Could using digital forms revolutionise your fleet’s efficiency?

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Could using digital forms revolutionise your fleet’s efficiency?

Did you know that it can take up to 10 days for a paper form to be processed after a delivery? Surprising, isn’t it? If you were able to speed things up that could have a significant impact on your fleet efficiency. Getting signed forms back quickly after a completed delivery would allow you to issue invoices more quickly and improve your cashflow. There’s also the fact that missing paperwork can mean that some deliveries just don’t get billed. One of our customers found that they were losing around £1,000 per week in unbilled work, simply because some of their paperwork got lost!

Getting rid of the paper could also improve your customer service. Imagine getting a call from a customer querying a delivery and being able to give them an answer straight away. If the alternative is making them wait ten days for the paperwork to come back in you could have a disgruntled customer on your hands!

What’s the alternative?

You don’t have to have a paper based system. Introducing digital forms can help you to improve your overall fleet efficiency. Your transport manager won’t be wasting time chasing paperwork that might still be sitting in one of your vehicles. Your drivers can complete a delivery and get a digital signature straight away. Then the data is synced back to your office via WiFi or 3G so that you know the job has been done. You can issue an invoice and access information instantly if there are any queries.

Digital forms don’t just give you your data in real time, they make it easier to share information across departments. They will improve communications between drivers out in the field and office based staff. You can have a digital trail rather than a paper one which saves everyone time on form filling. How much time does your transport team spend on completing paperwork when they could be carrying out core business activities? There’s also the added benefit of a paperless system being environmentally friendly and reducing your shredding costs.

Our solution

We wanted to create a solution that met transport managers’ needs. We’ve developed Formistica, a system that is specifically designed for fleet managers to increase their fleet efficiency. Formistica is a programme that allows you to integrate your existing forms and brand the system to your business. You can design bespoke forms to collect whatever data is relevant to your business.

The forms can be linked to your TomTom WebFleet and prefilled with relevant information to reduce the amount of data that your staff need to complete. As soon as a signature has been obtained at the end of a delivery you can download it immediately. If you need to access the data at a later date it can be easily found and accessed wherever it’s required.

If you’d like to find out more about using digital forms to save time and prevent data loss in your business, get in touch!

Paul Cochrane
Paul Cochrane
Paul is the Managing Director of Vtec Solutions. He has expertise in vehicle tracking and fleet management, spanning over a decade and prides himself in understanding business fleet challenges and ensuring fleets are running at their optimum.