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How Al Mashaweer connects fleet, trips, warehousing, finance and workforce operations with Exactlly
For more than 12 years, Al Mashaweer Transport has used exactllyERP and exactllyHRMS to connect transport operations, trip and vehicle cost visibility, warehousing, billing, receivables, finance and workforce management.
Customer Proof
Why transport and logistics operations are difficult to control
Knowing where a vehicle is turns out to be the easy part. The harder question is what each movement actually cost, and whether that cost ever meets the invoice raised against it.
The conditions below are general to transport and logistics rather than particular to any one operator. They explain why the operating requirements described in the rest of this page exist.
Every trip is an operating unit
A movement carries a customer requirement, an allocation of resources, an execution, its own expenses, a bill and a financial outcome. Visibility at trip level is what makes any of that answerable.
Every vehicle has its own cost profile
A large fleet needs cost visibility by vehicle as well as by company, so expenses accumulate against the asset that incurred them rather than into a single overhead figure.
Transport extends beyond the truck
Clearing, forwarding, warehousing and delivery all sit around the movement, and they have to stay connected to it rather than being tracked as separate businesses.
Operations must become a financial outcome
Trip execution eventually has to arrive at billing, receivables, finance and management reporting. If that chain breaks, the commercial result has to be reconstructed after the fact.
The four conditions above are general transport and logistics context. The sections that follow describe Al Mashaweer Transport's implementation of exactllyERP and exactllyHRMS. They should not be read as a description of how every transport business operates.
A Dubai transport business at scale
Al Mashaweer Transport Clearing and Forwarding is a Dubai-based transport and logistics business established in 1992. Its public profile records a fleet of more than 400 trucks and 800 multi-utility trailers, a 50,000 square metre warehouse and more than 450 employees, with operations extending across transportation, clearing and forwarding, delivery and warehousing.
That scale is context rather than the story. What follows is about the operating machinery behind it.
What Al Mashaweer has to connect
The difficulty is not locating a vehicle. It is that management needs to answer a chain of questions about the same activity: what happened on this trip, what the trip cost, what this vehicle is costing across its operating activity, what was billed, what remains receivable, and what all of that looks like across fleet, warehouse and finance together.
Al Mashaweer has used Exactlly for more than 12 years, running exactllyERP and exactllyHRMS across that span.
- Customer
- Al Mashaweer Transport
- Full name
- Al Mashaweer Transport Clearing and Forwarding
- Industry
- Transport & Logistics
- Location
- Dubai, UAE
- Products
- exactllyERP and exactllyHRMS
- Relationship
- 12+ years
- Fleet
- 400+ trucks
- Trailers
- 800 multi-utility trailers
- Warehouse
- 50,000 sq. m
- Workforce
- 450+ employees
- Core Exactlly use
- Fleet and transport operations, trip-wise and vehicle-wise expense tracking, warehousing, billing and receivables, finance and MIS, HR, attendance and payroll
From a customer requirement to a management view
This is the sequence a single movement travels through at Al Mashaweer, and the point at which its cost becomes visible.
Order & allocation
- Customer requirementWhat the customer needs moved
- Transport orderThe commercial commitment to move it
- Vehicle / resource allocationWhich vehicle and resources will do it
- Trip createdThe operating record the rest attaches to
Execution & cost
- Trip executionThe movement itself
- Trip-wise expensesExpenses captured against the trip
- Vehicle-wise cost visibilityThe same expenses read by vehicle
- Clearing, forwarding and warehousingGoods cleared, stored and delivered against the same movement
Commercial & finance
- Customer billingThe invoice for the movement
- ReceivablesWhat is still owed against it
- FinanceThe accounting record
- MIS & management visibilityThe views management reads
Stages six and seven are the same expenses, read two different ways.
Seeing the economics of the individual trip
The trip is both an operating record and a cost-analysis unit
Al Mashaweer tracks expenses trip by trip. That single decision changes what a trip is: as well as being the record of a movement, it becomes the unit against which cost is understood.
The expenses associated with the trip are captured against the trip itself, so the operating record and the cost record are the same record. The question "what did this movement cost us" is answered from it rather than assembled afterwards from separate ledgers.
- Trip execution
- Trip expenses
- Customer billing
- Receivable
- Financial outcome
Why the trip is the right unit
A transport business is billed for by movement, so it also needs to be understood by movement. Holding cost at trip level keeps the commercial and operating views of the same activity aligned: the trip that was executed is the trip that was costed and the trip that was invoiced.
What is this vehicle costing across its operating activity?
A fleet of more than 400 trucks creates a second analysis dimension. The same expenses that answer a question about one movement also answer a different question about one asset.
Two views of the same expenses
Al Mashaweer tracks expenses vehicle-wise as well as trip-wise. Nothing is captured twice; the same expense information is read along a second axis.
That is what makes fleet cost a manageable subject rather than an aggregate. A trip view tells you about a job. A vehicle view tells you about an asset across all the jobs it has done.
Trip view
What did this movement cost, and how does that sit against what was billed for it?
Vehicle view
What is this vehicle costing across its operating activity, compared with the rest of the fleet?
Two readings of the same expense
What the system provides is visibility of the expenses associated with the trip and the vehicle. Neither view is a separate exercise in data entry: the expense is captured once, against the movement it belongs to, and is then readable against the vehicle that carried it. Having both dimensions available at once, across a fleet of this size, is what makes the operating picture usable rather than merely recorded.
Clearing, forwarding, warehousing and delivery
The work that sits either side of the truck
Al Mashaweer's services extend beyond haulage into clearing and forwarding (C&F), delivery and warehousing, supported by a 50,000 square metre facility. The Exactlly environment covers warehouse and inventory operations alongside transport, so goods held, cleared and delivered stay attached to the movement that brought them.
Kept separate, C&F and warehousing become their own reconciliation problem. Kept connected, they are stages of one customer activity.
- Transport
- C&F
- Warehouse
- Delivery
- Billing
Billing, receivables, finance and management views
From transport order to receivable
The operating questions of what happened and what it cost connect directly to the financial ones: what was billed, and what remains outstanding. Al Mashaweer runs customer billing, receivables and finance in the same environment that holds the transport order, the trip and its expenses.
The effect is that operations and finance share one record of the same customer activity, rather than each holding a partial version that has to be reconciled before anyone can answer a question about it.
- Transport order
- Trip
- Expense
- Billing
- Receivable
MIS and management visibility
Because expenses are captured trip-wise and vehicle-wise, management has several operating views of the same activity rather than one consolidated expense figure: by trip, by vehicle, by customer and billing, by receivable, by warehouse and through finance.
Al Mashaweer uses MIS and management reporting across those views. Warehouse and inventory information sits in the same environment, so a management question does not have to be answered from one system and checked against another.
The people side of a large transport operation
More than 450 employees support the transport, warehousing and logistics operations described above. Al Mashaweer uses exactllyHRMS for that side of the business.
- Employee / driver
- Employee record
- Attendance
- Payroll
- HR / workforce information
- Management visibility
HR, attendance and payroll on the same footing as operations
exactllyHRMS carries employee records, attendance, payroll and workforce management for a workforce spread across transport and warehouse operations rather than concentrated in one office.
Holding that information in the same Exactlly relationship as the operating and financial record means workforce data is available to management alongside fleet and finance, rather than as a separate enquiry.
One operating model across transport and workforce operations
Al Mashaweer does not run a transport system and an HR system. Both halves of the business are answerable from the same operating record.
Transport operations
Trip → vehicle → expense → warehouse and delivery → billing → receivable → finance. One movement, followed to its financial outcome.
Workforce operations
Employee or driver → attendance → payroll → HR information. The people who make the movements happen, on the same footing.
Business outcomes
Al Mashaweer uses the connected environment across transport, warehousing, finance and workforce operations to improve operating and cost visibility across the business.
Trip & fleet control
- Trip-wise expense visibility
- Vehicle-wise expense visibility
- Connected operational and cost information
- Stronger fleet management visibility
Logistics & warehousing
- Transport connected with C&F and warehousing
- Inventory and warehouse visibility
- Customer movement and delivery information
- Connected operational workflow
Finance & receivables
- Billing connected with transport operations
- Receivable visibility
- Finance linked with operating activity
- MIS and management reporting
Workforce operations
- HR and attendance information
- Payroll
- Workforce visibility
- People operations within the broader Exactlly environment
Proof at a glance
Scale
- 400+ trucks
- 800 trailers
- 50,000 sq. m warehouse
- 450+ employees
Transport control
- Trip management
- Trip-wise expenses
- Vehicle-wise expenses
- Fleet operations
Logistics & finance
- Clearing & forwarding
- Warehousing
- Billing & receivables
- Finance & MIS
Exactlly relationship
- 12+ years
- exactllyERP
- exactllyHRMS
- UAE operations
Related Exactlly capabilities
The pages below cover the products and the practitioner subjects this story touches. The Knowledge guides are general reference material, not a description of Al Mashaweer's configuration.
In the customer's words
In transport operations, it is important for us to understand not only the movement of each trip but also the expenses associated with the trip and the vehicle. Exactlly helps us connect transport operations, warehousing, billing, receivables and finance in one environment, giving management better visibility across the business.
Managing complex transport and logistics operations?
If your business needs to connect trips, vehicles, operating expenses, warehousing, billing, finance and workforce operations, talk to Exactlly about bringing the complete operating flow together.