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| Vehicle | Cost per mile (£) | Waiting per hr (£) | Extra drop (£) | Minimum charge (£) | MPG |
|---|
| Vehicle | Payload (kg) | Length (m) | Width (m) | Height (m) | Btwn arches (m) | Pallets | Tail-lift | Notes |
|---|
| Vehicle (name or reg) | Type |
|---|
| Driver arrangement | Pence per mile | Company pays fuel? |
|---|
| Charge | Amount (£) |
|---|
| Driver | Default method | Day rate £ | Default arrangement |
|---|
Three areas along the top: Quotes to price and save jobs, Orders to run a confirmed job through to invoicing, and Dashboard for the overview and the invoice list. This guide doesn’t cover changing rates or settings — if a rate looks wrong, tell your ClearPath admin.
On Quotes, the Quote no. and date are set for you (the number is issued when you save). Choose your name in Operator, then the Customer — pick an existing one from the dropdown or type a new name — and a Job reference. Then pick Own fleet job or Subcontractor job on the switch below.
The customer price shows on the right, always ex VAT, with any fuel surcharge added automatically. Driver pay and margin aren’t shown here — they’re set on the order once a driver’s assigned.
Switch to Subcontractor job, type what the subbie is charging us, check the target GP %, and the customer price appears (rounded up to the nearest £1).
Tick any that apply (Congestion Charge, ULEZ, tolls). London jobs found via Get miles tick the relevant ones for you. The Additional charge box handles one-offs like a tail-lift.
Click Save quote to register to log it (it gets a CPQ number). To send it, use Print customer quote (PDF) then “Save as PDF”, or Copy quote text and paste into your email. The customer only ever sees a single job price (“Collection from A, delivery to B”), never the build-up.
Click Search register, type the customer name (or quote no./reference), and click a quote to load it back. Change what’s needed and Save again to log a new version under the same number. New quote clears everything for the next customer. Quotes that have been converted to an order are hidden from the list to keep it tidy — tick Include quotes already won to see them (they show a WON tag).
When the customer confirms, click Confirm to order. A short booking form appears: fill the collection and delivery contacts (required), plus special instructions, ready/collection time, goods, and assign a driver, vehicle and driver arrangement. Picking a driver sets their usual pay method and arrangement. You can switch the Pay method (per mile or day rate) for this one job, and day-rate jobs get a Full day / Half day / £0 choice. Known customers pre-fill their contacts.
You must also set the scheduling (all required): the run date (the day it sits on the board), the delivery timing (anytime / AM / PM / by, at or after a set time), whether it’s fixed or flexible (flexible lets you give an earliest/latest window, e.g. “anytime over the next 5 days”), and whether the timing is a customer requirement or just indicative. Tick Urgent — Pending if a customer calls in a rush job you haven’t allocated yet — it shows in a distinct colour on the board. Create it and the order gets a CPO number and lands in Orders.
The Schedule tab is a week grid with your drivers (or vehicles — use the Group by switch) down the side and the days across the top. Each order sits on its run date in the right driver’s row, colour-coded by status, showing its timing and small tags: FIXED or FLEX, and CUST (customer requirement) or EST (our estimate). Use Prev / This week / Next to move around. Jobs with no driver sit in the Unassigned row; click any card to open and allocate it.
Urgent Pending jobs stand out and are listed at the top to allocate. If a driver or vehicle has two jobs in the same AM/PM slot on the same day, the board flags a ⚠ possible double-booking. Orders with no run date are listed so nothing gets missed — open one to set its date.
The Driver pay tab totals what each driver is owed. It counts only Invoiced own-fleet jobs (subcontractors are settled separately) and works the pay out from each job’s driver arrangement. Choose a date range (or the This week / This month presets) and whether to show Unpaid, Paid or All invoiced. Each driver gets a card showing their revenue, margin and pay for the period, with the jobs listed. When you’ve paid a driver, type an optional payment / self-bill reference and click Mark paid so it drops off the outstanding list. Export CSV gives you the breakdown for paying them or self-billing in Xero.
The Dashboard tab shows quotes and their value, orders and revenue this week and month, margin, and jobs by status, customer and driver. The Ready to invoice — by customer section groups everything waiting to be billed with a total, and Mark all invoiced clears a whole customer once you’ve raised their invoice. Export CSV downloads quotes or orders for your records.
| Price shows £0.00 | Enter the miles (or use Get miles). |
| “Get miles” won’t work | Check the postcodes; otherwise type the total miles by hand. |
| Orders / Schedule / Dashboard won’t load | Tell your ClearPath admin — it’s a connection issue, not you. |
| A job isn’t on the board | It needs a run date. Open the order and set one (check the “no run date” list on the Schedule tab). |
| A rate looks wrong | Don’t change it — tell your ClearPath admin. |
| Forgot the password | Ask your manager. |