Quotations & rate cards
Price rules by route, truck size and cargo, with fuel, toll and handling charges. Quotes become bookings without retyping anything.
Trucking management system
Run your whole trucking business on one system.
KargaFlow takes every shipment from quotation to payment: dispatch your trucks, follow them live on the map, collect proof of delivery from the driver's phone, invoice with VAT and BIR 2307 in a click, and pay your crew. Built for trucking companies in the Philippines.
- Quote to cash in one place
- Driver app for Android
- Portal for your customers
Every shipment, start to finish
- QuotePriced from your rate cards
- BookConfirmed in a click
- DispatchTruck, driver & helpers
- TrackLive on the map
- DeliverProof of delivery photo
- InvoiceVAT-ready, emailed
- Get paidCollections & statements
Features
Everything a trucking company runs on, in one place
Stop juggling spreadsheets, group chats and paper trip tickets. KargaFlow connects sales, dispatch, the drivers on the road, billing and your back office.
Bookings
Shipper and consignee details with exact pickup and delivery spots on the map, cargo items, and saved locations for repeat customers.
Loads & dispatch
Plan loads, assign your own truck, driver and helpers, or hire a subcontracted carrier. Conflicts are caught before they happen.
Live tracking
See every truck on the road on one map, with progress, ETA and alerts when a truck goes idle or stops reporting.
Driver app
Drivers see their trips, start them, share location, report incidents, log fuel and send the proof of delivery from their phone.
Customer portal
Your customers follow their shipments, download invoices and PODs, request new shipments and file claims on their own.
Billing & collections
VAT-ready invoices, payments with BIR 2307 withholding, credit notes, statements of account and automatic overdue reminders.
Payables & expenses
Supplier and carrier bills, fuel, tolls, repairs and other costs, tied to the trip and truck they belong to.
Driver & helper payroll
Pay runs built from the trips they drove, with allowances, deductions, cash advances, payslips and a payroll register.
Fleet & maintenance
Odometer, fuel, maintenance schedules, repairs and vehicle documents, with reminders before papers and licenses expire.
Cargo claims
Damaged, short or late cargo handled end to end: evidence, approval, credit notes and the insurer claim.
Reports & financial statements
Income statement, profit and loss, trial balance, trip summary, payments and expense reports, exportable to CSV.
Live tracking & driver app
Know where every truck is, without calling the driver.
Drivers sign in to the KargaFlow driver app with a one-time code, no password to forget. When they start a trip, the truck appears on your live map with its progress and ETA. When they arrive, the proof of delivery photo reaches your office before the truck does.
- Progress, ETA and status: moving, stopped, arrived, or not reporting, with alerts to dispatch when a truck sits idle or goes quiet.
- Works offline: no signal on the mountain road? Locations, photos and updates are saved on the phone and sent when it reconnects.
- Light on battery: location is shared only while a trip is on the road, and less often when the truck stands still.
- Honest data: fake-GPS apps, location switched off and low battery are flagged to dispatch.
- For hired carriers too: subcontracted drivers can use the app for the trips you hire them for.
Customer portal
Fewer "Where is my cargo?" calls.
Invite your customers to their own portal. They see their shipments live, download invoices and proofs of delivery, and know exactly what they owe. Your staff stop answering the same questions all day.
- Live shipment status: every truck carrying their cargo, with progress and ETA.
- Invoices, statements and PODs: view and download anytime, in one documents page.
- Request a shipment online: it arrives in your system as a booking to price and confirm.
- Email updates: when cargo is picked up, delivered, and invoiced.
- Claims without the back-and-forth: customers file damaged or missing cargo with photos.
- Secure by design: customers see only their own records, never your costs or other customers.
Billing & back office
From delivered to paid, without the paperwork pile.
KargaFlow knows what was delivered and not billed yet. Bill each shipment, or weekly, monthly or on the customer's own day. Your books update as you work, so month-end reports are ready when you are.
- Philippine-ready invoicing: VAT or non-VAT, customer withholding (BIR 2307), credit notes, and invoices on your letterhead.
- A clear "To invoice" list: delivered work per customer, how long it has waited, and whether the proof of delivery is in.
- Collections on autopilot: statements of account and polite overdue reminders by email.
- Payables and subcontractors: carrier bills are created from hired trips, so margins are never guessed.
- Crew payroll from the trips: pay runs, allowances, deductions, cash advances and payslips.
- Books that write themselves: income statement, profit and loss and trial balance, built from your daily work.
Built for your whole team
The right access for everyone, and nothing gets lost.
Owners, dispatchers, sales, finance and fleet staff each see what their job needs, across every branch you run.
Roles & permissions
Ready-made roles for managers, sales, dispatch, fleet and finance, or your own. Prices and costs can stay hidden from staff who don't need them.
Multiple branches
Run several branches in one account. Staff work in the branches you give them; owners see everything.
Full audit trail
Who changed what, and when, on every record. Deleted data is kept and can be recovered, never wiped.
Alerts that matter
Trucks idle or unreachable, documents about to expire, overdue invoices and bills due, all in one bell.
Documents on record
Quotations, bookings, loading sheets, trip tickets, invoices and payslips as PDFs on your letterhead.
Secure sign-in
Customers and drivers sign in with one-time codes and see only their own records, kept apart from your staff accounts.
How it works
Up and running in days, not months
No servers to buy and nothing to install for your office: KargaFlow runs in the browser. Drivers just install the app.
- 1
Set up your company
Add your branches, trucks, drivers, helpers and customers. Import them from a spreadsheet if you already have lists.
- 2
Load your rates
Put in your rate cards by route and truck size so quotations and bookings price themselves.
- 3
Invite your people
Give staff their roles, drivers the app, and customers their portal. Everyone sees their part on day one.
- 4
Run, track and get paid
Dispatch, follow trucks live, collect PODs, invoice and see your numbers, all in one place.
Questions
Frequently asked
Who is KargaFlow for?
Trucking and logistics companies of any size: from a few trucks to several branches, including companies that hire other carriers for some trips.
Do I need to install anything?
No. Your office uses KargaFlow in any modern browser. Drivers install the KargaFlow driver app on an Android phone.
How does live tracking work without GPS devices?
The driver's phone is the tracker. While a trip is running the app sends its location, and keeps it even with no signal, sending it once the phone is back online. No extra hardware or monthly GPS fees.
Can my customers see their shipments?
Yes. Each customer gets a portal where they follow their trucks live, download their documents and invoices, and request new shipments. They never see your costs or your drivers' numbers.
Does it handle Philippine invoicing and tax?
Yes: VAT and non-VAT customers, withholding tax with BIR 2307, TINs on invoices, peso amounts, and statements of account.
Can I bring my existing customers and trucks?
Yes. Lists of customers, suppliers, vehicles, drivers and more can be imported from spreadsheets, and exported any time.
Is my data safe?
Each company's data is kept separate, staff only see what their role allows, every change is logged, and records are never permanently erased by mistake.
How do I get help once I'm using KargaFlow?
Open Help & Support from the top of any page and submit a ticket. Choose what it's about (a technical problem, billing and subscription, account and users, a feature request or something else), set how urgent it is, and attach a screenshot if it helps. You can follow the status and our replies there, and you're notified when we answer.
Can I suggest a new feature?
Yes. Submit a ticket with the type "Feature request" and tell us what would make your work easier. Many of KargaFlow's features started as requests from trucking companies.
Can I still reach support if my subscription has lapsed?
Yes. Help & Support stays open even when access to the rest of the app is paused, so you can ask about your account or billing. Your invoice also has a payment link, so you can pay and get back in right away.
How do my own customers reach us?
Your customer portal shows your company's contact details. From the portal, your customers can request a new shipment or file a cargo claim, and your team is notified.
I'm not a customer yet. How can I ask a question?
Email us at hello@kargaflow.app, or book a demo below. We'll answer your questions and show KargaFlow running on trips like yours.
Get started
See KargaFlow running on your own trips.
Book a short demo. We'll walk you through quoting, dispatching, live tracking and billing, and help set up your company, trucks and rates.