to the load record.

    Automated
  3. Missing or unclear

    An absent or illegible proof is raised with the carrier and the load named.

    Escalated
  4. Release

    The coordinator confirms the load is ready to bill.

    Human approval
  5. Hand off

    The billing-ready load and its documents pass to finance.

    Automated

Exception and delay handling

By hand. Delays and damage are learned by phone, written into a spreadsheet, and communicated to the customer by whoever took the call.

Installed. We install exception handling where each delay or shortage becomes a tracked item with the evidence attached, and customer communication waits for a person.

  1. Detect

    Status feeds and inbound messages are read for delay, shortage and damage signals.

    Automated
  2. Open

    A tracked exception is created against the load with the evidence attached.

    Escalated
  3. Draft

    The customer update and the carrier query are prepared.

    Automated
  4. Send

    The coordinator approves and sends the update.

    Human approval
  5. Close

    The resolution, cost and cause are recorded against the load.

    Automated

What stays with people.

Controls are written into the Operating Map before the build and shown in the system while it runs.

Control rules

  • No customer update about a delay or shortage goes out without a person sending it.
  • Loads are not released for billing until the proof of delivery is on file and a coordinator confirms it.
  • A booking that disagrees with its purchase order is raised as an exception, never planned on a guess.
  • Carrier rate and charge changes are human decisions, recorded against the load.

Systems connected

  • Transport or order system
  • Shared inbox
  • Carrier portals
  • Document store
  • Spreadsheets
  • Accounting ledger

What we measure

Baseline first, then the delta.

Relevant proof

Outproduce-owned founder-operated internal system

Operating Command Layer

Two Outproduce-owned system codebases built on the pattern this install needs: capture into a single intake, context held with the work, routing into the view where it must be handled, review loops that close it, and operating state persisted through authenticated routes.

Read the build recordAll build records

Related

Questions about logistics.

Do you connect to carrier systems?

We connect to what your operation actually uses, including portals and the inbox the confirmations arrive in. The Operating Map names each connection before the install.

Can it chase carriers automatically?

It prepares the chase and tracks what is outstanding. A coordinator sends it, so the relationship stays with your team.

What happens to our spreadsheet?

It usually becomes unnecessary, because the state people trusted it for is visible in the system. We do not delete it for you.

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work