TruckMovers: how one person manages 100 vehicle deliveries a month across Europe with Planlogi
TruckMovers
Company profile
TruckMovers isn't your typical carrier: their "cargo" moves on its own wheels. The company delivers new and used trucks and buses to customers all over Europe, driving them there itself, because moving them by trailer would cost many times more.
The whole operation is run by one person, founder Kalle. He takes the orders, finds the right driver from his network, organises the logistics and does the invoicing.
TruckMovers' drivers are subcontractors: freelance truck and bus drivers who pick up jobs when they suit. There are a couple of dozen drivers in the network and the volume is around 100 deliveries a month.
Under this model, most of the work is coordination rather than driving: finding the right driver for every job, and keeping track of addresses, contacts, times, photos and documents. The vehicles being moved are valuable and every job is its own case: a new Scania for one dealership, a used bus for another customer, a vehicle from the port to a showroom.
Until recently, all of TruckMovers' operations lived in WhatsApp, Messenger, text messages, email and Excel. Today the same operation runs through Planlogi: orders, driver instructions, photos, signatures, eCMRs and invoices, all in one system.
In this customer story we talk with TruckMovers' founder and dispatcher, Kalle, and look at how a small, specialised carrier runs its whole transport operation like a much larger company, without adding to the team.
Company size
1 person in the office (the owner handles sales, logistics and invoicing) + a couple of dozen subcontracted partner drivers in a standing network
Regions served
Europe
Delivery volume
100 deliveries a month
Customers
Large authorised dealerships (for example Scania, Mercedes and Volvo), plus smaller businesses
Services
Delivery of new and used trucks and buses under their own wheels
Accounting
Merit software integration with Planlogi
Before Planlogi: the whole operation ran across five different channels
Before Planlogi, TruckMovers’ work happened in whatever channel the customer or driver happened to be using. Every order started with a call, an email or a message.
That’s where the most labour-intensive part began for Kalle: finding the right driver in the network. There was no set list of drivers. The contacts, the arrangements and the knowledge of who could even do which job all lived in Kalle’s phone and in his head.
"Some drivers didn't have WhatsApp. So everything went through Messenger; some only communicated by text message, and part of the information was still sitting in emails. Everything was scattered across several places."
Once a driver was found, Kalle sent them all the job details (addresses, customer contacts, instructions) in a WhatsApp message. The problem was that all his other conversations were happening in that same WhatsApp too, so the job details often got buried under other messages and were hard to find again later.
On top of WhatsApp, some drivers were reached through Messenger, some by text message, and some information moved by email entirely. The information came back the same way: when a job was finished, drivers sent photos of the pickup and handover into those same chat channels, and Kalle had to dig them out again afterwards.
To hold the whole picture together and put the invoices out, Kalle kept transferring all this scattered information into Excel as he went. There was no real system behind the workflow. There were five channels, a pile of paperwork and one person who had to keep all of it in his head.
"I tried to keep gathering all of this into Excel as I went and then build the invoices off that. But often I had ten things on the go at once and sometimes I forgot to log a job."
The most painful bottleneck: finding critical information in WhatsApp conversations
According to Kalle, invoicing suffered most under this workflow. Every invoice depended on Kalle finding the right job's photos, the agreements and the extra costs across conversations spread over several channels, and knowing off the top of his head what each customer wanted to see on the invoice.
Some customers need a simple one-line invoice; for others, tolls and other extras have to be broken out on separate lines, up to seven extra lines in total. When the information is scattered across WhatsApp, Messenger, text messages and email, every forgotten line or lost photo is a direct risk to revenue and to trust. Especially when your customers are the most demanding authorised dealerships.
"The drivers sent the photos and information back to me in WhatsApp, and then later I'd scroll through those chats to make the invoices. That really used to eat up a lot of time."
Why did TruckMovers choose Planlogi?
TruckMovers hadn’t given transport management software (TMS) much thought for a long time. The push to try a new solution came from a national CMR digitalisation grant, which got Kalle looking into TMS options and finding software that fit.
The first TMS software choice failed, though. Because TruckMovers’ work differs from ordinary freight transport, the provider initially chosen couldn’t deliver the specific details their special requirements called for in time. The collaboration ended, and the grant went unpaid because the deadline lapsed.
"At first I chose another provider. The project kept dragging on, half a year went by and it fell through. I don't want a long-term partnership with a company I don't trust."
After weighing up a couple of other providers, Kalle arrived at Planlogi. One clear criterion tipped the decision: a dedicated driver app, where the driver sees all the job information in one place and can add photos and comments straight onto the order.
Kalle also singles out the communication with the Planlogi team, praising how responsive and understanding they were.
"The driver app was the most important thing. Specifically, that the driver gets all the information in one place and can attach the photos right there on the order."
The Planlogi platform fits even the most non-standard carrier workflow
Beyond trust and smooth communication, TruckMovers was won over by Planlogi's concrete solutions. TruckMovers' cargo is the vehicle itself, and Planlogi's features cover exactly the places where the old workflow suffered most:
A simple driver app — all the job information (addresses, contacts, comments) in one place. The driver takes the photos, captures the customer's signature and closes out the job right in the driver app.
Accounting software integration — invoices move straight from Planlogi into the accounting software.
All proof attached to the order — photos, comments and signatures no longer get lost in chats; they lock onto the specific delivery.
eCMR (electronic consignment note) — the eCMR comes straight from Planlogi and can be shown quickly from the phone when needed (it has already passed a German police check without any issues).
Partner-driver register — the contacts and details of every subcontracted driver are held as a single list that's quick to find and manage in the system.
Entering orders from a mobile — Kalle is often on the move and can get the job done in Planlogi while travelling.
Speed and simplicity — it matters to TruckMovers that Planlogi is fast and doesn't freeze. The drivers learned the app in one go.
How does TruckMovers manage its deliveries with Planlogi now?
Today, all of TruckMovers’ work runs through Planlogi. The information no longer lives in chats or in Kalle’s head. It lives on the order.
When an order comes in (sometimes one that has to leave within the hour), Kalle enters it into Planlogi straight away and assigns the driver at the same time. The system shows immediately which jobs are unplanned and which are still without a driver.
"The moment a new job comes in, I log it in Planlogi. Everything's in one place in front of me the whole time, and I know exactly what's unplanned and which order doesn't have a driver yet."
The driver gets all the information from the app: addresses, contacts, comments. On finishing the job, the driver takes the photos, captures the customer’s signature, and all the proof locks onto the order automatically. From there, an invoice can be created immediately with a single click.
"The drivers are completely used to Planlogi now. Sometimes a driver will tell me himself - hey, I don't have this job in the app, what's going on."
The drivers took to the Planlogi app smoothly, and today the roles have flipped: the drivers themselves ask when a job isn’t in the app yet. Some drivers even enter orders straight into the Planlogi app themselves when needed.
With Planlogi, TruckMovers’ workflow looks like this:
An order arrives (call, WhatsApp or email) and Kalle enters it into Planlogi, from his mobile while travelling if needed.
Kalle assigns a suitable driver from the network, and the driver immediately sees all the job information in the Planlogi mobile app.
The driver starts the job in the app: photos at pickup and handover, the customer's signature on the phone.
The eCMR (electronic consignment note) comes straight from Planlogi and can be shown from the phone to an inspection if required.
All photos, comments and proof stay attached to the order automatically.
Once a week Kalle does the invoices: one click in Planlogi and the invoice moves straight into the accounting software via the Merit integration.
One dispatcher, a couple of dozen drivers, 100 deliveries a month, and all of Europe's logistics through Planlogi
TruckMovers' biggest win with Planlogi is capacity and control. One person manages around 100 deliveries a month, coordinates a couple of dozen subcontracted drivers from Spain to Hungary, and serves the most demanding dealerships, without a single extra member of office staff.
Up to 115 vehicles a month, managed by one person
In its busiest months, TruckMovers has moved 115 vehicles across Europe. That's an average of about five valuable vehicles every working day, each with its own addresses, contacts and documents. Keeping that kind of volume under control with one person takes exactly what Planlogi provides: a single source of truth where every job's status is visible at a glance, and the confidence that nothing critical gets lost.
"For me, Planlogi is a real logistics assistant: you put the job in, the driver sees everything straight away, and that's it, sorted."
No more hunting for information in chats
Handing over jobs no longer means repeating the same information several times over, invoicing no longer means scrolling through WhatsApp conversations, and the delivery proof (photos, signatures, eCMR) is always available.
To sum it up…
One person, a couple of dozen subcontracted drivers and around 100 deliveries a month across the whole of Europe. TruckMovers proves that a small, specialised carrier can work just as systematically and professionally as a large company, without a single extra member of office staff.
A time-consuming, confusing workflow, where job details got buried under WhatsApp conversations and every invoice meant hunting information down across several channels, has been replaced with a clear system: the driver sees all the job information in the app, all photos, signatures and eCMRs stay attached to the order, and the invoice is ready at the click of a button.
If your working day still goes on chasing information down in chats and Excel, see what Planlogi would look like in your workflow. Book a demo.
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