FGS Agri enjoying more speed and efficiency with a Mandata TMS

In the heart of Kent, FGS Agri, a thriving family-run agricultural business, has adopted integrated transport management software from Mandata, and reported improvements in planning, proof of delivery and visibility.

Managing a mixed fleet of 35 vehicles and engaging in diverse workstreams, including waste transportation and European agricultural work, the company found itself grappling with the challenges of a growing business, as it quickly outgrew the management software it depended on.

Managing work across a variety of software solutions, workflows can become disjointed, making it difficult to share information across the business and with customers.  FGS struggled to manage a range of work types in the best way for its customers and employees were having to work much harder than they needed to be.

They set out to find a system that was not only easy-to-use, but also provided them with the features they needed, to improve efficiency across all their work types, and enhance customer service. Mark Russell, the transport manager at FGS Agri said, “We had experience of using a mix of transport management systems, but none were a good fit for our business.”

Mark explained further,“When a new member of our team recommended Mandata Go, we had a demo, and found that it had all the functionality we needed.”

For bulk hauliers like FGS, it’s critical to record accurate informaton at the point of delivery. Failure to record job amendements, such as volume and weight, can lead to information being processed in error, inaccurate customer billing, and further potential compliance-related breaches.

With the unpredictable nature of the goods being moved, it is essential for drivers to be able to amend and update weights accurately upon delivery, something Mandata’s Manifest driver app can facilitate.

“Even our older drivers have taken to the Manifest app and prefer it over the old process of manually filling out paper tickets, as it’s much quicker and easier for them,” Mark said.

Improved planning and gaining greater visibility through their Mandata TMS

Visibility within the planning process has also improved. “Now we have the Go transport management system in place, the transport side of the business is easier to manage,” said Mark.

He added, “Planning is quicker, as we can see what work has been assigned, and no longer have to check up with other planning staff, before booking jobs in.”

Without a relevant platform in place, having sight of live drivers’ hours, vehicle maintenance schedules, and access to the availability of assets can make planning work difficult and slow, for hauliers.

“Planning is quicker, as we can see what work has been assigned, and no longer have to check up with other planning staff, before booking jobs in.”

A Mandata TMS offers a significantly improved level of visibility as all the information is real-time, and in one place. Planners can utilise map-based planning functionality to identify the best routes, and refine the plan where appropriate to reduce empty running and fuel costs.

It also enables transport planners to make the best decisions based on their experience of the local area, and customer needs.

Improving delivery document handling through the Manifest app

It’s not just improved planning that FGS required, it also needed an easier way to handle important delivery documentation, something achieved through the Mandata’s integrated Manifest app.

“Prior to using the Manifest app, we could wait up to seven days to see drivers to get their tickets back”, Carrie Rootes, FGS Transport Assistant highlights the improvements made from implementing the TMS in their operations, “Now, with Mandata’s ePOD solution, we no longer need to chase drivers for documentation, as waste transfer notes are instantly uploaded to the TMS.”

Integrated driver apps have not only boosted efficiency, but also accelerated the processing of completed jobs. Digital processes, from capturing customer signatures via electronic proof of delivery (ePOD) to generating and sending email invoices from the TMS, have not only eliminated errors and delays associated with paperwork, but also reduced the administrative burden.

“Mandata Go also generates invoices using all the job data in the system. It can also email documents out to customers which saves us a lot of time on invoicing,” continued Carrie.

Looking ahead to the impending introduction of mandatory digital waste tracking legislation being rolled out by DEFRA in 2025, FGS is already ahead of the curve with their digital waste transfer note capture, through the Mandata Manifest app.

“Now, with Mandata’s ePOD solution, we no longer need to chase drivers for documentation, as waste transfer notes are instantly uploaded to the TMS.”

By utilising these digital processes throughout the delivery of goods, operators can improve customer service, by keeping customers better informed as jobs progress, and by providing accurate information once the POD is received. A TMS can take on much of the process-related burdens, freeing up time for other tasks.

No one wants work to be more challenging than it needs to be, and for businesses like FGS, embracing a TMS platform is the perfect start on the journey towards making work easier for everyone within your operations.

The challenges of using manual processes and disjointed systems in the bulk haulage sector

The situation is not unique to FGS Agri, especially within the bulk haulage sector. Mandata, a leading provider of Transport Management Software (TMS) had an influx of enquiries over the last 12 months from similar businesses, with aggregate, bulk and waste haulage operators all in need of support to manage their increasing workload. Over 74% of enquiries were from haulage businesses without a transport management system (TMS) in place, and in desperate need of software to improve visibility and digitise their manual processes.