Workflow control
ERP & Workflow Integration for Fleets
Fleet ERP is not just accounting software. It is the connective layer between dispatch, driver readiness, maintenance, compliance, documents, billing, finance, vendors, and leadership decisions.
Load-to-Cash Workflow
- Load Intake. Shipment request, lane, equipment, customer terms, rate context, and required proof are captured.
- Driver & Equipment Check. Driver readiness, Hours of Service (HOS), unit availability, pre-trip evidence, and dispatch release are reviewed.
- Dispatch Release. The load moves only when the record explains ready, review, at risk, or blocked status.
- In-Transit Monitoring. ELD, HOS, ETA, incident, delay, and customer communication stay attached to the load.
- Delivery & POD Collection. Proof, exception notes, seal status, cargo condition, and receiver evidence are attached.
- Billing Packet Assembly. POD, BOL, rate confirmation, accessorial support, invoice draft, and settlement data become one record.
- Cash Follow-Up. AR, factoring, settlement, dispute, and owner tasks are visible until cleared.
Governs DVIR completion, defect classification, response workflow, and evidence standards before a unit is dispatched.
View Full Policy →Defines the escalation protocol for near-violation alerts, active violations, and real-time HOS monitoring during active loads.
View Full Policy →Governs seal application, cargo count verification, photography requirements, and discrepancy escalation at delivery touchpoints.
View Full Policy →Defines mandatory documents, quality standards, submission deadlines, and accessorial billing procedures for freight billing packets.
View Full Policy →Asset and Vendor Workflow
ERP work also covers equipment lifecycle, service vendors, parts, permits, leases, and renewals. BOF keeps the operational record tied to the administrative one: which unit is affected, which vendor owns the next action, what document is missing, and what happens if the item is not cleared.
Defines retention periods for vehicle records including maintenance history, DOT inspection reports, lease agreements, and equipment title documentation.
View Full Policy →Escalation Rules
| Task Category | Escalation | Operational Consequence |
|---|---|---|
| Driver medical certificate expiring | Safety to operations at 30 days | Dispatch restriction at expiration. |
| Open maintenance defect | Maintenance to operations manager within 24 hours | Unit hold until defect is cleared. |
| Billing packet overdue | Billing to director after 3 days | Revenue recognition and factoring window delay. |
| Vendor contract expiring | AP to director operations at 60 days | Service continuity risk. |