Fleet Management Software for Commercial Operators
Whether you operate 5 vehicles or 50, Waybill gives you the tools to assign jobs optimally, manage driver hours, track every vehicle, and invoice at scale — all from a single platform that grows with your fleet.
Assign All Daily Jobs in One Click
Manual job assignment doesn't scale. When you have dozens of pending jobs and a fleet of available drivers, finding the best assignment for each one takes hours. Waybill's Fleet Optimise does it in seconds.
- Whole-fleet optimisation — Fleet Optimise analyses all pending jobs and all available driver-vehicle pairs simultaneously, finding the assignment that minimises total travel distance and time. Learn how smart transport optimisation works →
- Smart ranking — Each potential assignment is scored on proximity, time windows, vehicle capacity, driver hours remaining, and vehicle suitability. The best match wins.
- Review before applying — See the proposed assignments in a clear table before committing. Review travel distances, estimated times, and any jobs that couldn't be assigned (with reasons).
- One-click apply — Happy with the plan? Apply all assignments at once. Drivers are notified automatically and jobs move to "Assigned" status immediately.
- Handles constraints — Vehicle capacity, driver hour limits, time windows, and accessibility requirements are all respected. If a job can't be feasibly assigned, you'll know why.
Driver Hour Management
Keeping drivers within their allowed hours isn't just good practice — it's often a legal requirement. Waybill tracks driver hours and enforces limits automatically.
- Maximum daily hours — Set a maximum hours-per-day limit for each driver. The system won't assign new jobs to a driver who would exceed their limit.
- Real-time hour tracking — See each driver's accumulated hours for the day at a glance. Know who has capacity and who's approaching their limit.
- Schedule-based availability — Driver schedules define when each person is available. The system only considers drivers during their scheduled working hours.
- Fatigue prevention — By enforcing hour limits at the system level, you prevent accidental over-scheduling that leads to fatigued drivers and safety risks.
Match Jobs to the Right Vehicle
Not every job needs the same vehicle. A small parcel delivery doesn't need a 10-tonne truck, and a bulk freight run doesn't fit in a sedan. Waybill ensures every job goes to a suitable vehicle.
- Vehicle types and capacity — Define each vehicle's type, passenger capacity, cargo capacity, and special capabilities. The system uses this data when matching vehicles to jobs.
- Automatic matching — When Smart Assign or Fleet Optimise runs, vehicle suitability is a key scoring factor. A wheelchair-accessible job will only be assigned to an accessible vehicle.
- Utilisation tracking — See how each vehicle in your fleet is being used. Identify underutilised vehicles that are costing money and overworked vehicles that may need maintenance sooner.
- Vehicle status — Mark vehicles as active, in maintenance, or decommissioned. Only active vehicles are considered for job assignments.
- GPS-aware assignment — Vehicles with GPS location data get prioritised for accurate travel time estimates. The system knows where each vehicle currently is, not just where it's garaged.
Real-Time Dispatch That Keeps Up With Your Day
Plans change. Customers reschedule, traffic slows, vehicles break down. Waybill's real-time dispatch system gives you the tools to adapt on the fly.
- Live status board — See every active job, every driver's current status, and every vehicle's location on a single dispatch screen. Updates arrive in real time — no manual refreshing.
- Instant reassignment — Driver stuck in traffic? Reassign the job to the nearest available driver in seconds. The new driver is notified immediately.
- Priority management — Mark urgent jobs as time-critical so they're handled first. The dispatch board highlights priorities so nothing falls through the cracks.
- Communication trail — Every status change, reassignment, and note is logged with timestamps. If a customer asks "where's my delivery?", you have the answer instantly.
Invoicing at Scale
When you're running hundreds of jobs a week, manual invoicing isn't practical. Waybill's rate card system and automatic fee calculation keep your billing accurate and efficient.
Configurable Rate Cards
Set up rate cards that reflect your pricing structure — per kilometre, per trip, per hour, or a combination. Different customers can have different rate cards applied to their jobs.
When a job is completed, the fee is calculated automatically based on the applicable rate card and the actual job details (distance, time, etc.). No manual calculation, no guesswork.
Fee Transparency
Every job displays its calculated fees clearly — base rate, distance component, time component, and total. Dispatchers can review fees before they're finalised.
With unique job reference numbers on every trip, reconciling invoices with job records is straightforward. Export data for your accounting system or generate reports for specific customers and periods.
Automate With Custom Workflows
Every fleet operation has processes that should happen automatically — notifications when a job is late, escalations when a driver doesn't update their status, or automatic status changes at certain times. Waybill's workflow engine makes this possible without code.
- Event-based triggers — Workflows fire when something happens: a job status changes, a driver becomes available, a job is created, or a vehicle status changes.
- Scheduled triggers — Run workflows on a schedule — check for overdue jobs every 15 minutes, send daily summary reports, or flag idle drivers every hour.
- Conditions and logic — Add conditions to control when actions fire. "Only if the job is more than 30 minutes overdue" or "Only if the driver has more than 3 pending jobs".
- Actions — Send notifications, update job status, assign drivers, log audit entries, and more. Chain multiple actions together for complex processes.
- Visual builder — Build workflows visually with a drag-and-drop canvas. Connect triggers, conditions, and actions to create the automation your operation needs.
Built for Commercial Scale
Minutes, Not Hours
Fleet Optimise replaces the hours dispatchers spend manually assigning jobs each morning. Feed in the day's jobs, click optimise, review the results, and apply — your fleet is rolling in minutes.
Compliance Built In
Driver hour limits, vehicle capacity checks, and accessibility requirements are enforced at the system level. You can't accidentally assign a 10-hour day to a driver with an 8-hour limit.
Complete Visibility
From the dispatch board to individual job records, you always know where things stand. Real-time updates mean the information you see is the information that's true right now.
Scales With You
Start with a small operation and grow. Add drivers, vehicles, and team members as your business expands. Waybill's usage-based pricing scales with commercial operations — pay only for completed jobs, with automatic volume discounts as you grow.
Team Permissions
Dispatchers manage jobs. Admins manage billing and team access. Drivers see their assignments. Custom roles let you define exactly who can do what — with over 60 granular permissions available.
Audit Trail
Every job, assignment, status change, and modification is logged with timestamps and user attribution. When a customer disputes a delivery, you have the complete record.
Related Use Cases
Optimise Your Fleet Operations Today
Every feature, no limits. Pay only for completed jobs — from $0.45. Try it for 14 days, no credit card required.