Platform Features

Everything a freight job needs, quote to invoice

Built for freight forwarders, and flexible enough for any logistics company that moves goods. Quote, run, track and bill every job on one secure, cloud-hosted platform.

Quote & Price

Win the work at the right margin

Price shipments from live rate cards and send approved quotations with the profit already worked out.

Sales

Quotations

Build quotes for any mode or service in minutes, get them approved, and hand the winning quote straight to operations. Every quotation shows its income, cost and gross profit before it reaches the customer.

  • Start from saved templates for your regular lanes and services
  • Income, cost and gross profit worked out on every quote
  • Approval steps before a quote goes to the customer
  • Revisions tracked, each with its own validity date
  • Won quotes handed to operations and linked to the job
  • Sensitive quotations restricted to the people who need them
  • Full history of who created, approved and changed each quote
Container ship under way, seen from directly above
Quotation QT-2291 · Rev 2
Meridian Foods · INNSA → NLRTM · 2×40HC
FCL
Quoted income
USD 4,750
Quoted cost
USD 3,950
Gross profit · 16.8%
USD 800
Approved by sales manager
Approved
Valid until 30 Nov · ready to hand to operations
Pricing

Rate Management

Keep every carrier, agent and transporter tariff in one place and price any shipment in seconds. TrakIT matches the route, mode and cargo against your live rate cards, applies the customer's contract prices, and shows your margin before you quote.

  • Rate cards for FCL, LCL, air, road and rail, each with its validity period
  • Price door to door: pick-up, origin, freight, destination and delivery legs
  • Customer contract rates applied automatically
  • Charges per container, per shipment, W/M or chargeable weight, in any currency
  • Compare vendors side by side on cost, transit time and free days
  • Buy vs. sell on every line, with alerts for charges below cost or minimum margin
  • Buy rates and margins visible only to the roles you choose
Container terminal stacked with boxes from many shipping lines
Find Rates — INNSA → NLRTM · 2×40HC
Pick-up · Pune → Nhava Sheva
USD 420
Origin · THC, BL fee, seal
USD 610
Ocean freight · best of 3 vendors · 24 days
USD 3,180
Destination DTHC — below minimum margin
USD 540
Sell USD 4,750 · Buy USD 3,950 · Margin 16.8%
Operations

Run every job the same way, every time

Workflows, documents and warehouse steps that move on their own, with AI reading the paperwork.

Core Platform

Workflow Automation

Build and deploy sophisticated operational workflows without writing a single line of code. TrakIT's visual workflow engine lets you model any logistics process — from simple shipment updates to complex multi-party approval chains.

  • Configure custom workflows for any operational process
  • Define events, milestones, and sequential workflow steps
  • Automate notifications via email, SMS, and WhatsApp
  • Logic-based conditional triggers and branching
  • Bulk update work orders via app, email, or API
  • Auto-generate complex forms directly from entered data
  • Schedule automated reports via email or FTP
Operations team working at desks in an open office
Active Workflow — Shipment Import
Booking Confirmed
Complete
Bill of Lading Received
Complete
Customs Declaration Filed
In Progress
Port Clearance & Release
Pending
Final Delivery & POD
Pending
Overall Progress40%
Document Hub

Document & Data Management

Replace spreadsheets and scattered file stores with a centralized, searchable document repository. Upload via the application or forward directly by email — TrakIT intelligently attaches documents to the right work order.

  • Central repository for all operational documents and records
  • Upload via app, drag-and-drop, or email integration
  • Auto-generate complex forms and custom reports on schedule
  • Full document version history and audit trail
  • Export to Excel, CSV, JSON, XML, or via API
  • Send reports via email, FTP, or API endpoint automatically
Team reviewing documents together at a table
Document Repository — SHP-0847
Bill of Lading
Verified
Commercial Invoice
Filed
Packing List
Attached
Customs Declaration
In Review
Auto-Generated Report
Emailed
Document Intelligence

AI-Powered Document OCR

Automatically extract structured data from shipping documents — bills of lading, invoices, delivery receipts, and customs forms — with zero manual entry. AI reads every document so your team doesn't have to.

  • Recognises 20+ logistics document types automatically
  • Extracts container numbers, vessel names, ports, dates & amounts
  • Flags mismatches and anomalies before they enter workflows
  • Feeds extracted data directly into work orders and records
  • Supports PDF, scanned images, and emailed attachments
Container ship under way at sea
AI OCR — BL-HK-0291.pdf
Bill of Lading Detected Confidence: 99%
Container No. · HLCU3847291
98%
Vessel · MSC AURORA V
99%
Port of Loading · Hong Kong
97%
Gross Weight — mismatch detected
Review
5 fields extracted · 1 anomaly flagged · completed in 0.8s
Warehouse

Warehouse & Logistics Operations

Manage every aspect of warehouse operations from inbound receiving to outbound dispatch. TrakIT tracks inventory across multiple locations and gives you a complete audit trail for every transaction.

  • Inbound and outbound workflow management
  • Inventory tracking across all warehouse locations
  • Complete transaction history and operational reporting
  • Receiving, put-away, and dispatch automation
  • Multi-location stock level visibility
  • Barcode and reference-based item tracking
Warehouse aisle lined with stocked shelving
Warehouse — Inventory Overview
Inbound — Dock A
24 SKUs
Outbound — Dock B
Dispatched
Bay 3 — Cold Storage
1,204 Units
Bay 7 — Dry Goods
3,872 Units
Capacity Utilization73%
Tracking & Visibility

Know where everything is, and what is running late

Live milestones from carriers, GPS and your own team, on dashboards anyone can question in plain English.

Operations

Real-Time Operational Visibility

Get instant visibility across your entire logistics operation. TrakIT's live dashboards surface KPIs, shipment statuses, and exception alerts the moment they occur — so your team can act before problems escalate.

  • Customizable KPI dashboards for management reporting
  • Real-time shipment milestone and event tracking
  • Exception alerts for delays and operational issues
  • Build custom charts and add them to your dashboard
  • Role-specific dashboard views for each team
  • Drill-down reports for any work order or process
Performance analytics charts on a laptop screen
KPI Summary Dashboard
Active Shipments
1,284 Live
On-Time Deliveries
98.2%
Active Exceptions
47 Open
Pending Approvals
12 Items
Alerts Sent Today
34 Auto
Asset Intelligence

GPS Asset & Shipment Tracking

Know where every container, vehicle, and piece of equipment is at all times. TrakIT's GPS integration brings live location data directly into your operational workflows and dashboards.

  • Real-time GPS tracking with geolocation support
  • Asset management for containers, vehicles, and equipment
  • Live shipment tracking and milestone updates
  • Geofence alerts for boundary crossings
  • Historical route and event playback
  • Integrate with any GPS or telematics provider via API
Semi-truck carrying containers along a highway
Live Asset Tracker
CTR-HK-00482 · Port of Singapore
In Transit
VEH-0071 · Dubai Industrial Zone
Active
CTR-SH-00291 · En Route to LA
On Vessel
CTR-MB-00104 · Geofence Alert
Alert
Live map view available in dashboard
Carrier Connectivity

DCSA Carrier Tracking

Get container and vessel events straight from ocean carriers through the Digital Container Shipping Association (DCSA) Track & Trace standard. Milestones land on the right job automatically, so your team stops checking carrier websites one booking at a time.

  • Built on DCSA Track & Trace, the open standard backed by the major ocean carriers
  • Track by booking, bill of lading or container number
  • Container events: gate-in, loaded, discharged, gate-out and empty return
  • Vessel departures and arrivals with planned, estimated and actual times
  • Carrier events update job milestones without manual entry
  • ETA changes surface as exception alerts for your team
Container terminal with gantry cranes lit up at dusk
Carrier Events — TGHU4821736 · INNSA → NLRTM
Gate-in · Nhava Sheva terminal · 28 Oct
Actual
Loaded · NORDIC STAR 044W · 30 Oct
Actual
Vessel departed Nhava Sheva · 31 Oct
Actual
Arrival Rotterdam · 23 Nov (was 21 Nov)
Estimated
Events received from the carrier via DCSA Track & Trace
AI Analytics

Ask Your Data Anything

No SQL needed. Type a plain-English question and get instant answers from your live operations data — shipment delays, vendor performance, cost analysis, and more. Your team's new analyst is always on.

  • Natural language to structured query — instantly
  • Works across shipments, jobs, assets, and financials
  • Drill down with follow-up questions in the same session
  • Results exportable to Excel or shareable as a dashboard
  • No training required — ask it like you'd ask a colleague
Team meeting around a table in a modern office
AI Data Query — Live Operations
Show me delayed shipments from the last 7 days
Found 3 shipments · sorted by delay
Shipment Route Delay
SHP-0819HK → LA+3 days
SHP-0844MB → LE+2 days
SHP-0831SG → DXB+1 day
Which carrier has the most delays this month?
Delays by carrier — current month
1.
MSC · 14
2.
Maersk · 9
3.
CMA · 5
Ask anything about your operations…
→
Invoicing & Profit

Bill quickly, get paid, and know what you made

Invoices, bills and receipts on the job record, the margin on every job, and disputes settled on one record.

Billing

Invoicing & Accounting

Bill customers and settle suppliers from the same job records your operations team already keeps. Invoices, bills, receipts and payments all sit on the job, so finance and operations work from one set of numbers.

  • Sales invoices, debit notes and credit notes to customers
  • Supplier bills logged against the job, validated and approved
  • Approval steps before any document is finalised
  • Receipts and payments allocated across multiple invoices and bills
  • Due dates and overdue tracking for every customer
  • Supplier bills marked as disputed until the charge is agreed
  • Full audit trail on every invoice, bill, receipt and payment
Container terminal at night with gantry cranes beside a moored ship
Accounts — Job SHP-0847
INV-1184 · Meridian Foods · Sales invoice
Paid
DN-0217 · Detention · Debit note
Due 20 Nov
Bill · Ocean freight · Carrier
Validated
Bill · Destination THC · Agent
Disputed
RCPT-0932 · Bank transfer · 2 invoices
Allocated
Due from customer USD 1,370 · nothing overdue
Finance

Job Profitability

See what every job actually earned. TrakIT totals the income and costs posted to each job, keeps pass-through disbursements out of the margin, and closes the job's finance only once the numbers are approved.

  • Actual income, expense and margin on every job
  • Disbursements passed through at cost and kept out of the margin
  • Quoted gross profit on every quotation, actual margin on every job
  • Finance close-out with approval before a job is closed
  • Spot loss-making jobs while there is still time to act
  • Income and margins visible only to the roles you choose
Truck carrying a container through a port yard at sunset
Job Finance — SHP-0847
Income · 6 charges
USD 6,120
Expense · 9 charges
USD 4,980
Disbursements · duties paid on behalf
USD 1,240 · at cost
Margin · 18.6%
USD 1,140
Finance status
Awaiting Approval
Job closes once finance approves the margin
Service & Finance

Dispute Management

When a customer queries an invoice or a vendor bill doesn't match what was agreed, log it as a dispute and see it through to resolution. Everyone works from one record instead of a long email thread, and nothing slips through the cracks.

  • Raise disputes against the job, invoice or vendor bill they concern
  • Assign an owner, set a priority and track status to resolution
  • Record the amount in dispute and the agreed settlement
  • Notes, documents and correspondence kept on one record
  • Full audit log of every change, who made it and when
  • Separate permissions for disputed amounts and audit history
Two colleagues reviewing a clipboard as they walk through a warehouse
Dispute Register — Open Cases
DSP-0142 · INV-1184 · Detention charges
Under Review
DSP-0139 · Vendor bill · THC overcharge
With Vendor
DSP-0131 · SHP-0819 · Late delivery
Escalated
DSP-0128 · INV-1097 · Duplicate charge
Resolved
Every change recorded in the dispute's audit log
Connect & Secure

Plug into your customers, partners and systems

Portals, WhatsApp updates and open APIs, with access control on everything.

Stakeholder Portals

Customer & Vendor Portals

Give your customers and vendors self-service access to the information they need — without adding to your team's workload. TrakIT's branded portals reduce inbound queries and build stakeholder confidence.

  • Customers can track shipments in real time
  • Download documents, invoices, and reports directly
  • View operational status and milestone history
  • Vendors can submit invoices and documents via portal
  • Branded portal experience per client or partner
  • Controlled access — customers see only their data
Cargo ships docked at a container pier
Customer Portal — Shipment View
SHP-0847 Status
In Transit
Current Location
Port of Singapore
ETA Destination
Nov 14
Bill of Lading
Download
Automated email alerts enabled for this shipment
Messaging

WhatsApp Integration

Reach customers, agents and drivers on the app they already check all day. TrakIT sends shipment updates, alerts and documents over WhatsApp straight from your workflows, so nobody has to copy details from the system into a phone.

  • Milestone updates sent automatically as workflow events happen
  • Exception alerts for delays and ETA changes, the moment they occur
  • Share bills of lading, invoices and PODs as WhatsApp attachments
  • Message templates filled with live job and shipment details
  • Choose which contacts and events get WhatsApp updates
Trucks travelling along a highway through hills
WhatsApp — Shipment Updates
📦 SHP-0847 has been discharged at Singapore (SGSIN). Next: transhipment to Jebel Ali. ETA 14 Nov.
09:12 ✓✓
BL-HK-0291.pdf
Bill of Lading · 2 pages
09:12 ✓✓
⚠️ ETA revised for SHP-0819: now arriving 16 Nov (+2 days). We'll update you at the next milestone.
14:37 ✓✓
Sent automatically by the Shipment Import workflow
Connectivity

Integration Capabilities

TrakIT is designed to fit into your existing technology ecosystem. Its open REST API and pre-built connectors make it straightforward to synchronize data with finance, analytics, and enterprise systems.

  • REST API for integration with any external application
  • Finance system integration (SAP, QuickBooks, and more)
  • Analytics via Power BI and Tableau APIs
  • GPS and telematics provider connections
  • Ocean carrier tracking via the DCSA Track & Trace standard
  • WhatsApp messaging for customer and agent updates
  • Data export to Excel, CSV, JSON, and XML formats
  • Email-to-work-order document attachment integration
  • Webhook support for real-time event streaming
Laptop showing connected analytics dashboards
Connected Systems
Power BI Analytics
Connected
SAP Finance Module
Connected
GPS Telematics Provider
Connected
Email Gateway Integration
Connected
Custom REST API
8 Endpoints
Security

Role-Based Access & Security

TrakIT is a secure, cloud-hosted platform with encrypted data transmission. Granular access control ensures every user sees only what they need to — nothing more.

  • Role-based user access with workflow-level permissions
  • Location-based access restrictions for multi-site ops
  • Optional two-factor authentication (2FA)
  • Encrypted data transmission (TLS/SSL)
  • Dedicated cloud installations for enterprise clients
  • Full audit log for all user actions and data changes
  • Database-level storage encryption
Port cranes illuminated at night
Access Control Matrix
Administrator
Full Access
Operations Manager
Ops + Reports
Field Operator
Assigned Tasks
Customer Portal
Track Only
Vendor Portal
Submit Docs
Start Your Journey

See TrakIT in Action

Contact our team for a personalized demo tailored to your logistics operations and workflows.

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