The POD nobody can find
The driver photographs it at the gate. It lands in the group under forty other messages. On Friday someone scrolls back three days looking for load 4471, and the invoice waits until they find it.
Industries
AI for transport and trucking companies
Every load you invoice on the day of delivery instead of the following Friday moves the payment clock about six days earlier.
Nothing changes for the driver: same phone, same group, same photo at the gate. Send one POD and one load confirmation to +27 73 932 6852 on WhatsApp and we will send back the invoice that comes out of them, so you can judge this on your own paperwork instead of on our page.
01
What six days does to your bank balance
Most operators invoice in a weekly batch. The truck delivers on Tuesday, the POD surfaces on Friday, the invoice goes out the Monday after. Your thirty day terms only start counting from the day the client receives it.
Invoice on the day of delivery and every one of those loads gets paid roughly six days sooner. On a fleet running thirty loads a week, that is close to a week of turnover sitting in your account instead of in your client's.
It also removes the argument. The POD is attached when the invoice arrives, so nobody can park it in a query pile for a fortnight.
02
Where the week actually goes
Re-typing the rate
The confirmation is in email, the rate sheet is in a spreadsheet, and a person opens both to build one invoice line. Fuel surcharge here, standing time there. Thirty times a week and a full day is gone.
The slips
Diesel, tolls, driver advances. They come back as photos and creased paper in a plastic sleeve. At month end you are rebuilding a week you had already stopped thinking about.
The call you take twice
A client phones asking where their POD is. Someone goes hunting through WhatsApp while the client waits on the line.
03
What we would put in first
POD to invoice, same day
The photo from the group is read, the load number and delivery date come off it, and it is matched to the confirmation. The invoice is drafted against your rate sheet and waits for your approval. If the stamp is missing or the signature is cut off, it says so instead of guessing. There is a working version of this on our delivery notes demo, running on sample data.
Load confirmations and rate sheets read for you
A confirmation arrives and the job is created with the route, the tonnage, the agreed rate and the reference already filled in. When a client sends a new rate sheet, you drop it in and the prices update in one place instead of three.
The morning screen
Delivered and not yet invoiced, oldest first. Loads still missing a POD, by driver. Invoices past due, by client. You open it with your coffee and it tells you who to phone before ten.
04
Friday invoicing, or the day of delivery
Now
Delivery Tuesday. POD photographed, then found again on Friday. Invoice built by hand against the rate sheet on Monday. Sent Tuesday, a week after the truck left the yard.
After
Delivery Tuesday. Draft invoice ready within minutes of the POD photo, with the POD attached. You approve it Tuesday afternoon. The payment clock starts six days earlier, on every load, every week.
The driver's day is identical. He photographs the POD into the same group he already uses.
05
What it costs when you run real volume
Reading PODs and load confirmations is agent work, not per document work: they are read, not sent for signature. Implementation is free for a standard agent. A complex build is quoted before we start, so you see the number first.
Then a monthly subscription, priced by how much the agent does:
| What the agent does | A month |
|---|---|
| A simple agent: one job, one format, one destination | From R1,000 |
| A standard agent: several formats, your own rules, writing into two systems | From R2,500 |
| A heavy agent: high volume, many exceptions, several people relying on it | From R5,000 |
A depot reading PODs in a few formats and writing into your accounts package and your load sheet is a standard agent, from R2,500 a month. High volume with a lot of exceptions moves it up to a heavy agent, from R5,000 a month.
The subscription covers the agent running, the model costs, monitoring, and the changes when a supplier alters a format or your rules change. Nothing extra to buy when something shifts. It is month to month, you own your data, and the process map stays yours.
Getting the WhatsApp group, your accounts package and your load sheet talking to each other is quoted per job, and you see the number before anything starts. What moves it: how many of them have a proper way in.
The morning screen starts at R15,000.
Who gets access to what
You create every access yourself, inside your own accounts, and you can remove it in one click.
For a trucking setup that is usually a number added to the depot WhatsApp group so documents can be read, a user in your accounts package that may create draft invoices and nothing else, and read access to the sheet where loads are tracked.
We do not get authority to send invoices to your clients, and driver personal files stay out of scope. If a job would need more than that, we say no and find another way to do it.
Everything runs on your accounts and your storage. If you stopped working with us tomorrow you would delete two users, and the invoicing would carry on.
07
How we start
Twenty minutes on the phone
You describe a bad Friday. We ask what happens to a POD between the gate and the invoice.
A screen share where we follow one load
From the confirmation you accepted to the money landing. We work by screen share by default, wherever you are in the country. When something has to be watched in the room, like a handover at the gate, we say so beforehand and we come.
Get what you already use talking
Before any AI. The group, the accounts package, the load sheet and the mailbox confirmations arrive in. This alone usually takes the first hour out of your admin's day.
Then one document type, done properly
For most operators on the Durban and Joburg corridors that is the POD. We do not add a second until the first one is boring.
Then the screen
Once the paperwork moves on its own, you get the view of what is delivered, what is invoiced and what is stuck.
08
What we would not put a machine near
Not the call to the driver. If the photo is too dark to read or the gate stamp is missing, someone has to phone. The system raises its hand. It does not invent what it cannot see.
Not the rate conversation. Pricing a corridor, arguing detention with a client, deciding whether to take a backload at a thin margin. That stays with you.
Not the send button on a disputed invoice. Standing time and demurrage especially. The draft is ready, you send it.
And if nobody is putting the load number in the WhatsApp caption, agreeing a caption format is the fix, and it costs nothing. We will tell you that before you spend anything with us.
09
Two people, and what happens if one of us is not here
It is a fair question and we get asked it. Romain writes the software. Kribasha is your point of contact: she tells you what is being built, what is waiting on you and when it lands, so you are never chasing us for an update.
If something happened to Romain, the thing running your invoicing keeps running, because it runs on your accounts and your storage rather than ours. You own the system and the written documentation for it.
Handover in practice: that documentation sits in your own drive from the first week, not at the end of the project. It covers how the thing is put together and how to change it. Any competent developer or automation shop can pick it up, and we will name two we would trust with it if you ask.
Romain has fifteen years on websites, customer systems and the plumbing between them across Europe and Africa, with AI agents inside that same work since 2025. Kribasha ran operations and executive support before this, so the paperwork on this page is work she has done by hand.
The numbers, in one place
- AI agent: free to put in when it is standard, complex quoted before we start.
- A standard agent (several formats, writing into two systems, like PODs into your accounts package and load sheet) from R2,500 a month.
- A heavy agent (high volume, many exceptions) from R5,000 a month.
- Getting your existing tools talking: quoted per job, and you see the number before anything starts.
- Morning screen from R15,000.
Straight answers
Questions owners ask us
No. They keep photographing the POD into the same WhatsApp group they use now. Everything happens after the photo, not on their phone. If a driver has to change anything, we have designed it badly.
Most of the time, including sideways photos and bad light in a yard. The part that matters is what happens when it cannot: it flags the document for a person instead of guessing a load number, and you see the flag before anything reaches a client. We show you exactly where that line sits on your own documents before you commit to anything.
No. The draft invoice appears where you already invoice, in your format, with your numbering. We build around what you have rather than moving you onto something new.
The first useful thing is normally one document type moving on its own, and that is weeks rather than months. We would rather have PODs working properly and nothing else than five half finished things.
Then the sum is different and worth doing on the call. Eighty PODs a month arriving in one format and landing in one accounts package is a simple agent, from R1,000 a month, and putting it in costs nothing. At that volume, getting your existing tools talking and the morning screen usually pay off faster than the document reading does.
Yes, and that is what we would suggest. One document type, your rate sheet, your invoice layout. Nothing else moves until you have seen it run for a few weeks.
The next step
Send one POD and one load confirmation to +27 73 932 6852 on WhatsApp and we will send back the invoice that comes out of them.
If you would rather talk, call the same number, email [email protected], or book twenty minutes and we will follow one load through your office before anyone mentions software.
Or email [email protected]. No slides, and no invoice for the conversation.