For HGV operators within about 45 minutes of Derby
POD matched. Invoice drafted. Chaser written.
Two half-days in your office, and the paperwork after a load’s delivered is set up and running. A fixed price, agreed on the call, and half of it is due only if it passes a test on your own ten finished jobs.
Free. If it doesn’t fit, I’ll say so.
The job
The paperwork after the load’s gone
After a load’s delivered, up to four bits of paperwork land on your office. I set them up on your own account, and train one of your people to run them.
- PODs matched, gaps flagged
- Paper, scans or a driver’s phone photo, each matched to its job. A missing POD is flagged, never guessed.
- Invoices drafted
- Customer, job, rate and total, drafted for your invoicing person to check. You raise them in Xero, Sage, Excel or your TMS, same as now.
- Chasers by stage
- A chaser sequence for each stage of a late invoice, in your voice, built from the last chasers you liked.
- Tacho letters and debrief pack
- If you use a tacho bureau or software, the infringement letter and the driver debrief pack, written from one of its reports.
It’s for HGV operators with their own operator licence and roughly 5 to 15 vehicles, owner-managed, with an office of one to three people. Someone to be the named approver, and someone to be trained.
Not for owner-drivers, couriers, removals or recovery firms, or fleets with a full traffic office already doing this. Over about 15 vehicles, ask me first.
How it runs
Two half-days, in your office
The call
Twenty minutes, free. How PODs arrive, who invoices, which software, who approves. If it doesn’t fit, I’ll say so.
Optional: a half-day to see it
If you’d like to see it work before you commit, I come for a half-day in your office, on your own paperwork. It’s separate from the two visits below, and the price is given on the call.
Your part, first
You open a business AI account in the firm’s own name, billed to you by the supplier. You pick ten finished jobs: the job sheet, the POD, the invoice that went out.
Half-day one
I set up the account, folders and access, back everything up first, and run POD matching and invoice drafting on your ten jobs while your invoicing person watches. We write down the test before I go.
Between visits
I build the chaser sequence by stage in your voice from the last chasers you liked and, if you use a tacho bureau or software, the infringement letter and driver debrief pack from one of its reports.
Half-day two
We run the test. The person you’ve picked runs POD to invoice to chase on their own while I watch. Your named approver signs the result.
After
Fourteen days of phone and email help, and one 30-minute check call at day 14.
What you do
- Open the account
- Pick ten finished jobs
- Name an approver
- Pick one person to train
Price and terms
How the price works
Standard
Agreed on the 20-minute call. Half is due when the two visits are booked. The other half is due only if the test passes.
First two firms
For the first two firms. Same terms. In return you time a before and after on your own ten jobs and let me describe what happened, named or anonymous, your choice.
Optional
Optional, agreed separately, from month two, cancel any time. One scheduled hour a month, changes within reason, “can it do this?” questions. Never required.
No VAT is added. The AI subscription is yours, billed to you by its supplier at its current price. I don’t quote it.
The test
Agreed in writing at half-day one, on your ten finished jobs. It tests the paperwork, never the money.
- PODsEvery one of the ten is matched to its job. A missing POD is flagged, never guessed.
- InvoicesFor each of the ten, my draft shows the same customer, job, rate and total as the invoice you actually raised. Pass is eight of the ten matching, and each of the other two comes with a written reason your invoicing person accepts.
- ChasersThe person you’ve picked, on their own, produces a chaser for each overdue invoice on a list you choose, at the right stage and in your voice. Your named approver reads them and signs them as sendable, or writes down what’s wrong with each.
If it doesn’t pass, I put it right for up to 14 days at no charge. If it still doesn’t pass, the second half isn’t due. The first half is mine either way, because the visits have happened.
What it won’t do
It drafts. It doesn’t decide.
- It won’t send, post, pay or delete by itself. It doesn’t.
- It won’t replace your TMS, Xero or Sage. It doesn’t touch them.
- It won’t promise it never makes a mistake. It drafts, a person approves.
- It won’t do tacho analysis. Nor filing with DVSA, HMRC or customs, an operator-licence audit, or legal advice. None of those.
- It won’t promise faster payment, hours saved or money recovered. I can show the paperwork works on your ten jobs. I can’t promise what your customers do.
Your data
Your account, not mine
- Your account, under your own terms with the supplier, not through me. If the supplier changes the product or the price, that’s your account to manage, and the monthly hour exists for that.
- I hold no copies and no logins. I see your data only on your screen, at your instruction.
- Backup before the first run. Taken before I run anything.
- Access limited to the one workflow. Anything that sends, pays or deletes waits for your named person.
Who I am
Ade Whetton, in Derby
I’m Ade Whetton, Managing Director. I come from transport and operator-licence compliance.
I’m taking on a first few hauliers. The work is me, in your office, for two half-days.
What you keep
What’s yours at the end
- The set-up, running in your own account and folders.
- One of your people, trained to run it.
- A one-page run sheet in plain English, and the templates in a folder you own.
- The test, which you can repeat without me.
- A short note on the next three jobs I’d do for you, each with a fixed price.
The demo
See it run
POD to invoice to chase, run on dummy paperwork and labelled as dummy data. Not recorded yet.
Start date
When I can start
Next free start
Date to be confirmedI update this date by hand.
Book the 20-minute call →