Transbook CRM is a modular web-based solution for the organisation of road, air and maritime transport.
Main features:
- It allows you to manage existing and potential customers and offers
a transparent view of all activities, from transport demand
goods, realisation to invoicing. - It is an indispensable tool for users to manage events,
contacts, sales, business profitability and full control over
the productivity of transport organisers. - The core component is Customer Relationship Management
CRM component to manage existing and potential customers.
The basic functionality of the application is implemented around this component:
organising transport by road, air and sea. At
For transport organisation, the app offers a transparent view into all steps
from initial enquiry, planning, implementation to final
invoicing; the application allows workflow to be defined to manage
the work process of the transport operators, i.e. the dispatchers. - With gadgets, we can monitor various indicators,
including the added value of the business and the productivity of the disposer. Users of
freight transport operators are dispatchers who want to have a single
all communications with the client and all documentation necessary to
to carry out the transport of the goods.
Multi-tasking app to reduce the use of other apps
The app is hosted in the cloud or locally on the user’s premises, if desired.
In addition to the basic functionality of organising transport, it also replaces the use of standard tools. The solution can receive as well as send emails when communicating with the customer as well as with subcontractors of the process.
- This reduces the use of the default email client.
- Paper positioning folders have always been used for transport organisation, bringing together all the necessary paper
documentation. The solution replaces the latter with an electronic position folder, which brings together documents in electronic form in one place. - The application can also change the use of Excel spreadsheets with different viewers and lists.
The integration of the application with external systems is solved by various APIs (so-called “service interfaces”), so that the application can be integrated with other in-house solutions such as TLM (Trinet Logistics Management) for invoicing, customs procedures, other waybills (e.g. AWB air waybill), or with the web-based application Transbook Docs for the creation of waybills.
It is also possible to connect to the user’s system (e.g. ERP, VMS, TMS) if the need arises.
CRM module for customer communication management
The application is designed in a modular way with a basic CRM module. The basic objects of the module are activities (email, phone call, SMS, etc.), cases (enquiry, consignment, invoice, customs declaration, etc.) and related cases that link consignments to a position folder or transport order.
An email activity can be linked to multiple mailings, and multiple activities can be linked to a demand. In the CMR part of the application, we manage clients so that all activities, cases and related cases are visible in one place.
The queue as a trigger for the work process
The organisation of transport starts with the monitoring of the queue widget, which is a mail client in function as it is linked to a general or dedicated business email address.
You can have several queues depending on your needs or work organisation (for example, if you have a separate email address for road, air or sea transport).
But the waiting list is not limited to one type of activity, as it can include phone calls or SMS messages with the integration of internet telephony or a mobile device.
The work of the dispatcher starts when the activity arrives in the queue.
Dispatchers check this queue and thus, with each activity, record a transport demand or start a new transport organisation, or link it to an existing demand or an existing organised transport.
It also implements automatic linking of activities to cases when all communication is done through this application. A plug-in for Outlook has also been developed, which can be used to insert e-mails that have arrived in the personal account of a dispatcher into the queue.
Transport demand and arranging transport
The dispatcher creates a demand instance based on the input activity by entering (custom) a specific set of data for the shipment to be transported. On the created case, it has the possibility to communicate with the customer by replying to the received enquiry.
Arrangements for transport are supported by informal or formal offers. An informal offer is an e-mail with pre-set text in different languages containing a set of registered consignment data.
The customer’s reply is automatically linked to the enquiry case.
At the customer’s request, a formal offer may also be sent, but this requires a formal entry of the items (item and price) of the offer. The formal offer is also sent by e-mail and includes a printout of the formal offer.
When the dispatcher agrees or disagrees to transport, the status of the request changes accordingly.
When a non-agreement is made, the reason is also recorded. The confirmed offer is the basis for the carriage of the goods.
The consignment as a basic element of the transport of goods
The consignment is the basic element of the transport of goods. It contains all the information you need to make the journey. You can
created independently or on the basis of a confirmed supply from a demand.
You can create one or more consignments from a single enquiry.
In this case, all communication with the customer is also inherited, so that the dispatcher has all previous communication with the customer at every step. In the CMR organisation, the consignments are elements of related cases.
The transport order as well as the position map are examples of linked consignments.
The dispatcher on the consignment shall plan the carriage of the goods by linking each route, consisting of a loading and unloading point, to a new transport order or to an existing one.
For each journey, it also has the possibility to create accompanying consignment notes, such as the CMR document (paper or electronic – e-CMR). Consignment allows the entry of more than one commodity path of a consignment, with entries for multiple loading or unloading points, as well as distribution centres. From the consignment, you can create a position folder for the purpose of freight billing or bind the consignment to an existing position folder.
The costs associated with the shipment can be recorded on the shipment itself.
The status of a consignment changes automatically when it is bound to a transport order or when a transport order is executed.
Transport or. loading order for the carrier of the consignment
The consignment or its route is linked to a transport order. This contains routes from different consignments of goods, which are grouped together for the purpose of common transport from the loading point to the unloading point. On the transport order, we enter the necessary information to carry out the transport.
The dispatcher has the option of a generic printout of the transport order or a customised printout. The transport request shall be sent by e-mail to the subcontractor carrier, together with the conditions for carrying out the transport, such as the price. At the user’s request, the application can be linked to the carrier’s TMS system so that the requested transport data can be transmitted in another formal format to automate the process. On the transport order, we have the possibility to record the costs, which can be spread over all related consignments by entering them.
Position fiche for goods transport accounting, linking to the collection system
The transport accounting is recorded on the position folder to which the transport consignments are linked. We record all billing items on the folder by entering all the walking costs and the amounts to be charged to the customer of the position folder.
The positioning folder is linked/integrated with the TLM desktop solution. Integration with software interfaces thus allows further invoicing or the production of other documents supported by the TLM solution (customs declarations, consignment notes).
When customs procedures are carried out with an external subcontractor (freight forwarder), the application allows the sending of bound documents by e-mail.
It is possible to create multiple invoices on a single position folder. However, positioning folders can be stacked on a collector for the purpose of collective transport.
Costs can be recorded at the level of a consignment, a transport order, a position folder or a collection.
The entered cost can be recorded as a forecast cost and updated accordingly after receipt of the incoming invoice.
Work organisation in the company and tools for analysis
A tailor-made workflow is flexible to the company’s workflow. You can define different users of the application with it and the corresponding rights. These can be dispatchers by type of transport, region of transport, as well as administrators (managers) to oversee one or more areas of the business. Tools have been developed to monitor the performance of transport from the screening of enquiries,
the work of each individual agent, to business analysis and more, so that workflow managers have a one-stop view of the business.
Why choose Transbook CRM
The application enables a single communication with the participants in the transport organisation.
With workflow and configurable rights for individual application operations, you can organise your work efficiently.
And with the aids, we can transparently and efficiently monitor and control the performance of the transport.
