Automate Now!

Did you know that you can set up TrakIT to automatically take any number of actions after an event occurs? Automation is one of the system's core features.

Are you manually sending messages, documents, or reports to internal users, customers or vendors? Ask TrakIT Support to set up the system to automatically do what you need based on when you need it done.

Set up scheduled reports to send information to anyone based on specific filters.

Automatically send notifications and messages, as well as post documents to other systems via API or FTP. If there is something you need to do automatically, let us know and we will implement it.

TrakIT also supports TrakIT-to-TrakIT communication and updates. And provides webhooks for other systems to update data in TrakIT. We develop and implement custom integrations with external systems such as terminals, port authorities, and finance systems using any kind of file exchange format. 

Connect with TrakIT Support to learn more.

Get Finance Notifications

With the latest update of TrakIT, you can now subscribe to the required notification for the Finance Module as well. This functionality is available for the sub-modules of Finance.

Go to System > Email Notifications > Finance tab.

Notifications can be received in the form of email, chat, SMS or WhatsApp. A user can only subscribe for notifications for themselves. 

For System Administrators, a list of all active users is displayed and the Admin can assign notifications for any user.

If the user has access to multiple companies, then the Company dropdown is enabled and displays the list of companies accessible for the selected User.

A user can only be subscribed for notification to any sub-module in case they have “Read” permission for that module. Otherwise, the checkboxes are disabled for that specific module.

Please note that SMS and WhatsApp notifications are enabled only if configured for your company and the selected user has their mobile number set in the user profile.

For any questions or concerns, please contact TrakIT Support.

Photos for Work Orders

From time to time, our customers need to store images of containers, goods, damages, equipment, etc., on TrakIT. Although it was previously feasible to upload photos under the Documents tab, accessing these images required downloading them again.

In our most recent update, we've introduced a dedicated "Photos" tab within the Work Order. Users can now conveniently upload photos here, and they will be showcased in a gallery format, displaying all images as thumbnails. By clicking on a photo, users can easily view them in a slide-show format.

Visual documentation through photos adds an extra layer of clarity and precision to the communication and record-keeping associated with each shipment. They can capture the condition of the container or truck at various stages, providing a visual history that can be crucial for dispute resolution, quality control, and accountability.

Below is a preview of the newly added Photos tab:

The title of each photo can be changed as required by clicking the title.

Enabling Photos Tab

To enable the 'Photos' tab on a Work Order, a couple of steps need to be taken:

1) Enable on Workflow - Go to Admin > Workflow Management. Select the Workflow you need to enable photos on. Go to the "WO Tabs" tab. Select "Photos" and click Save.

2) Enable Role Permissions - Go to Admin > Role Management. Select the Role Customisation tab. Select a role that you need to provide access to. Under Operations > Work Orders, scroll to the bottom and select the permissions needed.

As this is a new feature, we are eager to hear your feedback on this. Please let us know if you face any issues while using the Photos tab.

TrakIT for Canadian Freight Forwarders!

As we continue to navigate the evolving landscape of the logistics industry, embracing technology and innovation becomes essential. TrakIT is excited to share insights from a strategic market analysis in Canada, highlighting the immense potential for freight forwarders to streamline their operations and achieve unparalleled efficiency.

Canadian Market Insights

In our recent analysis, we discovered that the Canadian logistics industry is rapidly embracing digital solutions. With a robust and growing trade network, freight forwarders in Canada are seeking cutting-edge technologies to optimize their workflows, improve customer service, and stay ahead of the competition.

How TrakIT is Making a Difference

TrakIT, our comprehensive logistics workflow management software, is tailored to address unique challenges faced by freight forwarders. From real-time tracking, customized processes and automation to customizable reporting, customer/vendor portals and 24/7 accessibility, TrakIT empowers businesses to drive operational excellence and elevate customer satisfaction.

Key Benefits of TrakIT for Canadian Freight Forwarders

• Completely customizable: Build your software functionality based on your business processes rather than the other way around.
• Efficient Workflow and Automation: Streamline processes and reduce manual efforts, ensuring smooth and seamless operations.
• Trigger any number of actions automatically at any step – Email, SMS, WhatsApp, hit an API, save to FTP, sending documents and much more.
• Data-Driven Decisions: Leverage real-time analytics and dashboards for informed decision-making and strategic planning.
• Global Connectivity: Stay connected and in control, anytime and anywhere, enhancing your reach and capabilities.
• Increasing Operational Efficiency: Delegate all routine, repetitive tasks to TrakIT.
• Custom Interfaces: Interface with port authorities, shipping lines, finance systems, GPS vendors or any other API-capable systems.

Join the Digital Transformation

Embrace the future of freight forwarding with TrakIT. Discover how our software can revolutionize your operations and position your business for success in the Canadian market.

sales@trakit.in 

Vendor Management & Billing

Did you know that you can ask your vendors to upload their bills directly in TrakIT? And you can approve or reject them? Let's take a look at how this can be done.

Vendor Expense Linking

A vendor is an entity that is providing services to your company. If you are using the finance module of TrakIT, then you register the expenses related to the shipment under the Job Finance page. These expenses (or disbursements) can then be linked to the billing party (vendor).

Below is an example of how income and expenses look.

The Entity column displays the billing party or vendor for the expenses registered. If a Bill has been received and/or validated, it is displayed under the Inv/Bill column.

Vendor Registration

If you would like to provide access to your vendor to be able to upload bills directly in TrakIT, you will first need to create a user profile and then link the user to the Entity that represents the vendor.

1) Go to Admin > User Management > External tab.

2) Create a new user. A welcome email with credentials will automatically be sent to the email address provided.

3) After creating the user, go to the Linked Entities tab and click 'Add Entity'.

4) Once the Entity is linked, you can switch to the Access Control tab to select which menus should be available to the user.

Vendor Portal

Once the vendor receives their credentials via email, they will be able to sign-in to TrakIT. On the Bills page, they will be able to add a new bill.

After creating the bill, the vendor has the option of adding more supporting documents or modifying the bill fields before finally submitting it.

The vendor can also see a list of all bills submitted and their approval status.

Approval & Rejection

Once the vendor uploads the bill, it appears under the Finance > Bills page as a Submitted Bill.

There are options to Accept, Reject or Delete the bill submitted by the vendor. On acceptance or rejection, an email is sent to the vendor notifying them of the same.

Once a bill is accepted, it can be used in the normal way by assigning expense accounts and then validating the bill.

For any questions or concerns, please contact the TrakIT Support team.