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.

1 Start a quote (Quotes tab)

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.

2 Price an own-fleet job

1. Vehicle — the van doing the job (sets the price per mile). Not sure it fits the load? Click Vehicle specs next to the picker for payload, internal sizes, pallet counts and tail-lift for every vehicle. A quick spec line also shows under the picker for the one you’ve chosen.
2. Route & stops — the Start postcode fills in from HQ. List the stops in order (first = collection, last = delivery); use + Add stop for more, and drag the ☰ handle to reorder them when a specific route must be followed. Click Get miles and it routes through them in that exact order (reordering re-checks the miles). Or type the total miles yourself.
3. Return to base is ticked by default. Add waiting if any — the first 30 minutes are free and only the excess is charged.

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.

3 Price a subcontractor job

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).

Driver hire: the third switch, Driver hire, is for hiring one of our drivers out to a customer to use in their own vehicle. Enter the day rate you’re charging, pick full or half day (and number of days), and confirm to order — you assign the driver and date, and they show on the Schedule board. No mileage; the driver is paid their day rate.

4 Charges & extras

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.

5 Save it, or send it to the customer

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.

6 Find or revise a past quote

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).

7 Turn a quote into an order

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.

8 Manage & complete orders (Orders tab)

1. Click Refresh; orders are grouped by status (filter/search to find one). Click one to open it.
2. The order shows the job detail and, for staff, the margin — you can change the driver arrangement here and it recalculates.
3. Send it to the driver, put it On hold, mark it Pending (urgent, needs allocating), mark it Failed or Cancel it as needed. A job that’s already With driver can be sent Back to Booked to reallocate it. Use Set / change schedule & allocation in the order to set or change its run date, timing, driver and vehicle at any time. Print job sheet gives the driver a run sheet with a POD signature box.
4. When done, click Complete: the final price starts from the quote — add actual extra waiting, other charges, a POD reference and (for subbie jobs) the real subcontractor cost. If the return trip wasn’t charged to the customer, you can tick cost the return fuel to this job so the margin is realistic. Save as Ready to invoice.
5. POD photos: use Add photo (in the order or on the Complete form) to snap or upload a proof-of-delivery image straight to the order — on a phone it opens the camera. You can add several, at completion or afterwards; open them any time from the order.
6. Repeat a job: click Repeat… on an order to copy it for a recurring booking (e.g. every Monday for 6 weeks) — pick the frequency and how many copies, and it creates new Booked orders on those dates.
7. Once entered in Xero, Mark invoiced to clear it.

9 Schedule board (who’s doing what)

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.

10 Driver pay (settlement)

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.

11 Dashboard & invoicing

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.

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