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Fleet operations / 01 — Haulage administration software

The office work
that never ends.
Handled.

Kyber runs the repetitive administration behind your fleet — job entry, driver allocation, POD chasing, invoicing, payment tracking — so your office can spend the day on customers instead of paperwork.

Book a demo What's it costing you?

30-minute demo on your own jobsOwn it outright, or we run itPriced on a call, not a tier list

5Admin stages handled end to end
24/7Processing, not office hours
1Record per job, booking to paid
JOB 0248 BELFAST → DUBLIN ETA 08:42
Built in Belfast for hauliers on both sides of the border
The problem / 02

Your office does the same four things every day.

None of it is difficult. All of it takes time. And it multiplies with every extra job you take on — which is precisely why growth so often means another desk instead of another truck.

01 / JOB ENTRY

Re-typing the same booking

Emails, phone calls and portals turned into a job on the system, by hand, every time.

02 / ALLOCATION

Matching drivers to work

Hours, tacho, vehicle type and location cross-checked on a whiteboard and a spreadsheet.

03 / DOCUMENTS

Chasing paperwork

PODs photographed, emailed, mislaid, re-requested. Then filed against the right job.

04 / BILLING

Raising and chasing invoices

Rates looked up, invoices typed, sent, then followed up when the money is late.

The cost / 03

Put your own numbers on it.

Nobody budgets for admin, because it never arrives as an invoice. It arrives as a desk. Move the three sliders to your operation and see what that desk costs, and how much of it Kyber takes back.

120

Every booking that becomes a job on your system, subcontracted or your own trucks.

22min

Keying it in, finding a driver, chasing the POD, raising and chasing the invoice, added up across the life of the job.

£15

Salary plus employer costs, divided by hours actually worked. £15 is a modest figure for a Northern Ireland transport office.

Estimate only. The share Kyber handles per task is our own figure, shown on each row; your real number comes out of the demo, where we run it against your jobs.

TaskHours / wk£ / yearKyber takes
Job entryEmail or call re-typed as a job
AllocationDriver, vehicle and hours matched by hand
Chasing paperworkPODs requested, filed, re-requested
Invoicing and chasingRates looked up, invoices typed, money followed
Your admin desk
Hours back, every week
33hrs

Just under one full-time desk, freed for customers.

Back in the business, every year
£23,900

Before you count the invoices that go out on the day of delivery rather than the end of the month.

Check it against my jobs Thirty minutes · your operation, our system
The system / 04

An operational layer, not another inbox.

Kyber sits underneath the way you already work. Nobody is replaced. The work that used to occupy an entire desk simply stops arriving there. Your transport manager keeps the decisions and the keyboard work goes away. Follow one job through.

01 / A job comes in

The email becomes the job.

A booking lands by email or phone. Kyber reads it and drafts the job (customer, collection, delivery, load, rate), and your office confirms it in one look instead of re-typing it into three systems.

→ Your office confirms
Inbound · dispatch@kyber.software09:14
What arrived
From: bookings@northcoastfoods.co.uk
Load for Thursday – Belfast to Dublin
Hi, can you take 26 pallets chilled from our Belfast, BT3 depot to Dublin 12 on Thursday, delivery by 14:00? Usual rate £1,240. Thanks, Paula
Drafted job · 0248
North Coast Foods
Belfast, BT3 → Dublin 12
26 pallets · chilled · 26T
Thu · deliver by 14:00 · £1,240
Confirm jobEdit
02 / Allocation

The right driver, ranked.

Hours left, tacho, vehicle type and where they finish the day before are cross-checked against the job and put in order. Your planner sees the shortlist and confirms it, and the whiteboard and the spreadsheet go back in the drawer.

→ Your planner confirms
Job 0248 · Belfast → Dublin · Thu 14:003 available
MB
Michael Byrne
GHZ 4410 · chilled · finishes Wed in Lisburn · 9h 40 left
94% Assign
NK
Niamh Kelly
MEZ 7745 · chilled · finishes Wed in Newry · 7h 10 left
81% Assign
CW
Conor Walsh
LXZ 1093 · curtainsider · on Manchester run until Fri
— Unavailable
03 / Delivery

The POD files itself.

Your driver opens the app on their own phone, sees only today's runs, and photographs the signed docket at the kerbside. It is checked for legibility, matched to job 0248 and on the record before the truck has left the yard. Nothing reaches the office.

→ Runs automatically
Job record · 0248live
CollectedThu 09:52
DeliveredThu 14:06
PODReceived
Customer notified14:07 · email
InvoiceGenerating
04 / Money

Invoice out on delivery. Money chased for you.

The rate is applied, the invoice raised and sent to the customer's billing contact the moment the POD lands, not at month end. If it goes overdue, Kyber drafts the reminder and you send it with one click. One record, booking to paid.

→ You approve the chase
Invoices · North Coast Foods2 open
Invoice #0248Sent 14:09
£1,240.00
Belfast → Dublin · 26 pallets£1,240.00
POD attached0248-POD.jpg
Terms30 days · due 18 Jul
Toaccounts@northcoastfoods.co.uk
Invoice #0231 · 8 days overdueDraft

Hi Paula, a quick note that invoice #0231 (£980) for the Larne run on 12 June was due on 12 July. The POD is attached again for reference. Could you let us know when it's scheduled for payment?

Review & sendEdit
Division of labour / 05

Let people do the work that needs people.

This is not a claim that software is better than your staff. It is a straightforward observation about which kind of work each is actually suited to.

Human

Judgement
  • H01 Customer relationships
  • H02 Negotiating rates
  • H03 Exceptions and breakdowns
  • H04 Complex decisions
  • H05 Problem solving under pressure
  • H06 Situations that need context

Kyber

Repetition
  • A01 Repetitive daily tasks
  • A02 Processing large volumes of information
  • A03 Checking documents
  • A04 Keeping records up to date
  • A05 Working continuously, without fatigue
  • A06 Consistency, speed, no manual data entry

Let humans do the work that needs humans. Let AI handle the work that doesn't.

Job lifecycle / 06

One job, start to paid.

Seven stages. Three of them run without anyone touching a keyboard.

01

Job created

Entered once, in seconds — no double keying.

02

Route planned

Distance, timings and drop order calculated.

03

Driver assigned

Ranked options; your planner confirms the allocation.

04

Job completed

Driver marks delivery in the app, on site.

05

POD received

Captured, legibility checked, matched to the job.

06

Invoice generated

Rate applied, invoice raised and issued.

07

Payment tracked

Overdue flagged, AI drafts the reminder, you approve.

■ Green marker — runs automatically □ Outline — a person decides
Compliance & availability / 07

Know what's available before the phone rings.

Vehicle and trailer status, workshop bookings and compliance dates sit on one live board — not three different spreadsheets your planner has to cross-reference before saying yes to a job.

01.

A 14-day availability board

Every vehicle and trailer, two weeks out — jobs, workshop bookings and compliance dates on one grid. A clash shows red before you allocate into it, not after.

02.

Compliance that chases itself

Overdue and due-soon checks flagged automatically against every vehicle, trailer and driver. AI drafts a prioritised digest — you review and send.

03.

Workshop time, booked and tracked

Book a defect straight into the workshop from the job it was found on. The asset's status updates itself, and the board reflects it immediately.

04.

Nothing quietly slips through

Kyber flags it when a vehicle ran a job while a safety check sat overdue — the pattern your compliance record needs you to catch before an auditor does.

Live now — ask to see your own fleet on the board at the demo
Operations view / 08

Built for a transport office, not a generic dashboard.

Vehicles, jobs, PODs, invoices and outstanding money on one screen — in the language your planners already use.

KYBER / LIVE OPERATIONS TUE 26 · 07:41 18 VEHICLES ACTIVE
JobRouteDriverStatusPODInvoice
0248Belfast → DublinM. DohertyIn transit——
0247Larne → GlasgowS. WhyteDeliveredRECEIVEDRAISED
0246Dublin → ManchesterK. FerrisDeliveredRECEIVEDPAID
0245Newry → LiverpoolP. HannaLoading——
0244Craigavon → CorkJ. MillarDeliveredCHECKINGQUEUED
Invoiced today
£24,850
164 of 171 automated
PODs processed / 7d
Outstanding > 30 days
£9,120
4 accounts · 2 chased today
Moving across / 09

Your history comes with you.

Changing system is the part every haulier puts off, and it is almost always the data that makes them hesitate. Years of customers, rates and job history sat in something you have outgrown. We move it for you.

01.

We take what you hold

Spreadsheets, an old TMS, your accounts package, or a filing cabinet's worth of exports. If it can leave your current system, it can come across.

02.

We map it, not you

Customers, rates, vehicles, drivers and open jobs matched onto Kyber's records by us — before anything goes live in front of your office.

03.

You check it

You compare the imported data against the system you already trust and tell us what is wrong. We correct it and you look again.

04.

Both run side by side

Your old system stays exactly where it is while the office settles in. Nothing gets switched off until you are the one who says so.

Bring your current system to the demo · We will tell you what moves cleanly before you commit to anything
Why it exists / 10

Built by someone who has sat at that desk.

Every haulier I spoke to had the same shape of office: a good planner, a good customer person, and a whole desk given over to typing the same job into three places and chasing bits of paper. Kyber exists to take that desk away and give the people back.
R
RhysFounder, Kyber · Belfast
2

Own it, or we run it

Every agent, every module, the driver app, either way. Buy your instance outright, or let us host and support it.

1call

Scoped, not self-serve

One call gets you a real figure for your fleet — not a tier list, not a guess.

0

Lock-in, either way

Own it outright, or run it managed and cancel when it stops being worth it. Your data leaves with you regardless.

£

And €, on one record

Invoice in either currency for work on either side of the border, without a second system.

Next step / 11

See it run against your own jobs.

Thirty minutes, your operation, our system. We will show you exactly which of your daily tasks Kyber would take off the desk.

Thirty minutes

Your operation, your jobs, your routes — not a generic product tour.

Own it, or we run it

Every agent, every module, either way — priced against your fleet on this call, not a tier list.

Scoped, then live in days

If you decide to go ahead, setup starts that week — not a six-week rollout.

Book a demo Run the numbers
Own it, or we run itNo lock-in either wayPriced on a call