CodeCrackers built a custom real-time dispatch and tracking platform for a UK same-day courier company with 40 drivers. Controllers now see every van live on one screen, customers can track deliveries to the minute, and proof of delivery arrives the moment a parcel is dropped off.
The client is a same-day courier company in Birmingham with 40 drivers, delivering urgent parcels and documents for businesses across the Midlands. Its customers include print firms, manufacturers, law firms and online retailers who need fast deliveries.
Every job was dispatched by phone and logged in a spreadsheet. Controllers rang drivers to find out where they were, and customers rang the office to ask where their delivery was. The owners asked CodeCrackers to build one system that showed everything live.
One real-time system for bookings, dispatch, tracking and invoicing.
Faster dispatch, fewer status calls and more jobs per driver.
The business had reliable drivers and loyal customers, but four connected problems were slowing deliveries and swamping the office. Each one made the others worse.
Controllers rang round to find which drivers were free and nearby, then read out each job's details over the phone.
Slow, error-prone job allocation.
With no live map, controllers couldn't see where drivers were or which jobs were running late.
Problems spotted too late.
Customers rang the office for updates all day, and proof of delivery took hours to arrive by text message.
The office was tied up answering calls.
At month end, the team matched spreadsheets, delivery notes and prices by hand to build each invoice.
Days lost to billing every month.
What the client wanted to achieve: one live platform where customers book online and controllers dispatch the nearest driver in a click. Everyone, from the office to the customer, would see every delivery in real time.
Before writing any code, we sat with the controllers and rode along with drivers to see how a delivery really moved from booking to drop-off.
We timed how long each job took to book, allocate and confirm, and mapped every call, message and spreadsheet along the way.
We tested several courier software packages. None could handle the client's zone pricing, multi-drop routes and account customers without costly workarounds.
We spoke with controllers, drivers, the accounts team and key customers to understand what each needed to see, and when.
The business needed real-time data and its own pricing rules in one place. A custom platform built around its workflow was the best long-term fit.
A structured twelve-week approach kept every stage transparent and on time. Select a stage to see what happened.
We started by sitting with the controllers and riding along with drivers to follow real deliveries. We then agreed the priorities and must-have features with the owners.
Drag the handle to compare how deliveries were managed before and after the new platform.
Both views are illustrations: the “before” shows the old way of working, the “after” shows the new system. Client data is not shown.
Four connected workstreams, each one solving a specific part of the challenge.
New jobs appear on the dispatch screen the moment they're booked. The system suggests the nearest available driver, and one click sends the full job details straight to their app.
Drivers' locations update every few seconds on a live map. Jobs at risk of running late turn amber, then red, so controllers can act before a customer is let down.
Customers get a live tracking link and an estimated arrival time by text and email. Drivers capture a photo and signature at drop-off, and it appears in the customer portal instantly.
Account customers book and price jobs online using the client's zone rates. Completed jobs flow into monthly invoices, which are sent through Xero automatically.
The finished platform on desktop and mobile, with the live dispatch map, the driver app and the customer portal.
Hover over a screen and scroll through the product screens.
Measured results in the first 90 days after go-live.
Average time from booking to driver acceptance, cut from seven minutes to three.
Customer calls asking about deliveries, compared with the previous quarter.
Daily jobs completed per driver, helped by smarter allocation.
A custom real-time platform turned a phone-based operation into a live, connected one. Controllers dispatch in seconds, customers track every delivery themselves, and invoices go out without days of admin.
“We used to run the whole operation on phone calls and spreadsheets. CodeCrackers built us a system that shows every van, every job and every delivery live. Our controllers are calmer, customers have stopped chasing us, and invoicing takes hours instead of days.”
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