Set up your company, one step at a time

Press Start free trial at the top of this website. The sign-up takes about three minutes and needs no card for the trial.

It asks for your company, your colours and your own login, then creates your CRM straight away.

• Say how many vehicles you run
• Enter your company name, industry and the postcode of your main depot
• Check the time zone: it is filled in from your computer
• Pick a colour theme, or any brand colour
• Enter your name, mobile, work email and a password

When the sign-up finishes, press Log in to open your CRM. Sign in with the work email and password you chose.

Tick Keep me logged in on your own computer so you are not asked every day. The first time you open the dashboard, the CRM’s own Setup Guide opens: the same steps as this page, ticked off as you do them.

• Bookmark the sign-in page
• Use Forgot password? to have a reset link emailed to you
• Find the guided setup again under Help › Setup Guide

Open Company Setup in the menu on the left and choose Company Profile. Check your company name, office email, phone, address and country, and upload your logo.

The time zone matters: every date and time your team, your drivers and your customers see follows it.

• Company name, email, phone and address
• Country and time zone
• Your logo, shown on the CRM, invoices and the customer tracking page

Make the CRM look like your business. Choose one of the ready-made themes, or keep the theme the sign-up built from your brand colour and adjust it.

The theme colours the sidebar, the header, the buttons and the accents for everyone in your company.

• Press Use this on a theme to switch to it
• Edit your own brand theme to fine-tune each colour

Add each yard, depot or site your vehicles are based at, on the Depots & sites tab of your Company Profile. Type the postcode to find the address.

Route planning starts vehicles from their depot, and costs, checks and repairs can be compared depot by depot. Once your depots are in, new vehicles and drivers are given a depot by themselves: the only one you have, or the one nearest the driver’s postcode.

• Open Company Setup › Company Profile and choose the Depots & sites tab
• Press + New depot, or Open Depots for the full list
• Give it a name, an address and a contact, and say how many vehicles it can hold if that matters to you

Add each person who will use the CRM in the office or the workshop. Choosing a role fills in sensible permissions for them, so they see what their job needs.

The roles are Owner, Admin, Fleet Manager, Dispatcher, Accountant, Workshop, Driver and Staff.

• Press + Add user and enter their name and work email
• Choose their role
• Use Assign Role, or Roles & Permissions (step 7), to change any single permission

Choose a person and open each menu: every page has its own ticks for View, Add, Edit, Delete and Export (downloading lists to Excel or CSV), plus that page’s own rights, such as Change status on bookings or Mark as fixed on defects. All, View only and None set a whole menu or page at once.

• Choose the person, or start from a role
• Open a menu and tick what they may do on each page
• Save

Booking confirmations, password resets and alerts can come from your own email address instead of ours. Ask whoever looks after your email for the mail server details.

Integrations & API Keys has one card for each thing to set up, with whether it is working; press a card to open its settings beside the list.

• Press the Email sending card
• Enter the mail server, port, username and password
• Enter the name and address emails should come from
• Press Send a test email, then Save settings

WhatsApp can tell your drivers about new jobs, ask them the stage questions (“Arrived at the collection?”) and keep your customers up to date. Every answer reaches the office as it happens.

Choose one of three ways: use the CRM’s WhatsApp number, with nothing to set up; use your own WhatsApp Business number, which needs a WhatsApp Business account with Meta; or no WhatsApp, so drivers get everything in the driver app.

• Use the CRM’s WhatsApp number: nothing to set up, and replies come back to you
• Use our own WhatsApp Business number: copy your Meta account’s details into this screen
• No WhatsApp: drivers get app notifications, and customers can still be emailed
• Then tick what to send, save, and send yourself a test (how customers are told is on Notification Settings)

Decide how new jobs, stage questions and notices reach your drivers: in the driver app with a push notification, on WhatsApp, by email, or any of them. With the app and WhatsApp both on, a question sent on WhatsApp also shows in the app, and either answer counts.

Then choose how your customers get their booking confirmation and its updates, with the tracking link: by email, on WhatsApp, or both. The same screen sets the fuel warnings, worked out from each vehicle’s fills, its fuel gauge readings and the miles since.

• Drivers: the app and its push, WhatsApp, email
• Customers: the booking confirmation and updates by email, WhatsApp, or both
• Warn the driver when the vehicle they have is low on fuel
• Check the fuel left against each driver’s jobs for the day
• Tell the office when a vehicle is low and not refuelled
• Report a vehicle handed back with less fuel than you set
• Ask for the odometer and fuel gauge at the daily check

Address search, live traffic, routes and the maps use Google Maps Platform on your own key, so you only pay for what you use. UK postcode lookup works without any key.

• Press the Maps and addresses card
• Paste a browser key for the maps
• Paste a server key for address search, routes and travel times
• Optionally add an Ideal Postcodes key for full UK addresses

Fleet › Live Map shows each vehicle from up to three sources, in order: the driver’s phone, then GPSLive, then Traccar. The driver’s phone is on from the start, so there is nothing to fit in the vehicles.

A source you switch off is never used. With more than one on, the first with a recent position wins.

Then choose who checks your drivers’ licences on Drivers › Licence Checks: by hand, or automatically with Licence Check (DAVIS) or DVLA on your own contract, always with the driver’s consent.

• Leave the driver’s phone on
• Switch on GPSLive or Traccar only if you already have their trackers, and enter the account’s key
• GPSLive links its trackers to your vehicles by itself when a tracker’s name in GPSLive carries the number plate
• Or press Find in GPSLive on a vehicle’s form to fill in its tracker’s IMEI number
• On Drivers › Licence Checks, choose by hand, Licence Check (DAVIS) or DVLA, and how often

Add each vehicle by its number plate. Press Look up and the CRM fills in the make, model, colour, tax and MOT from DVLA, then keeps the MOT history up to date.

• Press + Add vehicle and type the plate
• Press Look up and check what it found
• Choose its vehicle type, then save: the depot is filled in from its driver, or your only depot

Add each driver with their email address, mobile number, licence number and licence expiry date: the CRM needs all four. The driver gets their own login for the driver app straight away, and the password is emailed to them. They sign in on their own phone and see today’s jobs, new jobs, checks and their vehicle.

Each driver sees only their own work; there are no shared logins. A driver holds one vehicle at a time, and after every hand-over or swap the new driver checks the vehicle before using it.

• Press + Add driver and enter their name, email and mobile
• Fill in their licence: the number and expiry date, then the categories and photos of the front and back
• A driver with no login yet? Press Give access in the Portal login column
• Use Reset in the same column to set a new password
• Give the driver their vehicle on the vehicle’s page

Decide what drivers check on each vehicle before it goes out. Drivers do the check in the app; a fail can need a photo and becomes a defect in the office, and a safety-critical fail keeps the vehicle off the road until it is fixed.

The daily check can also ask for the odometer reading and the fuel gauge, each with a photo (step 10). A check list can also be the questions in a Safety & Compliance › Photo Inspections round, where every driver photographs their vehicle by a date.

• Start from the DVSA-style list and add your own questions
• Choose which vehicles each list is for
• Say which answers need a photo

Tell the CRM which papers you keep for vehicles, drivers and the company, how long each one lasts, how early to warn you, and which ones everybody must have. The CRM then shows what is valid, due, expired or missing on Safety & Compliance › Documents & Expiry.

• Insurance, MOT and V5C for vehicles
• CPC card and tacho card for drivers (the driving licence is kept on each driver’s page)
• Employer’s liability insurance and the Operator’s Licence for the company

Record your company’s own papers with their dates and a scan: employer’s liability insurance, goods in transit cover, the Operator’s Licence and anything else you set up in step 16.

A required type nobody has recorded shows as Missing with an Add button, and a document that is running out has Renew.

• Press + Add document and choose its type
• Enter the reference, the issue and expiry dates
• Attach the scan: PDF, PNG, JPEG or WEBP

A booking is a job your customer has booked in. Add the customer and the dates, then one journey for a simple collection and delivery, or several for a multi-drop. Every journey has a collection and a delivery, each with its address and time, and its reference (such as BK-2026-00041/1) is filled in for you.

How it is carried is one of two choices: our vehicle and driver, or a subcontractor. A journey given to a subcontractor is never sent to any of your drivers. The miles are worked out from the addresses, never typed. The vehicle must be the one its driver holds, and a driver or vehicle already on another job at the same time is refused, so nothing is double-booked.

• Customer & dates: choose the customer, or add them on Jobs & Dispatch › Customers, and the booking window
• Journeys: how it is carried (Our vehicle & driver, or A subcontractor), then the collection and delivery addresses and times
• Press Save & send to tell each driver about the job: every journey on your own fleet then needs its vehicle and driver
• Or press Save as draft to finish later: a draft may wait without a vehicle or driver, and nothing is sent
• On a saved journey, the Driver’s route tab lets you choose the roads and send them to the driver’s app

The Live Job Board shows what is in flight, where each vehicle is and what is waiting on somebody. The cards at the top give the day at a glance, and each job card has Show on map, Diagnose and Open.

Diagnose explains why a job is where it is: what it is waiting for, how far the vehicle is from its next stop, and what to do.

• In flight, Need you, Delivered today and Vehicles reporting at a glance
• Press a job to see only its vehicle and stops on the map
• Press Diagnose when a job seems stuck

The Live Map shows where every vehicle is now, from the sources you chose in step 12. Search for a vehicle by its plate, make, model or driver to see it on its own.

Each vehicle shows whether it is moving, on a break, parked or not used today. Press View journey & jobs to see its route today and what it did: stops, checks, journeys, fuel fills, defects and hand-overs.

• Type a plate or a driver’s name in the search
• Press a vehicle to bring it into focus on the map
• Press View journey & jobs for its day

Set how long your customers have to pay and your VAT rate on the Invoicing settings tab of your Company Profile. Both are fixed on each invoice when it is raised, so changing them later never alters an invoice already sent.

Finance then shows what customers owe, the payments received, your expenses and everything paid out. Payroll records your drivers’ and staff’s pay month by month, and the Ledger lists every payment in and out with a running balance.

• Enter your payment terms in days and your VAT rate
• Group your costs under your own headings on Company Setup › Lists & Categories › Expense Categories
• Record payments as they arrive on Finance › Invoices
• On Payroll, add who you pay, then make, check and mark each month’s pay as paid
• Download the Ledger for your accountant as Excel or CSV

If you lease or contract-hire vehicles, record each agreement: the leasing company, the vehicle, the dates, the monthly rental and the mileage allowance. The CRM builds the payment schedule, follows the mileage from the vehicle’s odometer, and warns you before each lease ends or runs over its miles.

• Press + New lease and choose the vehicle and the leasing company
• Enter the dates, the monthly rental, the deposit and the allowed mileage
• Save: the payment schedule is made for you
• At the end, use Return & renewal to hand the vehicle back, buy it or renew