Connect enquiry handling, dispatch records and accounts around the way your recovery operation works. Capture the information your team needs, keep job progress visible and reduce the paperwork waiting at the end of a shift.
A vehicle goes down at 3am, the on-call phone reaches whoever is awake on the rota, and the details land on a pad or in a message thread. By the time day staff arrive nobody can say who authorised the job, what rate was agreed or whether the vehicle has been released.
Allocation follows the driver who picks up, not the nearest truck that can actually take the casualty. A spec lift goes out to an EV that should never be suspended, so a slidebed has to follow it out while another slidebed sits two junctions from the scene, and nobody sees the wasted run until the fuel figures land.
A caller with no ETA rings back every few minutes, and each of those calls pulls the controller away from allocating the next job. One recovery ends up costing several conversations, and the calls dropped to answer them are never logged at all.
Condition photos, signatures and delivery notes come back as attachments in a chat thread, and the job sheet is a photograph of a page. Invoicing waits on someone scrolling back through a week of messages, so mileage, waiting time and storage days get missed rather than argued.
One record for every job, whether it arrives as a call from a driver on a slip road, as a garage or body shop ringing the office or as an electronic job dropped in by a club or network with its own acceptance clock running. Out of hours the phone can be answered by something we built in-house, capturing location, vehicle, keys and access the same way each time before anyone rings a driver.
Phone, email and CRM 02One screen showing which trucks are loaded, free or already heading that way, and a job record completed on the driver's phone: condition photos at collection, signature at delivery, mileage and waiting time recorded against the job rather than remembered until Monday.
Custom software and reporting 03The caller gets a message when a truck is assigned and another when it is close, without the controller typing either one. A job closed without a POD chases itself, and the invoice draft is ready as soon as the paperwork is complete instead of waiting for a quiet afternoon.
AI and automation 04Closed jobs carry their mileage, waiting time and storage days into Sage, Xero or QuickBooks without anyone retyping them, and self-billing remittances from clubs and networks reconcile against your own job list, so a short-paid or missing job appears as a line to query rather than quietly disappearing.
Integration and migration
We start with a week of your call log set against the same week's invoices. What sits in one and not the other is where the money went: jobs worked but never raised, waiting time nobody recorded, storage days that quietly expired. Then we sit a shift with whoever controls the trucks, because how a job gets allocated at two in the morning is not always what the process document says.
Rates, who gets sent where and what you charge for storage and release all stay yours; commercial calls are not ours to make. A first piece of work is scoped as one fixed job: out-of-hours call handling or the job record everything else hangs from. If the recovery software you already pay for can do it with proper configuration, we will say so and quote the smaller job.
We scope the first job as one shift's worth of problem rather than a rebuild. Small enough to sit alongside live callouts, narrow enough that the controller can judge it on the jobs it actually touched instead of on a proposal.
What to consider when deciding whether this work is right for your business.
Yes. The job card is the record that matters, so the fix is to make it the only place anything gets typed. When a job is closed off with the registration, the mileage and the charge, that becomes a draft invoice in Xero or Sage with the work provider already set. Where your dispatch system has no API, we read its export file instead. connecting what you run
Usually. The part that fails is not the paper, it is that the photographs of the vehicle live on a driver's phone and nowhere else. We give the driver a form on the phone they already carry, with the registration, the collection point and the photographs attached to the job before they leave the scene. The office stops chasing.
Call handling can collect agreed job details and route them to the person on duty. It needs to fit your dispatch process, with clear escalation and a fallback if a service or connection fails. We scope those conditions with your team; an automated answer must not be treated as confirmation that assistance has been dispatched. the line that answers
Yes. That question is the bulk of the calls your controller takes, and it is answerable without a person. When the driver is allocated and starts the run, the customer gets a text through Twilio with a tracking link built on Google Maps Platform, updating as the truck moves. If the driver is held up, the link tells them before they ring.
Probably not. Most dispatch systems allocate and record a job perfectly well. What tends to be missing is what happens before the job exists and after it closes: the call that never became a job, and the job that never became an invoice. We would rather you use the product you already pay for and let us connect it to Xero. If it genuinely cannot do the job, we will show you where it stops.
Often, yes, and usually in your favour. The clause that catches operators out is proving the attendance time afterwards, not hitting it. Every acceptance, arrival and release gets stamped against the job with the registration attached, so the record you send the work provider comes out of the same system the driver used at the roadside.
Explore document handling, enquiry workflows and connections between policy, CRM and finance systems.
EXPLORE → FOR TRADES AND FIELD SERVICE BUSINESSESShow your work properly online, get enquiry details in one place and connect quoting, scheduling and invoicing.
EXPLORE → SCOPE · BUILD · REVIEW · HANDOVERWe agree the deliverables, price and responsibilities before building.
EXPLORE →You already run the trucks well. The money leaks in the hour either side of the job: the call nobody logged, the photos in a thread, the invoice raised days after the vehicle was dropped. That is the part we build.
Tell us what you use now, where the work slows down and what a better result would look like. We will explain the next step, with any paid work agreed before it starts.