A scalable AI-powered transportation management system that automates dispatch, driver time tracking, payroll, and customer billing, supporting complex pay rules, compliance, and real-time job tracking in a unified workflow.
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Technologies
Unified transportation operations platform
- CountryUnited States
- Duration2025
- Services
- Industry
Enhancing transportation operations through end-to-end automation
This case study demonstrates how Adexin delivered a unified transportation operations platform for a U.S.-based transportation company. The solution replaced fragmented manual processes with a centralized system covering dispatch, driver time tracking, payroll preparation, customer billing, and compliance.
Before implementation, the client relied on spreadsheets and disconnected tools to manage payroll and billing. These processes required frequent manual adjustments, caused billing delays, and limited visibility into operational data, making the system difficult to scale.
The new platform enabled real-time job tracking, automated payroll and billing workflows, and centralized operational data, improving efficiency and transparency. The platform also incorporated AI-powered components to support smarter dispatch decisions and automated expense data processing, further reducing manual effort and improving operational consistency.
As a result of the implementation:
- Payroll preparation time was reduced by over 90%
- Billing cycle time decreased by approximately 90%
- Manual payroll adjustments were reduced by more than 50%
- Dispatch efficiency improved by approximately 40%
- Operational transparency increased across teams by over 50%
Operational challenges in transportation management
The client managed core operational workflows, including dispatch, payroll, billing, and compliance, using a combination of spreadsheets, manual inputs, and disconnected systems. Driver hours, payroll calculations, and billing data were handled separately, requiring constant reconciliation and manual intervention. This approach limited visibility into operations, slowed down key processes, and increased the risk of errors across dispatch and finance teams.
The main challenge for Adexin was to develop a unified platform that could centralize these workflows into a single, consistent operational process. The solution needed to support flexible pay and billing rules, automate job tracking and time collection, and consolidate operational and financial data. At the same time, it had to integrate with external payroll and expense systems while providing secure access for internal teams, drivers, and customers.
Client overview
The client (name under NDA) is a U.S.-based transportation and logistics services provider operating a commercial vehicle fleet across multiple states. The company supports a diverse customer base and manages core operational processes, including dispatch coordination, workforce management, billing, and compliance.
As part of an enterprise-wide digital transformation, the organization is focusing on rethinking how transportation operations are managed at scale. The initiative aimed to transition from fragmented workflows to a unified digital operating model, thereby strengthening operational control, enhancing data consistency, and increasing transparency across teams. This transformation laid the foundation for long-term scalability, enabling the company to align operational and financial processes with its future growth strategy.
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We built a unified transportation operations system
- Driver profiles and records. Each driver has a dedicated digital profile containing personal information, employment type, compliance documents, assigned equipment, and pay structures.
- Truck and equipment profiles. The system maintains detailed records for all trucks and equipment, enabling rate calculation based on the type of equipment used for each job.
- Customer profiles with customized billing rules. Each customer profile supports unique billing structures, including hourly rates, day-of-week pricing, equipment-based rates, and customer-specific pricing models.
- AI-assisted dispatch dashboard with job tracking. A centralized dashboard supports real-time job assignment and tracking, enhanced with AI-assisted recommendations based on historical data, driver availability, and workload patterns.
- Driver hour entry via mobile app and sms. Drivers can submit working hours through a mobile interface or text message, reducing manual data entry and improving accuracy.
- Automated pay statements and invoices. The platform automatically generates driver pay statements and customer invoices based on approved job and time data.
- Fuel purchase integration. Fuel transactions are automatically imported and associated with drivers and vehicles.
- AI-powered fuel receipt processing. When fuel data is received outside provider integrations, AI extracts key details from receipts and automatically links transactions to drivers and vehicles for accurate expense tracking.
- Customer and driver portal. Customers can securely access a self-service portal to view billing history, invoices, and yearly summaries. Drivers can log in to view schedules, submitted hours, pay statements, and job assignments.
- Digital driver onboarding. New drivers complete onboarding via secure links, uploading required documentation digitally.
- Business performance dashboards. KPI dashboards provide management with real-time operational insights.
Adexin engineers developed a scalable, rule-based transportation management platform to support the full operational lifecycle from dispatch to payroll and customer billing.
Project results
The custom transportation operations platform significantly improved the client’s operational efficiency and financial accuracy. The new solution enabled the client to scale operations without increasing administrative headcount, while maintaining strict payroll accuracy and billing transparency.
Key results include:
- Improved operational control through centralized workflows
- Ability to scale without expanding back-office teams
- Greater consistency across payroll, billing, and compliance
- Reduced operational risk through automation
- High adoption across management teams within three months
How it works
*The image is for illustrative purposes only due to NDA restrictions
Technology stack
The combination of technologies we used to complete this task.
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