Kontur

Mobile Waybills & Vehicle Dispatch

Mobile waybill workflows for vehicle inspections, saved drafts, and handoff to authorized signers.

Mobile-first waybill workflow for mechanics, drivers, and senior mechanics

Kontur.Logistics clients

Outcome −20% dispatcher-to-mechanic signing time

Role: Senior Product Designer
Team: Product manager, UX researcher, systems analysts, engineers, QA
Scope: Workflow design, mobile UI, role logic, validation states, prototype, handoff

I redesigned a partly paper-based vehicle dispatch workflow into a mobile draft-and-handoff flow for drivers, mechanics, and senior mechanics.

The released solution reduced the time between dispatcher signing and mechanic signing by 20%.

Context

A vehicle cannot leave the garage until several people have completed their parts of its electronic waybill. Mechanics inspect the vehicle, drivers record trip data, and an authorised senior mechanic signs the relevant document with a certificate.

Yet much of this work happened away from a desk while the product still depended on desktop entry. Mechanics recorded inspection details on paper, returned to a computer, and entered the same information again.

Problem

The paper-to-desktop handover delayed signing and introduced opportunities for transcription errors. A mobile form alone would not solve the whole problem: the person entering inspection data was not always authorised to sign it.

The workflow needed to speed up data entry while preserving role permissions, document states, and certificate-based signing.

Before flow showing paper-based transfer between vehicle inspection and desktop signing — Before: mechanics transferred inspection data from paper to desktop before signing could continue

Approach

I redesigned the process around a draft and handover. Mechanics could enter inspection and odometer data near the vehicle; drivers could capture odometer and fuel information during the trip. The data could then be saved as a draft for an authorised senior mechanic to review and sign.

I designed dedicated validation for mileage and required fields, along with different actions for drivers, mechanics, senior mechanics, and other roles. The work covered departure, return, and archived-document states.

Role model separating operational data entry from legally significant signing — Data entry and legally significant signing belong to different roles

Collaboration

I owned the product design and prepared a clickable prototype and specifications for analysts, engineers, and QA. The handoff documented responsive layouts, permissions, validation, signing availability, and document-state transitions.

The Kontur team together in the office — The Kontur team

Multi-surface design

The workflow crosses desktop and adaptive web. Mechanics use phones or tablets beside the vehicle, drivers enter trip data as it occurs, and senior mechanics review and sign within the existing waybill lifecycle. Each surface needed the right actions for the person using it.

Adaptive waybill list and document access screens — Mechanics and drivers open the relevant waybill in adaptive web

Mobile vehicle inspection form for mechanics — The inspection form is designed for use beside the vehicle

Draft waybill state ready for senior mechanic review — Draft, review, and lifecycle states make the handover explicit before signing

Senior mechanic review and signing state — Draft, review, and lifecycle states make the handover explicit before signing

Odometer entry flow with mileage context and validation — Previous mileage and validation help prevent inconsistent odometer values

Fuel data capture screen 1 across the trip lifecycle — Fuel data can be captured before, during, and after a trip

Fuel data capture screen 2 across the trip lifecycle — Fuel data can be captured before, during, and after a trip

Solution

The released adaptive web workflow connects mobile data entry with controlled review and signing. Mechanics can record an inspection where it happens, while the final signature remains with the authorised role.

After flow showing mobile data entry, draft handoff, and certificate signing — After: mobile data entry flows into a draft for senior mechanic review and signing

Validation and system notification states in the mobile workflow — Notifications and permission states clarify validation and signing availability

Vehicle departure restriction and signing availability state — Notifications and permission states clarify validation and signing availability

Waybill edge cases across document and role states — The workflow covers departure, arrival, archive, unavailable, and sent states

Sent and unavailable waybill states — The workflow covers departure, arrival, archive, unavailable, and sent states

Figma layouts documenting workflow states and business logic — Design specifications document roles, validation, breakpoints, and business rules

Impact

Dispatcher-to-mechanic signing time: −20% The time between dispatcher signing and mechanic signing fell after release, according to the before-and-after measurement recorded for the project.

Alexey Linkov Frontend Developer @ Kontur

“His layouts are clear, structured, and easy to implement. He brings strong product thinking, attention to detail, and a good balance between user needs, business goals, and technical constraints.”

Ivan Tyulkin Frontend Developer @ Kontur

“As a frontend developer, I particularly valued his understanding of the technical side of the product. It made it easy to discuss interface behavior, implementation constraints, and solutions that worked for both users and the team.”