1
Set Up Your Company Details
Configure your workspace — this information appears on all your invoices
- 1Click Settings in the left navigation, then select the Company tab.
- 2Enter your company name exactly as it should appear on invoices and documents.
- 3Add your company address, phone number, and VAT number if you're VAT registered.
- 4Set your invoice prefix — e.g. INV produces invoice numbers like INV-0001, or use your company initials.
- 5Upload your company logo — this appears on every invoice you generate. PNG or SVG works best.
- 6Click Save Company Settings.
Key fields
Company Name
Appears on all invoices and documents
VAT Number
Printed on invoices if provided
Invoice Prefix
E.g. INV, HAU, your initials
Company Logo
PNG, SVG or JPG — shown on invoices
Tip: Get this right before you create any jobs — your company name, VAT number and address all print directly onto invoices. Changing them later won't update invoices already generated.
2
Add Your Vehicles
Register every HGV or vehicle in your fleet
- 1Click Vehicles in the left navigation, then click Add Vehicle.
- 2Enter the registration plate — this is the primary identifier used throughout the system.
- 3Add the make, model, and year of the vehicle.
- 4Set the service due date — Haulion will alert you on the dashboard 30 days before this falls due.
- 5Optionally assign a trailer as the vehicle's default trailer (you can add trailers in Step 3).
- 6Click Save Vehicle. Repeat for each vehicle in your fleet.
Registration
Plate number, e.g. BK24 LMX
Make & Model
E.g. Volvo FH16, Mercedes Actros
Year
Year of manufacture
Service Due
Triggers 30-day advance alert
You can edit vehicle details and update service dates at any time from the vehicle record. Service alerts appear as collapsible panels on your main dashboard.
3
Add Trailers
Register your trailers and set their load capacities
- 1Click Trailers in the left navigation, then click Add Trailer.
- 2Enter the trailer registration and select its type (curtainsider, flatbed, box, refrigerated, etc.).
- 3Set the maximum weight capacity in kg — this is used for the live load capacity bar on jobs.
- 4Add the inspection/MOT due date if applicable.
- 5Click Save Trailer. Repeat for each trailer.
Load capacity tracking: Once trailers are set up, when you add a load to a job Haulion shows a live capacity bar so you can see how much weight is already on the trailer — preventing overloading.
If you're a solo owner-operator running a single unit, you can skip trailers entirely — they're optional on every job.
4
Add Your Drivers
Register your HGV drivers and their compliance documents
- 1Click Drivers in the left navigation, then click Add Driver.
- 2Enter the driver's full name, phone number, and email address.
- 3Add their driving licence number and licence expiry date.
- 4Add their Tachograph card number and expiry date.
- 5Add their CPC certificate number and expiry date.
- 6If the driver carries hazardous goods, tick ADR Certified and add the ADR expiry date.
- 7Optionally add emergency contact details and any relevant medical notes.
- 8Click Save Driver. Repeat for all drivers.
Compliance documents tracked
Driving Licence
Number + expiry date
Tachograph Card
Card number + expiry date
CPC Certificate
Certificate number + expiry
ADR Certification
Hazardous goods — expiry date
30-day alerts: Haulion automatically shows a warning on your dashboard 30 days before any driver document expires, and highlights overdue items in red. You'll only see alerts if you've entered the expiry dates, so make sure to fill them in.
5
Add Your Customers
Register the companies you haul for
- 1Click Customers in the left navigation, then click Add Customer.
- 2Enter the company name — this is the name that will appear on jobs and invoices.
- 3Add a contact person, their email, and phone number.
- 4Enter the customer's billing address — this prints on invoices sent to them.
- 5Click Save Customer. Repeat for each customer.
You can view a revenue breakdown per customer in the Revenue module — useful for seeing which customers are your most profitable and which jobs are running at a loss.
6
Create Your First Job
Book a transport job and use the smart cost estimator
- 1Click Jobs in the left navigation, then click New Job.
- 2Select the Customer from the dropdown — the companies you added in Step 5 will appear here.
- 3Enter the collection address and collection date/time.
- 4Enter the delivery address and delivery date/time.
- 5Assign a driver, vehicle, and optionally a trailer.
- 6Click Calculate Route Cost to open the smart estimator — it calculates the real road distance and suggests a customer price based on your diesel price, MPG, and target margin.
- 7Click Apply to Job to fill the price field automatically, or enter your own price.
- 8Add any load details — weight in kg and pallet count if applicable.
- 9Click Save Job. The job is now Pending until work begins.
Job status flow
Pending
→
Active
→
Completed
or
Cancelled
Smart Cost Estimator: Enter your pickup and destination — Haulion calculates the real road distance using OSRM routing (not straight-line), then works out your fuel cost, driver day rate, and suggests a customer price at your target margin. Great for quickly pricing jobs without guesswork.
Each job has a Notes tab where your team can add updates — useful for communicating load changes, delays, or special instructions without leaving the system.
7
Generate an Invoice
Create and track invoices directly from completed jobs
- 1Mark the job as Completed by changing its status from the job view.
- 2A Generate Invoice button will appear on the job. Click it.
- 3Review the invoice — it will be pre-filled with your company details, the customer's billing address, and the job price.
- 4Add any additional line items or notes if needed, then click Save Invoice.
- 5Use the Print / Save as PDF button to export the invoice to send to your customer.
- 6When payment is received, update the invoice status to Paid.
Invoice status
Unpaid
→
Paid
or
Overdue
All invoices are tracked in the Invoices module. Overdue invoices are highlighted in red so you can chase late payments quickly. The Revenue module shows total income broken down by customer.
8
Set Up the Driver Portal
Enable mobile walkaround checks and proof of delivery for your drivers
- 1Go to Settings → Driver Portal and toggle Enable Driver Portal on.
- 2Your unique driver portal URL will be shown — share this with your drivers. It looks like haulion.com/driver/your-company.
- 3Each driver logs in using their mobile number as their PIN — no separate account needed.
- 4Drivers can complete a pre-shift vehicle walkaround check on their phone before starting each shift — covering tyres, lights, bodywork, brakes, and more.
- 5If a defect is found, the driver marks it and adds notes. You'll see unreviewed defects flagged on your dashboard.
- 6At the end of a delivery, drivers can capture proof of delivery with a digital customer signature directly in the portal.
- 7All walkaround records and PODs are stored against the job and vehicle for your compliance records.
No app download needed: The driver portal runs in any mobile browser — drivers just bookmark the URL on their phone. No app store, no account creation, no extra cost.
Walkaround checks are an DVSA requirement. Keeping digital records in Haulion means you have a full, date-stamped compliance history readily available if you're ever inspected.
🎉
You're up and running!
Your Haulion workspace is fully configured. You've got your fleet, drivers, customers and first job set up — everything you need to manage your haulage operation from one dashboard.
✓ Company set up
✓ Fleet registered
✓ Drivers & compliance
✓ Customers added
✓ First job created
✓ Invoice generated
Go to Your Dashboard →