A booking is a client's transport order, the first step of freight order-to-cash. It describes one move: a container or ISO tank (identified by its ISO 6346...
Bookings
A booking is a client's transport order, the first step of freight order-to-cash. It describes one move: a container or ISO tank (identified by its ISO 6346 number) to carry from A to B, or a bulk load of product in litres carried in a road tanker. The booking holds the client, the client's own order reference, the pick-up and delivery places with their time windows, the distance and the price. You take the order here. The dispatcher then puts one or more bookings on a trip with a truck and a driver. From then on the booking follows its trip by itself until it is delivered, and the delivered booking becomes an invoice line.
Where to find it: Workspace → Logistics → Transport → Bookings. The Transport menu only appears when the module Transport bookings, trips, trucks and drivers is switched on in the Warehouse settings.
Who can use it
See the list and the board: anyone with any Warehouse permission.
Create, edit, confirm and cancel bookings, and move cards on the board: the permission Bookings, trips and their events. A role that has the whole group Gate in and out, move units, fill and empty tanks has it too.
See prices: the Price column and the price on board cards show to users with See prices, revenue and margins (dashboard, trips, bookings, service orders) or with Bookings, trips and their events. Everyone else sees a dash.
Bulk actions: a role marked Cannot use bulk actions works one row at a time.
Hidden area: a role with Transport (bookings, trips, fleet) ticked under Does not see has no Transport menu, no Transport tab on a client and no access to these pages.
Where it sits in the operation
The booking is the commercial order. The trip is the execution. The booking says what the client asked for and what they pay. The trip says which truck does it and what it costs you. A booking's status is set by the office only at the start (Draft or To plan). After that it moves only when its trip moves: when it goes on a trip, when the pick-up stop is done, when the delivery stop is done. The stop can be closed by the driver on the phone, by the office, or by the gate clerk at one of your own sites. Once delivered, the booking waits to be billed.
Figure 1 The booking is the commercial order and the trip is the execution. Only Draft and To plan are set by hand; everything after that follows the trip's stops.
What you see
The page header shows the number of Open bookings (Draft, To plan, Planned and On the road together). Below it, one card with two tabs, List and Board, and New booking at the top right. Which tab opens first is set in Settings → Warehouse → Appearance → Bookings open on: The list, The board or What each person used last.
The statuses
Status
Meaning
Who moves it there
Draft
Taken but not confirmed by the client yet. Hidden from the client portal.
The office (board or bulk action).
To plan
Confirmed and waiting for a truck. Only these can go on a trip.
The office. Also every booking saved from the form.
Planned
On a trip.
Plan a trip.
On the road
The pick-up stop is done: the unit or load is on the truck.
The trip (pick-up stop done).
Delivered
The delivery stop is done. The delivery time is stored and drives billing and detention.
The trip (delivery stop done).
Cancelled
Will not be carried out.
The office, from Draft or To plan only.
List
Filter tabs above the table: Open (the default), Draft, To plan, Planned, On the road, Delivered, Cancelled and All. The table can be searched, sorted and exported to Excel.
Column
What it shows
#
The booking number (BK-7) and the client reference. Small document badges link to the estimates, proposals or invoices this booking is on.
Client
Who ordered it.
What
The unit number in ISO 6346 format, or the product and litres of a bulk load (Bulk load when no product was chosen).
From → to
Pick-up place and delivery place: one of your sites by name, or the typed address.
Pick-up
The start of the pick-up window.
Status
With a Billed badge once the booking is on an invoice.
Price
The agreed price, or the price from your transport rates. A dash when neither applies, or when you may not see prices.
Row buttons: edit and cancel (only for Draft and To plan) and open the trip (once the booking is on one). Select several rows to use a bulk action: Confirm them, Put them back to draft or Cancel them. Rows whose status does not allow the action are skipped; the message says how many of the selected rows were done and why one was not.
The prefix BK- can be changed in Settings → Warehouse → Numbering.
Board
One column per status. The open columns are sorted by pick-up time, so the top card is the next to leave. Delivered and Cancelled show the last 30. Each card shows:
the booking number and the pick-up time;
a Late badge when the pick-up time has passed and the booking is still Draft or To plan;
the ADR hazard class when the product is dangerous goods;
the client and the document badges;
what moves and the route;
the trip number (once planned) or the client reference, and the price.
Only Draft and To plan cards can be dragged. Planned, On the road and Delivered cards are locked because they follow the trip: click one to open its trip.
Take a booking
Click New booking.
Choose the Client. Optional: the Client reference, the client's own order or job number (up to 60 characters). It prints on the invoice line and shows in the client portal.
Under What moves? choose A container or ISO tank or A load in a road tanker.
A container or ISO tank: choose the Unit. The unit must already exist under Units. The list shows its status and owner.
A load in a road tanker: optional Product and Quantity (L). Choose the product whenever it is dangerous goods. The ADR checks on the trip depend on it.
Under Pick-up, choose Where: one of your sites, or Another address, then type the address. Optional: the time window, From and Until. Times are typed in your own time zone.
Under Delivery, do the same.
Optional: Distance (km). It drives the price per km and the driving-time warning on the trip.
Optional: Agreed price. Leave it empty to use your transport rates (see "How the price is found" below).
Optional: a Note. Click Save the booking. You see "Booking BK-7 saved."
A booking saved from this form is To plan straight away. To keep an unconfirmed order as a draft, drag it back to Draft on the board, or select it and use Put them back to draft. Saving a draft from the edit form makes it To plan again.
Work the board
When the client confirms, drag the Draft card to To plan ("BK-7 is ready to plan."). Drag it back to make it a draft again ("BK-7 is a draft again.").
To plan a truck, drag a To plan card to Planned. The Plan a trip form opens with this booking already ticked. The booking only becomes Planned when you save the trip.
To cancel, drop a Draft or To plan card on Cancelled and confirm "Cancel this booking?".
Click a card to open it: Draft and To plan open the edit form (if you may edit bookings); Planned, On the road and Delivered open their trip.
Figure 2 The booking lifecycle, with the button or event that causes each change. Only the two blue statuses are in the office's hands.
How the price is found
A booking has one price. The same price is used everywhere: the list, the board, the trip's revenue, estimates and invoices.
Agreed price filled in: that amount, as it is.
Otherwise, your transport rates from Rates: Transport per load plus Transport per km × the booking's distance. The total is then raised by the Fuel surcharge % (Settings → Warehouse → Billing).
For each rate, the most specific one wins. A rate for this client beats a general rate, and a rate for this unit type beats one for any type. Bulk loads use the rates for any type.
No agreed price and neither rate: no price. The booking shows a dash. The trip counts it as "1 without a price", and Bill a month skips it with the warning "… has no price and no rate: not billed."
A rate change applies to every booking without an agreed price until it is billed. To freeze a price for a job, type it as the agreed price.
Cancel a booking
Click the cancel button on its row (or drop the card on Cancelled, or use Cancel them on a selection) and confirm. Only Draft and To plan bookings can be cancelled. A Planned booking is released by cancelling its trip: it goes back to To plan. A trip that is already On the road cannot be cancelled.
How a booking moves on by itself
Planned when it is put on a trip. The trip gets a pick-up stop and then a delivery stop for it, with the booking's windows.
On the road when its pick-up stop is done: Loaded on the driver's page, Mark as done in the office, or a gate out at your own site.
Delivered when its delivery stop is done: Delivered on the driver's page, Mark as done in the office, or a gate in at your own site. The delivery time is stored.
Billed when it goes on an invoice. Bill a month takes the client's bookings delivered in that period and not yet invoiced. A one-off invoice or estimate made from the client's work can also include open bookings (see Rates). A booking already on an invoice is never billed twice.
Detention for a delivered container or ISO tank, if a Detention rate applies: days count from delivery, less the rate's free days, until the unit is gated in again at one of your sites. They are billed per period.
Controls and exceptions
Situation
What the App says or does
No client
"Choose the client."
No pick-up or delivery place
"Choose where to pick up and where to deliver: one of your sites or an address."
Unit booking without a unit
"No unit with that number or id."
Editing a planned or finished booking
"This booking is already planned or done and cannot be changed."
Dragging a draft straight to Planned
"Move the draft to "To plan" first."
Dragging a card that follows its trip
"This booking follows its trip. Open the trip to change it."
Someone else moved the card first
"That move is not possible. The board has been refreshed." The status change only goes through when the card is still in the column you took it from.
Pick-up time passed, still not on a trip
Late badge on the board card.
When reality and the system disagree:
The client changes the order after it is planned. The booking is locked. Cancel the trip while it is still Planned or Sent to the driver (its bookings go back to To plan), edit the booking, and plan again.
The wrong unit went on the truck. Correct the booking before planning. After planning, cancel and re-plan as above.
A stop was skipped. Skipping a stop does not move the booking on. A skipped delivery leaves the booking Planned or On the road. It is then neither delivered nor billed, and it cannot be put on a new trip. Skip only when the move really will not happen on this trip.
For the manager
Every morning: the To plan column is the open order book for trucks. Any Late card is an order already behind its pick-up window.
Every week: check the Delivered filter for rows without a price (a dash). They will not be billed until a rate or an agreed price exists.
Every month: run Bill a month per client. Delivered bookings become invoice lines with the route, the unit or load, and the km. Detention for units still at the client is added.
On the client's page: the Transport tab shows the same list for that client only.
Client portal: if Settings → Client portal shows … their transport orders, the client follows their own bookings (number, reference, what, route, pick-up, status). Drafts and prices are not shown.
AI Reports: "Transport bookings (Warehouse)" gives booking counts, delivered, on-time % (delivered before the end of the delivery window), the agreed value and km, by client, status or mode.
AI agents (MCP): warehouse.bookings, warehouse.create_booking and warehouse.update_booking read and write bookings under the same rules as this screen.
Glossary
Booking
A client's transport order for one unit or one bulk load, from one place to another.
To plan
A confirmed booking waiting for a truck. Only To plan bookings can go on a trip.
Bulk load
A quantity of product in litres carried in a road tanker, as opposed to a container or ISO tank.
Time window
The From and Until times between which the pick-up or delivery should happen.
Client reference
The client's own order or job number, shown on the board, the invoice line and the portal.
Agreed price
A fixed price for this booking that overrides your transport rates.
Fuel surcharge
A percentage added to rate-based transport prices (not to agreed prices).
ADR
The European agreement on the road carriage of dangerous goods. A product with a hazard class or UN number counts as dangerous goods.
POD
Proof of delivery: the receiver's name and signature recorded at the stop.
Detention
Days a unit spends at the client after delivery, beyond the free days, billed per day.
Order-to-cash
The chain from the client's order through execution to the invoice.
Related screens
Trips: put bookings on a truck and follow the stops.
