How to improve transport monitoring? Discover the possibilities offered by fireTMS

How can you improve transport monitoring, better control drivers’ work and efficiently manage the entire transport process in one place? Modern solutions such as fireTMS allow you to take a comprehensive approach to the issue. In this article, we will show you how to improve transport monitoring in your company and what benefits you will gain from using our system.

The most common problems in delivery monitoring

Daily logistics management in a transport company requires solving many problems related to route planning and transport monitoring. Some of them result from random events, while others are simply due to a lack of appropriate tools. Here are the most common problems that hinder effective delivery monitoring.

Lack of access to real-time data

When a dispatcher does not know where a vehicle is currently located, it is difficult to respond quickly to unforeseen situations. Not having access to up-to-date information about the status of a shipment means that the company cannot control costs or check whether and to what extent the driver is following the planned route. Without real-time transport monitoring tools, estimating the exact time of arrival or determining the cost of an order becomes a real challenge. As a result, the company is unable to manage its margins effectively, and its customers may not be satisfied with the level of service provided.

Difficulties in communicating with drivers

Phone calls with drivers are not only time-consuming, but also leave no trace in the system. Communication between the dispatcher and the driver is often based on traditional methods, which lead to misunderstandings and delays.

The lack of an appropriate communication channel that allows access to arrangements at any time means that important information about changes to an order may get lost or not reach the driver on time. This affects the timeliness of deliveries and generates additional costs.

Unclear order statuses

Without a proper TMS system, dispatchers often do not know whether the driver has already approached the loading point. Manual status updates are inaccurate and delayed. If the system does not automatically record status changes, such as approaching or moving away from a point, it is impossible to monitor the progress of an order in real time, which can, among other things, damage customer relations.

Problems with documentation and invoicing

Paper documents are becoming less and less convenient, especially in the TSL industry. This is most often the case with transport documents, where delays in delivery affect the order closing date and invoice issuance. Such an extension of the settlement period has a negative impact on the company’s financial liquidity.

How fireTMS solves transport monitoring problems

fireTMS system supports the processes related to ongoing transport monitoring in two ways. On the one hand, it is based on collecting all data in one place, and on the other, it automates many tedious and time-consuming tasks.

Centralisation of data in a single system

Collecting data in one place, including information about customers, drivers and vehicles, but also about orders, solves many of the daily problems associated with transport monitoring. Instead of searching through various files or programmes, the dispatcher has immediate access to transport documentation and order statuses. The fireTMS system is integrated with dozens of GPS telematics devices, which enables fast and accurate transfer of order execution data directly to the TMS system.

Automation, including order status updates

fireTMS performs many tasks that usually require manual work. Among other things, the system automatically updates order statuses based on data sent from GPS, enables quick invoicing based on completed orders without the need to retype or export data to an invoicing programme.

Key fireTMS features supporting monitoring

fireTMS system includes numerous tools that streamline transport and freight management. Let’s take a look at five key monitoring features that make the daily work of dispatchers easier.

Integration with GPS telematics

Transport monitoring is mainly based on integration with GPS telematics. This allows data such as the current location of the vehicle and its proximity to loading and unloading points to be collected in the TMS system and monitored in real time. In some advanced integrations, such as with GBox telematics, it is also possible to collect data on driving style and fuel consumption. fireTMS works with dozens of providers of such solutions. This allows you to check the location of your vehicles in one place, regardless of which company’s equipment you use. The data is automatically imported from the GPS system, eliminating time-consuming re-entry of information.

Real-time driver and vehicle monitoring

The system automatically monitors the approach of vehicles to loading and unloading points based on data provided in real time by GPS telematics. When a vehicle approaches within 10 km of such a location, fireTMS marks it as „Approaching point”. When the vehicle moves more than 20 km away without performing any action, the status changes to „Moved away from point”. This gives dispatchers a constant overview of the current status of the order without having to contact the driver. Transport monitoring should also refer to the planned transport route. In fireTMS, this is done using the Actual Routes feature.

Actual routes, i.e. alerts when the designated corridor is left

Transport monitoring should also refer to the planned transport route. The Actual Routes feature allows you to react quickly and effectively when a driver leaves the pre-defined transport corridor. In such a situation, fireTMS automatically sends a notification to the dispatcher and records the event in the system. This allows the dispatcher to immediately contact the driver, determine the reason for leaving the corridor and prevent transport costs from increasing.

Customer Panel for tracking shipments

Constant phone calls from customers asking about the status of their shipment is a problem for every freight forwarding company. The customer panel in fireTMS solves this challenge by allowing them to track the status of their orders themselves. All you need to do is grant selected customers the appropriate permissions so that they can view their shipment lists, check the position of the vehicle or download transport documents.

What are the benefits of the customer panel?

• Relieves employees from having to talk to customers about the status of their shipments
• Accelerates and facilitates the exchange of information with customers
• Build more lasting business relationships
• Better conditions for acquiring new profitable orders

fireTMS Driver mobile app

Communication with drivers is another challenge that the fireTMS Driver app solves. Drivers can receive orders directly on their phones, use the chat with the dispatcher in real time, and send important documents from the road as attachments, e.g. waybills, which the system automatically attaches to specific orders. This makes it easier for drivers to contact the company and respond more quickly to new orders, while dispatchers can not only monitor transport and check order statuses in real time, but also speed up many processes, including invoicing.

What features does the fireTMS Driver app have?

• Sending orders directly to the driver’s phone
• Chat for instant communication with the dispatcher
• Real-time order status monitoring
• Sending documents from the route to the fireTMS system

What are the benefits of implementing a TMS system for transport monitoring?

Implementing a TMS system is an investment that quickly pays for itself in the form of tangible business benefits. Transport companies using fireTMS report improvements in many areas of their operations, including transport monitoring.

Quick access to information from the route

A huge benefit for a transport company is the ability to obtain information from the route very quickly. Both from the driver and from the GPS device. The set of tools offered by fireTMS, including integration with GPS telematics, Real Routes, and the fireTMS Driver app, allow you to check the status of an order and information about problems on the route almost immediately. 

Control over costs and margins

Thanks to GPS telematics data provided to fireTMS, it is possible to quickly analyse the costs incurred. Daily data from vehicle meters allows for ongoing monitoring of expenses. In addition, the Real Routes feature mentioned above allows you to react quickly when a driver leaves the transport corridor, which also prevents costs from rising. It is also worth mentioning the automatically generated reports, which provide access to fleet cost and profitability summaries based on the latest data at any time.

Improved business relationships with customers

Another benefit of using fireTMS in the field of transport monitoring is the development of better customer relations. This is achieved both directly, thanks to the Customer Panel, where business partners can check the status of their orders themselves without having to contact the transport company, and indirectly, as a result of the company having complete information about shipments, which allows it to precisely determine the terms and conditions of order fulfilment and offer better services. This pays off later in contact with customers and helps build a network of regular business partners.

Are you looking for a proven transport and freight management system with extensive transport monitoring capabilities? Create an account with fireTMS and start a free 14-day trial period!