Transport and delivery: Quotation software for express freight operators
Quotation software for express freight operators that builds a direct trip price from distance, vehicle, empty return and waiting exposure, and records the assumptions that price relies on.
Where quotes for express freight operators get stuck.
A price for an express trip has to go out within minutes, and that is exactly where many express freight operators slip. The planner works it out in their head with a rate per kilometre, forgets the empty return from a run up north and leaves out waiting time because the customer says everything is ready. On arrival the shipment still needs packing, and the driver waits. Because the quote never said how much waiting time was included, the extra time becomes an argument afterwards. Tolls, a ferry crossing or a second driver for a long run are also handled differently by each person, so the same trip ends up with two different prices.
Quotation software for express freight operators
Example- 1
Start from the trip details
DoneThe quote begins with the details from the enquiry: collection and delivery address, deadline, cargo and vehicle type.
- 2
Price waiting exposure separately
In progressIncluded loading and waiting time appears as its own line in the proposal, with the rate for each extra quarter of an hour beyond it.
- 3
Record approval with conditions
NextThe customer receives a short proposal with price, assumptions and the waiting time terms, and approves it with a single confirmation.
From enquiry to signed quote.
Start from the trip details
The quote begins with the details from the enquiry: collection and delivery address, deadline, cargo and vehicle type. From there follow the driving distance, whether the return is empty and whether one driver can complete the trip within their working hours. Anything not yet certain shows up as an assumption instead of being filled in silently.
Price waiting exposure separately
Included loading and waiting time appears as its own line in the proposal, with the rate for each extra quarter of an hour beyond it. Surcharges for tolls, ferries, night runs or a second driver come from a fixed list, so every planner uses the same structure. The planner can make an exception, but it is recorded with a reason.
Record approval with conditions
The customer receives a short proposal with price, assumptions and the waiting time terms, and approves it with a single confirmation. That approval is stored with the trip, including time and name. If the cargo or address changes afterwards, the planner sees that the price needs another look before the driver leaves.
Alongside your calculations and price lists.
Most express freight operators work with a rate sheet in a spreadsheet, a route planner for distances and an accounting package for invoices. The quotation software takes over the rates and surcharges as a fixed source managed by management, while the planner only enters trip details per quote. Distances can come from the existing route planner. The approved proposal travels on to scheduling and invoicing, so the price the customer accepted is also the price that gets invoiced.
Rate per kilometre or price per trip
A rate per kilometre is easy to explain, but says nothing about the empty return or a trip that ties up a vehicle for a whole day. A price per trip that weighs time, distance and return together reflects what an express run really costs. The choice also shapes how you explain deviations to the customer afterwards.
Waiting time included or always extra
A fixed amount of included waiting time makes the price predictable for the customer. Always charging waiting time separately is fairer when loading often overruns, but to a customer in a hurry it feels open-ended. What matters most is that it is written in the quote, so the driver knows from when to start recording time.
Standard price or crafted per request
For frequent trips between regular locations, a standard price that the planner only confirms works well. Unusual trips with an overnight stay, a ferry or cargo needing a special vehicle stay manual work. The software then helps mainly by walking through every component, so nothing is forgotten under time pressure.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat we prepare in the quotes.
Dedicated trip prices come from distance, vehicle, return leg and included waiting time; the fixed list of surcharges is in place and the customer's acceptance is stored with the trip. To check the calculation we work through an ordinary domestic trip together, and a trip with an empty return leg where the customer asks for a night delivery. Standard prices for regular connections and the invoice straight from the accepted quote can be switched on whenever it suits you.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we send a quote before we know which driver will go?
Yes. The price is based on a vehicle type and a departure time, not on a particular driver. The proposal does state that the departure time is only fixed after confirmation. If you then cannot find a vehicle in time, the planner sees that before the customer assumes everything is arranged.
How do we deal with a customer disputing waiting time?
Because the included waiting time and the rate beyond it are in the accepted proposal, there is a shared starting point. When the driver records arrival and departure at the loading address, that record lines up with the quote. The conversation is then about facts instead of memories.
Can we give regular customers their own rates?
Yes, a different rate sheet or a discount on certain surcharges can be set per customer. The quotation software applies it automatically once the customer is selected. The planner does not have to remember what was agreed with whom, and those agreements stay visible to colleagues.
What if the customer only accepts the price after departure?
That happens with express work, because sometimes the driver is already heading for the collection address. The software can allow it, but marks the trip as departed without approval. The planner sees those trips separately, so they do not reach invoicing without a confirmed price.
What often connects to this.
- Enquiry form for express freight operatorsAn enquiry form for express freight operators that asks for the latest delivery time, dimensions, weight and loading situation in one go, so the planner can judge straight away whether a trip is feasible.
- Digital job cards for express freight operatorsDigital job cards for express freight operators that keep the confirmed express assignment, loading and waiting times and the recipient's signature together on the same trip.
- Invoicing software for express freight operatorsInvoicing software for express freight operators that turns every completed express trip, with the accepted price, recorded waiting time and extra stops, into an invoice with a payment link and visible payment status.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for express freight operators: price direct trips with waiting exposure and empty return, and record assumptions before sign-off.
- Start from the trip details
- Price waiting exposure separately
- Record approval with conditions