Road haulage SME
Which transport company management software should you choose when customers pay late while diesel, tolls and salaries go out every month? Here is Karim’s story: he almost halved his customers’ payment times with Dirigeoo.
Client: Karim T., managing director of a road haulage company, 8 trucks, 12 employees including 9 drivers, founded 11 years ago.
Key takeaways
- Sector: road haulage, 8 trucks, 12 employees.
- Challenge: enforce 30-day payment terms and know the profitability of each customer.
- Solution: Dirigeoo as transport company management software, with same-day invoicing, automatic reminders, mobile expense claims and cash flow forecasting.
- Results: payment times cut from 58 to 34 days, €41,000 collected earlier and month-ends without an overdraft.
Background: transport company management software
Karim’s company handles regional deliveries and full truckloads for around twenty shippers, mainly in the food and retail sectors. Diesel accounts for nearly 30% of his costs, on top of tolls, fleet maintenance and salaries paid at the end of every month.
Invoices were drawn up in a spreadsheet from the consignment notes, often several days after delivery. Drivers’ expenses came in on paper receipts that were regularly incomplete. Like many people running a transport company, Karim knew his operations inside out, but not his numbers.
Yet in French road haulage, the law is clear: payment terms cannot exceed 30 days from the invoice date, as stated on the official payment terms page of Service Public Entreprendre.
The problem: payment terms that were far too long
- Customers paying too late: an average of 58 days, almost double the 30-day legal cap.
- Tight month-ends: salaries, fuel and truck leasing payments went out before customer payments came in.
- Unmanageable driver expenses: meals, tolls and parking on paper receipts, almost 8 hours a month to enter and check them.
- Unknown profitability: no way of knowing which customers and routes really covered their costs, especially after diesel price rises.
In practice, Karim was giving his customers credit without ever deciding to, and funding the gap with his bank overdraft.
The Dirigeoo solution: complete transport company management software
- Invoicing on delivery: invoices are created in Dirigeoo and sent the same day, with a 30-day due date, late-payment penalties and an online payment link.
- Automatic reminders: a reminder before the due date, then follow-ups at D+7 and D+15, with a tone suited to each stage.
- Expenses from a mobile phone: drivers photograph their receipts, the expense is categorised and Karim approves it in a few clicks.
- Profitability by customer: revenue, fuel and expenses allocated to each customer to track the real margin.
- Cash flow forecasting and alerts: bank synchronisation, a schedule of leasing payments and an alert as soon as the projected balance drops below the set threshold.
Setup in 4 steps
- Week 1, bank and customers: the business account is synchronised and the list of shippers is imported with their payment terms.
- Week 2, invoicing: invoice templates are created with the 30-day due date, mandatory mentions and a payment link.
- Week 3, drivers: each driver installs the app and sends receipts as photos; expense categories are configured.
- Week 4, management: costs are allocated by customer, leasing payments are scheduled and a cash flow alert threshold is set.
A Dirigeoo expert helped Karim chase overdue invoices and define the reminder schedule.
Results after 6 months
- Payment times almost halved: from 58 to 34 days in six months.
- Cash freed up: €41,000 collected earlier thanks to faster payments.
- Driver expenses under control: from 8 hours to 2 hours a month of data entry and checks.
- Prices renegotiated: two unprofitable customers identified. Karim secured a price increase and a diesel indexation clause.
- Calmer month-ends: salaries are paid without using the overdraft.
Before and after: Karim’s transport company in numbers
| Indicator | Before Dirigeoo | After 6 months |
|---|---|---|
| Average payment time | 58 days | 34 days |
| Invoice issuing | 2 to 5 days after delivery | On the day of delivery |
| Driver expense entry | 8 hours a month | 2 hours a month |
| Cash collected earlier | – | €41,000 |
| Profitability by customer | Unknown | Tracked monthly |
| Overdraft use | Every month-end | None |
For a transport company, every day saved on payment terms counts. With transport company management software, Karim turned a problem he used to endure into an indicator he now manages.
The indicators Karim checks every week
Every Monday morning, Karim checks a few key figures in his Dirigeoo dashboard to run his transport company:
- Average payment time, overall and by customer, to spot shippers who start to slip.
- Overdue invoices and the status of reminders in progress.
- Margin by customer, after fuel, tolls and driver expenses.
- The projected balance at 60 days, taking salaries and leasing payments into account.
- Expense claims waiting for approval.
This weekly check lets him call a customer before a delay sets in, and prepare price negotiations with precise figures.
Why Karim chose Dirigeoo
Karim already used software to plan his routes. He was not looking to replace it, but to fill the gaps: fast invoicing, systematic reminders and a clear view of his cash flow. He also wanted something simple for his drivers, who have neither the time nor the inclination to fill in spreadsheets at the end of the day.
Three things convinced him. First, automatic reminders, which prevent forgotten invoices and awkward phone calls. Second, the mobile app for expense claims, which the drivers adopted in the very first week. Finally, the cash flow forecast, which includes salaries and truck leasing payments so that month-ends can be planned ahead.
Support from a Dirigeoo expert also reassured Karim when it came to chasing overdue invoices. For a transport company of this size, with no dedicated admin department, it was this combination of tool and expert that delivered results so quickly.
Today, Karim spends Friday afternoons with his customers and his drivers rather than behind a screen. His bank adviser has noticed the difference too: the overdraft facility, once used every month, has not been touched for months.
Above all, he now negotiates with his shippers using facts. When a customer asks for longer payment terms or a discount, Karim knows exactly what that customer costs and earns his transport company, and can answer with confidence.
Testimonial
“In haulage, you pay for everything up front: diesel, tolls, salaries. I used to give my customers credit without even realising it. Now invoices go out on the day of delivery, reminders too, and I know which customers really make me money.”
See how Dirigeoo helps other professions in our case studies, compare Dirigeoo plans and explore our free business guides.
Karim T.
5 tips to shorten payment terms
- Invoice on the day of delivery: every day of delay in issuing the invoice pushes back payment by the same amount.
- State the 30-day rule: show the due date and late-payment penalties clearly on every invoice.
- Automate reminders: a reminder before the due date is often enough to get a good-faith customer to pay.
- Offer online payment: a payment link on the invoice removes excuses and speeds up payment.
- Measure profitability by customer: a customer who pays late and has a low margin should be renegotiated first.
FAQ: transport company management software
What are the maximum payment terms in road haulage?
In French road haulage, payment terms cannot exceed 30 days from the invoice date. You can set this due date as the default on your Dirigeoo invoices.
Can my drivers send their expenses from the road?
Yes. They photograph their receipts on their phone, the expense is categorised automatically and you approve it in a few clicks.
Does Dirigeoo replace my transport management system (TMS)?
No. Your TMS organises routes and transport orders. Dirigeoo handles invoicing, payments, expenses and cash flow for your transport company.
How quickly will I see results?
For Karim, the first automatic reminders brought in payments in the very first month. Average payment times then fell steadily over six months.
Can I chase a customer without damaging the relationship?
Yes. Dirigeoo reminders start with a simple, courteous reminder before the due date, then become gradually firmer. And you can always call the customer yourself before the next step.
Do late-payment penalties have to appear on my invoices?
Yes. In France, payment terms, the late-payment penalty rate and the €40 fixed recovery fee are mandatory mentions on invoices between businesses.