A day without Toimeen
A German study found that 46 % of carriers wait more than an hour at most receivers, at about 40 € an hour (VerkehrsRundschau 2011). For example, 30 unbilled minutes a day on 70 trucks at 60 €/h adds up to about 480 000 € a year.
One missing or unsigned POD holds the whole invoice, and a remark like "with reservation" can turn into a damage claim with a one-year limitation under CMR article 32.
Under the Finnish Contractor's Liability Act, subcontracting above 9 000 € needs register, tax and pension documents no older than three months, and every subcontractor invoice should match the trip and the agreed price.
How it works
From trip to invoice
- Weekdays at 09:00Yesterday's TMS trip export, the PODs and the customer contract arrive with the task.
- Reads every tripRates from the contract: free waiting time, waiting price per hour, extra stops, fuel index.
- Computes and draftsAn engine computes every extra in euros; one invoice draft per customer. An extra without a price stays out, marked [PRICE].
- Waits for youThe billing lead opens the draft. Above your approval limit only the owner or an admin can approve.Waits for you
- Into your accountingAn unfinished invoice draft in Procountor, Baslic or Dualo, where a person numbers and sends it.
- LoggedWho approved, when, from which channel, and the draft's id.
Invoice draft
Lahden Kylmäkuljetus Oy · 4 trips
Veloitus
- Trip RT-2291 Lahti to Vantaa 23.10.2026 · freight 412,00 €
- Waiting 75 min beyond 30 free, at 62,00 €/h · 77,50 €
- Fuel surcharge 3,1 % · 51,20 €
1 trip waits for a POD and is not on this invoice.
2 318,40 € incl. VAT 25,5 %Missing proofs of delivery
- Weekdays at 08:00Yesterday's finished trips.
- Reads every PODPhotos, PDFs and emails from drivers and receivers: signature, name, times, quantities, remarks. An unreadable photo is reported, never guessed.
- Lists and draftsTrips without a POD, PODs without a signature, remarks first in their exact words; one short email per missing POD.
- Waits for youThe dispatcher approves each request.Waits for you
- Into your mailboxThe email lands in Drafts, in the right thread. The dispatcher sends it.
- LoggedThe decision, and the list kept as the day's POD record.
PODs for 23.10.2026
| Trip | Customer | Remark | Status |
|---|---|---|---|
| RT-2288 | Pohjan Tukku Oy | none | ready to invoice |
| RT-2290 | Hotelli Aurora | "2 pallets damaged, with reservation" | possible claim |
| RT-2291 | Lahden Kylmäkuljetus Oy | none | waits for you |
| RT-2293 | Kahvila Satama | none | ask the driver |
Subcontractor invoice against the trip
- Weekdays at 10:00Subcontractor invoices given with the task.
- ReadsEach invoice, its trip and the agreed subcontractor price.
- Finds the differencesAbove the agreed price, the same trip invoiced twice, trips that are not on the list; one polite email per difference.
- Waits for youThe traffic manager approves or edits the email. Alihankinta never approves a payment.Waits for you
- Into your mailboxThe email goes to Drafts.
- LoggedThe decision and the difference report.
Subcontractor invoices, week 43
| Subcontractor | Agreed | Invoiced | Difference |
|---|---|---|---|
| Kuljetus Routa Oy | 380,00 € | 692,00 € | +312,00 € |
| Kuljetus Routa Oy | 380,00 € | 380,00 € | invoiced twice |
| Ajo Tuisku Ky | 455,00 € | 455,00 € | ok |
| Ajo Tuisku Ky | none | 290,00 € | ask |
The starter team
- RAHTIturns transport requests into structured orders and one CSV line for your TMS, and asks the customer for what is missing.
- KUITTAUSmatches PODs to trips, lists missing and unsigned ones, puts remarks first and asks the driver or receiver.
- VELOITUSfinds waiting time, extra stops and fuel surcharge from the trip list and the contract, and drafts the invoices.
- ALIHANKINTAchecks subcontractors' licences, insurance and Contractor's Liability documents, and their invoices against agreed prices.
- SEURANTAanswers "where is my shipment" from your status export and warns customers early about late deliveries.
Also for logistics: Kontti (container free time, cut-offs, B/L against invoice), Tulli, Tarjous and Sopimus.
What stays with you
- The route and the price you quote
- Which extras you charge
- Every email to a customer or subcontractor
- Every invoice and every payment
What Toimeen does not do
- Does not plan routes or see vehicle positions
- Does not pay subcontractors or send invoices
- Does not file customs declarations
- Has no live TMS connection: it reads your exports
Works with
Read more
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