Dispatch
Job allocation is coordinated through calls and messages
Drivers wait for updates while dispatch reconstructs vehicle, location, load and customer information by hand.
Transport & logistics | Perth and WA
AI for transport & logistics in WA
VibeZero helps trucking, freight, courier and logistics teams that move work across Perth, regional WA and interstate. We connect dispatch, route planning, job records, invoicing and compliance around the way vehicles and people actually move.
Automation can organise records and flag exceptions, but your drivers, dispatchers and managers still make the operational and compliance calls.
- Suggested starting point
- Connect delivery evidence to invoice preparation
- Scope to agree
- A scoped delivery record workflow with exception handling and invoice preparation
- What you bring
- A completed job example, the dispatch and finance systems, and an operations owner
- Commercial model
- Scope and price agreed before paid workHow pricing works
Where the work jams
When dispatch runs by phone, every downstream task waits for the same update
Job allocation, fatigue records, invoicing and maintenance often depend on the same update but live in separate places. We use automation to connect that update to the next responsible action.
Compliance
Chain of Responsibility (CoR) and fatigue records are scattered
Supporting documents sit across paper, folders and separate systems, making review and audit preparation slower than it needs to be.
Billing
Completed work does not reach invoicing cleanly
Job status, proof of delivery and charge information are re-entered before the finance team can issue an invoice.
Fleet
Maintenance becomes visible when a vehicle is unavailable
Usage, service history and workshop actions are difficult to view together, so planned follow up relies on individual memory.
What we build
Dispatch and fleet workflows designed around WA distances
We start with the update that should move cleanly through allocation, delivery, compliance and billing, then connect only the systems needed to support it.
A practical starting point
Connect delivery evidence to invoice preparation
Start with the completed job that still needs calls or rekeying before it can be billed. We map the evidence, review and finance handover.
What stays with your team
Dispatch retains allocation and route decisions. Drivers and responsible businesses retain their safety and Chain of Responsibility obligations.
Illustrative workflow
A completed delivery ready for office review
- Delivery recorded
The agreed completion evidence is attached to the job.
The record distinguishes received evidence from updates still waiting to sync.- Exception checked
Missing details or a disputed delivery are flagged before finance preparation.
The operations team resolves the exception and approves the record.- Invoice prepared
Approved job details are passed to the selected finance workflow where access permits.
Your finance team checks the invoice before it is issued.
Primary build
Dispatch & fleet management tools
Coordinate job allocation, route inputs, completion records and administrative follow up for trucking, courier and freight operations.
- Dispatch allocation
- Route planning support
- Compliance document workflow
- Invoice preparation
- Maintenance reminders
Routes
Route planning support
Use approved distance, delivery window, traffic, fuel and vehicle capacity inputs to compare plans, with dispatch retaining the final call.
Compliance
Chain of Responsibility workflow
Prepare and organise CoR documentation, fatigue records and inspection evidence without representing the system as the accountable party.
Billing
Invoice & payment follow up
Move approved completion data into invoice preparation and customer follow up through Xero, MYOB or the selected finance process.
Fleet
Maintenance signals
Use mileage, usage and service history inputs to create reminders or flag patterns through AI agents that only flag what you tell them to watch, leaving diagnosis and maintenance decisions to your maintenance team.
Enablement
Training for operations teams
Practical sessions for dispatch, administration and management on approved tools, information handling and the workflows selected for rollout.
Client experience
What clients say about working with us
These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as transport-specific case studies.
They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.
Talk through a starting point
The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.
Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.
Operating context
How the work fits your business
Explore the work, the systems involved and the decisions your team keeps.
WA contextBuilt around long-haul reality, not a metro-only assumption
A useful transport system has to account for distance, variable connectivity, remote deliveries and the hand off between a depot team and someone already on the road.
We work with how the business actually runs, including Perth depots in areas such as Kewdale, Welshpool and Henderson, regional runs, interstate work and remote site deliveries. We agree device access and fallbacks before building a workflow.
We map compliance support to the jurisdictions each route crosses, using Main Roads WA's Chain of Responsibility guidance for WA operations and National Heavy Vehicle Regulator guidance for interstate routes where the Heavy Vehicle National Law applies. That law has not commenced in WA.
The system can help prepare and organise evidence; it does not transfer Chain of Responsibility obligations away from the people and businesses that hold them.
System fitConnect the operating chain without pretending every stack is identical
We confirm specific products, permissions and API support during discovery. These are the system roles we normally map first.
- Operations
- Dispatch and job management
When a job is allocated, updated or completed, that update feeds straight into whatever happens next.
- Fleet
- Telematics and maintenance
We only connect the usage and service signals the workflow actually needs.
- Finance
- Xero or MYOB
Approved job data can support invoice preparation and payment follow up, and review points stay in place.
- Evidence
- Compliance records
We link documents and approvals to the responsible job, vehicle or action, so you can see where each one came from.
Delivery detailsLocation, systems and practical fit
- Home base
- Perth
Discovery and working sessions can be arranged across the metro area.
- Operating environments
- Depot + road
The workflow accounts for dispatch, drivers and administrative teams.
- Integration basis
- Existing stackproposed
We confirm dispatch, telematics and accounting connections while scoping the work.
- Who decides
- Human reviewproposed
The people who carry Chain of Responsibility duties still make the compliance calls and keep the records.
How we work
A practical engagement for transport & logistics
We check how work moves between the field and the office, including what happens when the connection drops.
Trace the completed job
We discuss how delivery evidence reaches the depot and which updates the office has to chase.Agree the operating conditions
The proposal specifies source systems, review steps, connectivity fallback and the jurisdictions relevant to the workflow.Test the finance handover
We build the selected connection and test incomplete evidence, duplicate updates and rejected finance records.Prepare depot and drivers
The team practises the selected steps. We hand over operating notes and support under the agreed terms.
Practical details
Questions about transport & logistics
Practical answers about field use, integration, delivery and operational ownership.
Yes, when it is attached to a clear operating problem. Useful starting points include dispatch follow up, route plan comparison, compliance document preparation, invoice workflows and maintenance reminders. The best first workflow depends on your fleet, existing systems and where information is currently re-entered.
Start with the movement
Running a transport or logistics business in WA? Let's talk
Bring the dispatch, compliance, maintenance or invoicing hand off that creates the most delay. We will map the update, responsible people and systems around it.
Perth based | NHVR aware | designed for WA distances