Kontur.Logistics
Reducing Vehicle Dispatch Time by 20%
Mobile-first workflows for waybills, odometer data, fuel tracking, drafts, and role-based electronic signing.
B2B SaaS · Logistics · Mobile Web · Electronic Waybills · Workflow Automation
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%.
Situation
Kontur.Logistics is a B2B SaaS product for electronic logistics documents and waybill workflows.
Before a vehicle could leave the garage, several roles had to complete the waybill process: dispatcher, driver, mechanic, and senior mechanic. Mechanics inspected vehicles near the garage, drivers captured odometer and fuel data during the trip, and senior mechanics completed legally significant signing with a certificate.
The workflow still depended heavily on desktop and paper. Mechanics wrote inspection results and odometer readings on paper, returned to desktop, and manually transferred the data. The adaptive web flow also did not fully support drivers entering odometer and fuel data during a trip.
This created duplicate work, delayed signatures, increased the risk of data errors, and blocked clients who expected mobile workflows for drivers and mechanics.
STAR Summary
Situation
Vehicle dispatch depended on a partly paper-based inspection and signing process. Mechanics and drivers worked away from desktop, but the product flow required desktop data entry before signing.
Task
Make the waybill workflow usable in mobile/adaptive web without breaking role logic, certificate-based signing, document lifecycle, and legal responsibility.
Action
I redesigned the process into a mobile-first draft-and-handoff workflow. Mechanics and drivers could enter inspection, odometer, and fuel data at the point of work, save drafts, and pass them to senior mechanics for review and certificate-based signing.
Result
The released solution reduced the time between dispatcher signing and mechanic signing by 20%.
My Role
I owned product design for the vehicle dispatch and waybill workflow.
I worked on:
- mobile/adaptive waybill flow;
- mechanic and driver workflows;
- odometer entry before and after a trip;
- fuel data capture before, during, and after a trip;
- draft states for waybill titles;
- role-based handoff between mechanic and senior mechanic;
- validation logic and error states;
- clickable prototype;
- design specs and development handoff;
Problem
The old workflow slowed down vehicle dispatch because operational data moved through paper before entering the system.
Before
- Dispatcher creates and signs the waybill.
- Mechanic inspects the vehicle near the garage.
- Mechanic records inspection and odometer data on paper.
- Mechanic returns to desktop.
- Mechanic manually transfers the data into the system.
- Senior mechanic reviews the entered data.
- Senior mechanic signs the waybill with certificate.
- Vehicle can leave the garage.
Core issues
- Mechanics worked near vehicles, but the workflow depended on desktop.
- Inspection and odometer data were duplicated from paper to the system.
- Manual transfer increased the risk of mistakes.
- Senior mechanics had to wait for data before signing.
- Drivers could not reliably enter odometer and fuel data in adaptive web.
- Some clients considered competitors because these workflows were missing.
- Vehicle dispatch was delayed.
Business goal: reduce the time required to complete the waybill before vehicle departure.
Success metric: time from dispatcher signature to mechanic signature.
Key Insight
The person who performs the inspection or enters vehicle data is not always the person who can legally sign the waybill.
A simple mobile form would make data entry faster, but it would not solve responsibility, certificate access, and signing control. The product needed a draft-and-handoff workflow:
- Driver or mechanic enters operational data.
- System saves the data as a draft.
- Senior mechanic reviews the draft.
- Senior mechanic signs with certificate.
This allowed the team to speed up dispatch without weakening legal control over signing.
Constraints
The solution had to work within several constraints:
- Mechanics inspect vehicles near the garage, not at desktop.
- Drivers enter odometer and fuel data in real operational conditions.
- Signing is certificate-based and legally significant.
- The mechanic and the signer can be different people.
- Odometer values must stay consistent with previous trips.
- Fuel data can be entered before the trip, during refueling, and after the trip.
- The adaptive flow had to fit into the existing waybill lifecycle.
- Different roles needed different available actions.
These constraints shaped the final direction: mobile input, draft saving, role-based handoff, validation, and controlled signing.
Design Process
I treated the task not as a form redesign, but as a workflow redesign.
Mobile-first inspection
Mechanics inspect vehicles near the garage, so the workflow had to be usable on phones and tablets. I adapted the core waybill flow for mobile web, focusing on quick access, readable fields, clear actions, and reduced dependency on desktop.
Why it mattered: Mechanics could enter data at the point of inspection instead of writing it on paper.
Draft before signing
The mechanic who records data may not have the certificate or permission to complete the final signature. I separated data entry from final signing so mechanics could save inspection data as a draft and senior mechanics could review and sign it.
Why it mattered: The process became faster without breaking responsibility and certificate-based control.
Dedicated odometer flow
Odometer readings are critical and error-prone. I designed a focused flow with clear input, previous mileage context, required fields, and validation logic.
Why it mattered: Mileage could be entered immediately while the system reduced the risk of inconsistent values.
Fuel data capture across the trip
Clients needed to document fuel data before departure, during refueling, and after return. I designed fuel entry as part of the adaptive waybill flow so drivers could record fuel balance and refueling events when they happened.
Why it mattered: Fuel movement became documented inside the waybill instead of being tracked separately or reconstructed later.
Role-based actions
Different users needed different permissions and actions: driver, mechanic, dispatcher-mechanic, senior mechanic, and read-only users. I mapped actions to roles and document states across viewing, editing, saving, sending, and signing.
Why it mattered: The interface became safer and clearer in a legally significant document workflow.
Solution
The final solution introduced a mobile-friendly draft workflow for vehicle dispatch.
After
- Dispatcher signs the waybill.
- Mechanic opens the waybill on mobile or tablet.
- Mechanic fills vehicle inspection data near the vehicle.
- Mechanic enters odometer readings.
- Driver can enter odometer and fuel data during the trip workflow.
- System saves entered data as a draft.
- Senior mechanic reviews the draft.
- Senior mechanic signs the waybill with certificate.
- Vehicle dispatch can continue without paper-based data transfer.
Core changes
- adaptive waybill interface for mobile and tablet;
- vehicle inspection form for mechanics;
- dedicated odometer input flow;
- fuel data capture before, during, and after a trip;
- draft states before electronic signing;
- clear handoff from mechanic to senior mechanic;
- role-based signing logic;
- validation for required fields and incorrect values;
- prototype covering departure, arrival, and archive scenarios;
- development handoff with states, permissions, and business rules;
Edge Cases
To make the workflow reliable, I designed key edge cases:
- required inspection fields are missing;
- odometer value is lower than the previous recorded value;
- fuel data is incomplete;
- user can enter data but cannot sign;
- user tries to sign without certificate access;
- draft is already completed or unavailable;
- waybill is archived;
- departure and arrival scenarios require different field sets;
- some sections appear only after specific titles are signed;
- document data is progressively enriched as new titles appear;
Handoff
The handoff covered both UI states and business logic. I prepared design specs for:
- mobile breakpoints;
- required and optional fields;
- draft statuses;
- role-based actions;
- validation rules;
- departure, arrival, and archive scenarios;
- signing availability;
- error states;
- document lifecycle logic;
This helped analysts, engineers, and QA align on the workflow before development and reduced ambiguity during implementation.
Impact
−20% time to mechanic signature
The released solution reduced the time between dispatcher signing and mechanic signing by 20%.
Why it mattered
- Mechanics no longer had to duplicate data from paper to desktop.
- Inspection data could be entered near the vehicle.
- Drivers could capture odometer and fuel data in the adaptive flow.
- Senior mechanics received structured drafts for review.
- Manual transfer risks were reduced.
- The responsibility split between mechanic and senior mechanic became clearer.
- Vehicle dispatch became faster.
The result was measured by comparing the time between dispatcher signature and mechanic signature before and after release.