Everything Trajenda does, part by part.
For each part: what it solves for you, who works with it, where it is in the app, and what it does not do. Everything on this page works today.
Planning board
Your whole day on one screen, without retyping.
In Trajenda a trip is a route: loading and unloading, with as many stops as it takes. You enter it once, and from then on everyone works with the same trip - the driver, your customer and, later, the invoice.
- Who works with it
- the planner
- Where in the app
- Trips, Board, Map, Locations and Templates - on a computer, and on a phone too
Creating a trip
Multiple stops
Loading and unloading in one trip, each address with its own time window, cargo and reference. Pick a saved location and its standing instructions come along - nobody has to send the gate code again every week.
Paste an order
Copy the text of a transport order from the email and paste it into the trip form. Whatever is clear in the text gets filled in; whatever is unclear stays empty. The app never guesses.
Templates and duplicating
Most freight is the same trip every week. Duplicating copies the whole route; the reference number and the price stay empty, because those belong to that one order.
Start with what you have
A planning, customers, locations or vehicles: paste them from Excel or import a CSV, even with German or Polish column headings. You see a preview first; a customer, address or vehicle that already exists is skipped, not overwritten. Rates are deliberately not imported.
Overseeing the day
Planning board
One day, one column per driver, and on the left whatever nobody has yet. Every drag is saved at once. On a phone everything is listed below each other and you pick the driver from a list.
Attention at the top
Running late, no driver yet, too long on site, nothing heard for a while, an open report from the driver: what goes wrong first, then the rest.
Map with expected arrival
Where the trucks are for drivers who share their location, with an expected arrival per stop. It is estimated as the crow flies, not calculated along the road: good for a one-hour window, not for an invoice.
Arrival alert
Switch it on per location: when a truck comes within 300 metres, you get an alert. The status does not change because of it - only the driver does that.
Search across everything
By reference, customer, plate, destination, driver or date. If there are more matches than fit, it says so - so you do not think a customer is missing and create them twice.
When things change
Cancel with a reason
Who cancels - the customer, you or force majeure - and why. The trip stays, with everything already recorded on the road, so you can still invoice it.
Trash and log
A deleted trip can be restored. For every change it is recorded who made it and when.
What is still missing
One list of empty fields that will break something later: a customer without a VAT number gets no e-invoice, a customer without a per-kilometre rate leaves trips unpriced.
Print the trip sheet
For anyone who also wants the trip on paper in the cab.
What this part does not do
- No route planning with driving times: the driver navigates with their own map app.
- No automatic trip allocation: who drives what is your decision.
Driver app
The driver taps, you know - without phoning.
The driver opens their trip on their own phone, in their own language. They see one stop at a time with big buttons, and every tap records the time. There is hardly anything to type.
- Who works with it
- the driver
- Where in the app
- On their own phone, in the browser or from their home screen: their trips, the chat and My week
Their screen
One stop at a time
The customer's reference number, the address, the contact person with a call button and the standing instructions for that place. Only the buttons that are relevant at that moment.
Navigate with their own app
One button opens the address in Google Maps, Waze or another map app on their phone. If nothing works, the button copies the address.
Wrong tap
Two taps undo a status. You get an alert, so a time never changes silently.
On their home screen
No app store needed: they add Trajenda to their home screen from the browser. Then their trips open with one tap and they can receive notifications.
What else they record
Shift and odometer
Start and end of their shift, with the odometer reading. They can also report absence or sickness themselves.
Departure check
Walk round the vehicle before leaving, with a photo of any defect. The defect reaches you, and with one button the garage.
Costs and receipts
Tolls, fuel, ferry, parking - with a photo of the receipt, on the trip it belongs to. Whatever can be passed on, you add to the invoice later.
Barcode scanning
On Android with Chrome they scan a barcode or QR code with the camera.
Contact with the office
Chat that translates
Messages are translated in both directions. Common phrases are ready to use, so they can reply with one tap.
Voice messages
Record and play back, for anyone who would rather not type on the road.
Notifications on their phone
They get a notification on their phone when you send something - once they have switched notifications on.
Their own week
Their hours, kilometres and trips for the week, and their own data to download.
Location: only when they share it
Consent per driver
Off by default. One 'Stop sharing' button switches it off again, with no consequences for the trip. Only during their shift.
Kept briefly
Location points are deleted after 30 days by default; adjustable from 7 to 30.
No status from location
Trajenda never sets 'arrived' on its own based on a position, and never derives speed or driving behaviour. Only the driver taps that.
What this part does not do
- There is no app in the app store. The web app cannot pass on a location while the phone is locked.
- Voice messages are not converted to text.
Consignment note and proof
Proof that is still there when the customer calls months later.
What happens on the dock disappears otherwise. The driver records it with one or two taps, with time and place attached. It stays with the trip - and where it belongs, on the document the recipient signs.
- Who works with it
- driver and recipient
- Where in the app
- The driver records it in their app; you find the consignment note, proof of delivery and photos on the trip
Documents
CMR consignment note
Filled in from the trip, the IRU model with the mandatory fields from Article 6, in the recipient's language - fifteen languages. Print it or save it as a PDF.
Reservation in box 18
Whatever the driver reports at loading appears as a reservation on the consignment note. If that box stays empty, the goods count as received in good condition.
Proof of delivery
The recipient signs on the driver's phone, with their name, the time and the place. After that every change shows - including one made by us. You share it with your customer through a link, without them needing an account.
Consignment note on their phone
Open it and show it at a roadside check: a copy, not a recognised e-CMR. The paper consignment note is still required.
At loading
Cargo check
'All fine' or 'I see something'. That first tap is evidence: if it is recorded that the cargo was intact at departure, damage on the way becomes plausible.
Load securing
What holds the load - straps, anti-slip mats, airbags, headboard - and who loaded it. If the customer loaded and the driver was not allowed near, you see a yellow bar on the trip.
Seal
Never pre-filled: the driver reads the number, the app compares it with the one you expect.
ADR check
Three questions they can answer from the ground: orange plates, transport document, equipment. Skipping is allowed; only an explicit 'no' counts as a deviation.
Temperature
Every reading carries the requirement at that moment. If the agreement changes later, what applied that day stays visible.
At unloading
Refusal
Who refuses it - a name, not 'the warehouse' - why, how much, with a photo. You then record what happens to the goods: waiting for instructions, back to the sender, unloaded elsewhere.
Pallets
Every exchange is a new line, never an edited balance. So you see per customer how many of your pallets are with them.
Extra work
Extra waiting, an extra stop, unloading by hand: the driver records it with a photo on the stop where it happened. Whether it is charged on is your decision.
Damage photos with a stamp
Time and position burned into the photo, with a digital fingerprint (hash) over it. Tampering shows - the stamp is not forgery-proof.
What this part does not do
- No e-CMR: the signature on the screen is a proof of delivery, not a replacement for the paper consignment note.
- No load-securing calculation. We record what was done; whether it is enough remains the driver's judgement.
- Text from a photographed consignment note is not read automatically.
Customer portal
Your customer follows along. So does your subcontractor.
Fewer calls about where the freight is, and no more screenshots back and forth. Your customer and the carrier you subcontract to see their own part - nothing more.
- Who works with it
- your customer and your subcontractor
- Where in the app
- Customers, Carriers and Integrations; your customer and your subcontractor log in to their own portal
Your customer
Tracking link
Status and expected arrival of one trip, without logging in. Your driver's position is deliberately left out: they gave consent to you, not to everyone the link is forwarded to.
Customer portal
Their shipments with what is coming at the top and a progress bar per shipment, the documents alongside and their invoices - in their own language. You invite them with a link you send yourself, and revoke access whenever you want.
Messages to the planner
Through the tracking link the recipient can tell the planner something, such as a different dock or a time. In the customer portal your customer and your planner talk back and forth per shipment. Everything arrives on one page: Customer messages.
Customer file
One page per customer: rates, contacts, all trips with which documents are there - missing proof in red - addresses and invoices.
Documents in their language
Consignment note, invoice and payment reminder follow the recipient's language, not yours.
Your subcontractor
Purchase next to sale
The margin updates while you type and turns red on a loss. Per carrier you see the margin over twelve months, with the number of trips that have a price filled in.
Your own driver comes off
When you subcontract a trip, it disappears from your own driver's app and no longer counts in their hours.
CMR insurance
Record each subcontractor's insurance; the screen warns when it is about to expire or already has. Towards your client you remain liable.
Carrier portal
Your subcontractor sees the stops and instructions of their trip and uploads their consignment note there. You see at once which consignment notes have not come in yet.
Connecting with other systems
Orders in through the API
Your customer's TMS or web shop puts orders straight into your planning, with a key per customer. A duplicate order is recognised and refused.
Status messages back
A signed message to their system at every status change. Then nobody has to phone.
Documentation for their developer
Fields, error codes, an example for checking the signature - and what the integration does not do - at trajenda.com/api-docs (in English).
What this part does not do
- A message via the tracking link is answered by phone or email: the link is anonymous, nothing goes back.
- The app does not email portal invitations yet: you get a link that you send on yourself.
- Purchase invoices and payments to subcontractors are kept in your accounting package, not here.
Invoicing
From trip to invoice, and knowing who still has to pay.
What was recorded on the road ends up on the invoice with its evidence: waiting time at that customer's rate, extra work, receipts, surcharges. Empty means 'not agreed', not 'free' - anything without a price is shown, never guessed.
- Who works with it
- the back office
- Where in the app
- Invoices, Receivables, Quotes, Services and Figures - for the management role
Invoicing
Rates per customer
Per trip, per kilometre, per extra kilometre, and a waiting rate with free minutes. Plus payment term and early-payment discount. If there is no detour rate, you see those kilometres as 'not priced' instead of having them disappear silently.
Trip specification
Per customer all trips, waiting time and detour kilometres with their amounts - the evidence, not yet an invoice. Print it, or export a CSV for your accountant.
Draft, then final
A draft has no number yet and can be changed freely. Only at 'final' does it get a number from a series without gaps. Reversing goes through a credit note.
VAT per line
Domestic 21% and international 0% reverse-charged on the same monthly invoice. A line at 0% asks for a reason, otherwise the app does not save it.
Receipts and surcharges
The driver's toll and ferry receipts go onto the invoice with one button, each as its own line. The fuel surcharge uses your base price and the monthly price you enter, with the source attached.
Services list
Weekend surcharge, ADR surcharge, loading metre, empty kilometre: set a price once, then add it to the invoice with one click.
Sending
E-invoice
UBL following Peppol BIS 3.0, and XRechnung 3.0 for customers in Germany. If something mandatory is missing, such as the customer's VAT number, the app says so before sending.
Email draft
One click gives a ready-made message that opens in your own email program, with the e-invoice attached. The email comes from your mailbox, with your signature.
Sent yourself
Posted, or handed over by the driver? Record that it has gone; from then on it counts as outstanding.
Getting paid
Receivables by age
What is still running, 1-30, 31-60, 61-90 days overdue and longer - the brackets your accountant uses too. Per customer, largest amount at the top: the order in which you call.
Payment reminder
A letter in the customer's language, with the amount outstanding and the payment reference. The tone escalates: reminder, second reminder, final notice. Interest is calculated per period, at the percentages you enter.
Import a bank statement
MT940 or CAMT.053. The app looks for the invoice number and suggests what belongs to it. Nothing is ever written off silently: you confirm.
Payments
Partial ones too. Once the total is paid, the invoice is marked as paid by itself.
Figures
VAT per month
Revenue and VAT per rate, with 0% and reverse charge separate, the way the return asks for it. Only your sales invoices: you add the input VAT yourself.
What has not been charged yet
Waiting time per customer with the amount under your agreement, and extra work that is not on any invoice yet.
Quotes
Won, lost, open, and the reasons you lost in order. The percentage only counts decided quotes.
Revenue and margin
Revenue per month by invoice date, your largest customers, and the margin per customer.
What this part does not do
- Emailing invoices and reminders directly from the app is not possible yet; the email draft and the PDF are.
- Sending an e-invoice over the Peppol network is not possible yet: you get the file.
- No bookkeeping and no direct connection to your accounting package yet: Moneybird is in preparation and is switched on only after a test with a real administration. You can import the e-invoice and the CSV there.
Fleet, hours and security
Everything else that comes with a transport company.
Expiry dates you do not want to miss, hours and driving time, costs per truck, reports - and who gets to see what.
- Who works with it
- management
- Where in the app
- Vehicles, Costs and defects, Fines, Hours, Reporting, Team and Company details
Fleet
Expiry dates
Roadworthiness test, tachograph inspection, insurance and maintenance per truck; driving licence, Code 95, driver card and ADR certificate per driver. You see them two months ahead, and expired is shown separately from about to expire.
Defects and garage
What a driver reports at the departure check, with a photo. One button sends it to the garage, and you mark it done once it is fixed.
Costs per truck
Fuel and repairs per vehicle. Consumption follows from the fill-ups.
Fines
Recorded on the trip, so you can see who was driving.
Hours and driving time
Hours from the status moments
Shifts with start, end and odometer reading, exportable as CSV. Days on which a status was forgotten are marked.
Driving time per week
Above 56 hours in a week or 90 hours over two weeks, a red line appears with the name. So on Friday you already know who can no longer drive the Saturday trip.
No tachograph
This comes from the driver's buttons, not from the tachograph. Read it as 'take a look at this', never as an infringement.
Overview
Reports
Per period: trips per day, waiting time per destination, punctuality, reports by type, cancellations - same-day ones separately.
Activity and changes
Today's timeline, and who changed what. Handy when a customer asks why an amount has changed.
Who may do what, and where your data is
Roles
A driver only sees their own trips: no customer list, no rates, no invoices. Invoices and receivables are for management. Users are unlimited.
In the EU
The database and the app run on servers in Stockholm, Sweden. Everyone involved is on the public list of subprocessors.
Retention periods
How long data is kept, you set per type, within the legal limits. Location points 30 days by default.
Take everything with you
As an administrator you export everything in one go; hours, trips and specifications also separately as CSV.
What this part does not do
- No tachograph data: driving and rest times legally come from the tachograph.
What is not in it yet
So you hear it from us and do not discover it during the demo.
- Turning voice messages into text. The messages themselves work fine.
- Emailing invoices and reminders straight from the app. You still create the PDF and e-invoice as usual.
- A direct link to your accounting package. Moneybird is in preparation and is switched on only after a test with a real administration. The e-invoice and the export file for your accountant can already be imported.
- Automatically reading text from a photographed consignment note.
- Sharing your location whilst the phone is locked. There is no native app - only the web app on the phone, and that cannot do this when the screen is locked.
Put one trip in and see what happens.