Concept project · fictional data · Freight forwarding software
Freight forwarding software (TMS) from enquiry to invoice, with carrier vetting built in
Veltran is a Primessio concept project: custom freight forwarding software, shown on a fictional road freight forwarder working between Poland and Germany, together with its website in three languages. Agents carry an order from the enquiry email to the invoice: a quote in Polish or German, carrier selection with vetting, a transport order as PDF, protected delivery-address changes, status and ETA, documents, carrier self-billing, invoices with Polish KSeF and German XRechnung e-invoice files, and receivables with a cash forecast. In the demo, the agents run prepared scenarios; in production: your company’s rules or full AI. A person approves every irreversible step. Veltran Sp. z o.o., its people, carriers and amounts are fictional; the panel, portals, invoices and checks are built the way we build them for clients.
A Primessio showcase for small and mid-sized forwarders: a dispatch panel with agents, a carrier portal, a client portal, a driver app and the forwarder’s website in one project. The backend runs on ordinary web hosting, and automated tests check the rules — from a carrier’s risk rating to the euro exchange rate on an invoice.
Primessio is a software house based in Warsaw: websites and online stores, custom software and IT systems, SEO and AI SEO, social media and content, branding and project management — for clients in Poland and the DACH region. Below is one of our projects.
Product showreel
A showreel of demo screens, watermarked: the forwarder’s website, the dispatch panel with agents, an order card, billing, the portals and the driver app. The panel and portals open after a short form; the data is fictional and resets every night. · Open the showreel in a new window ↗
Try the demo ↗ Dispatcher panel (demo) ↗Carrier and client portals (demo) ↗
The panels open after one short form. Data and accounts are examples, and the demo resets every night. Each panel has a button that signs you into a sample account.
Challenge
A small forwarder running Poland–Germany lanes works across many channels at once: enquiries arrive by email, from load boards and by phone, quotes live in a spreadsheet, the carrier’s transport order in a word processor, and only whoever last spoke to the driver knows where the load is. Clients call to ask where their goods are, and documents — CMRs, PODs, carrier invoices — arrive in different formats at different times.
Then there are risks ordinary tools don’t catch: a carrier impersonating a known company with an email domain one letter off, a request to change the delivery address mid-transit, a bank account missing from the Polish VAT white list. On the finance side, cash flow: the carrier sometimes gets paid before the client pays, and cross-border invoices need the National Bank of Poland rate, a Polish KSeF file and, for German buyers, XRechnung.
Solution
We built freight forwarding software in which agents carry an order from email to invoice and the dispatch team approves the steps. Six flows cover the whole journey: enquiry, quote and offer in Polish or German; carrier selection with vetting; a PDF transport order and protected address changes; status and ETA; documents, carrier self-billing and invoices; receivables and cash flow.
Every agent step is explained in the log. Irreversible steps — sending an offer, assigning a carrier, sending the order, changing the address — wait for a person to decide, and only the owner role can assign a high-risk carrier. In the demo, the agents run prepared scenarios; in production: your company’s rules or full AI.
The order list shows margin and warnings, the order card a timeline of every decision. Carriers and clients work in their own portals, drivers in a phone app, and an enquiry from the website lands straight in the panel’s inbox. Invoices in PLN or EUR come with a KSeF FA(3) file checked against the official XSD schema, German buyers also get XRechnung, and receivables carry a credit limit per client and a cash forecast.
Scope — what we delivered
Six agent flows
Enquiry → quote → offer in PL/DE; carrier selection and vetting; transport order (PDF in PL/DE) and protected delivery-address changes; status and ETA; documents → carrier self-billing → invoices; receivables and cash flow.
Order list with margin
Orders with margin, status and warnings; an order card with a timeline, a billing tab (revenue, carrier cost, margin) and the dispatch team’s decisions.
Carrier vetting
EU VAT number in VIES, bank account on the Polish VAT white list, licence, carrier liability insurance (OCP), email domain (including look-alikes of a known company), past work together, data changes and a blocklist. The result is a risk rating with reasons, and the check time shows on the card. The registers are simulated in the demo.
Business partners
Clients and carriers with registry data, order history, credit limit and risk rating.
Roles and permissions
Owner, dispatch, accounting, admin, carrier, client and driver — each role sees only its own scope. Drivers see no amounts, carriers never see the client price or margin, and dispatchers see invoice status without amounts.
Dashboard and results
A dashboard with today’s tasks, plus margin by dispatcher, client and lane for a chosen period.
Invoices and e-invoicing
Invoices in PLN and EUR at the National Bank of Poland rate, carrier self-billing, a KSeF FA(3) file validated against the Ministry of Finance XSD schema (not sent in the demo) and XRechnung for German buyers; a monthly export for Polish accounting software in a demo structure.
Receivables and cash flow
Receivables ageing, a credit limit per client, a cash forecast, reminders in Polish and German, and a warning when a carrier has been paid before the client.
Carrier and client portals
Carriers accept orders, upload CMR and POD and see payment status. Clients see their orders with status and ETA, documents, invoices and a quote request form. Portals in Polish and German.
Own fleet (optional module)
An own-fleet module you switch on in settings (in the demo: a switch under “My account”): vehicles, drivers, inspection, insurance and tachograph dates, and assigning an order to your own truck.
Driver app
A web app on the driver’s phone: status, position (simulated in the demo), CMR photo and problem reports — with no amounts at all.
Forwarder website with an assistant
The fictional forwarder’s website in EN · PL · DE with an enquiry form that lands in the panel’s inbox. The website assistant is rule-based with no language model, answers from the site’s content and does not keep the conversation; it is not one of the agents in the panel. The demo can be rated in 30 seconds, with a voucher as a thank-you: €250 net towards Primessio running a Google Ads campaign, valid for your next project with Primessio (terms in the rating window).
Demo access gate
A short form (name, company, work email, two consents) opens personal access in your browser, valid for 7 days; access can be revoked.
Encrypted backup and monitoring
A data export on the hosting, the encrypted copy pulled to a separate server and a restore test; a monitor checks the live version every half hour and raises an alarm.
Agent modes: demo and production
In the demo, the agents run prepared scenarios; in production: your company’s rules or full AI. In every mode, a person approves every irreversible step.
Demo: prepared scenarios
Every step is deterministic and labelled “In the demo: prepared scenario”, and the log shows the reasoning. Rules and data are set in advance, with no language model; registers, email, load boards and GPS positions are simulated.
Mode 1: your company’s rules
The agents follow rules agreed with your dispatch team: margin thresholds, carrier selection criteria, required documents, payment terms. Every decision traces back to a rule you can see and change.
Mode 2: full AI
A language model reads any email or PDF and proposes the next steps — with pseudonymised personal data, processing in the EU, a log of every step and action limits.
Always: human approval
Sending an offer, assigning a carrier, sending the order and changing the delivery address wait for a person with the right role — in the demo, in rules mode and in full-AI mode.
What is simulated in the demo and what only runs in production is set out on the demo’s own page: Demo model assumptions ↗
Billing and tax model
The demo company is a Polish limited company (Sp. z o.o.) with VAT under the standard rules: invoices in PLN and EUR, a KSeF FA(3) file that is not sent, and XRechnung for German buyers. We also implement a German forwarder (GmbH, DATEV) and other set-ups — each option is configured at implementation and confirmed with your accountants.
Legal form
Polish Sp. z o.o., German GmbH, sole trader or partnership — with your company’s tax set-up. In the demo: Sp. z o.o.
EUR invoices and exchange rate
In production, the National Bank of Poland mid rate (table A) from the last working day before the tax point; in the demo, the live NBP rate or a clearly labelled demo rate.
KSeF FA(3) and XRechnung
An FA(3) file validated against the Ministry of Finance XSD schema, not sent in the demo; XRechnung (UBL 2.1) checked against EN 16931 rules for German buyers, with the KoSIT validator in production.
Accounting export
Exports for two Polish accounting packages in a demo structure; in production we match the export to your accounting software version or to DATEV.
Law as of 2026. This describes system configuration and is not tax advice.
Security
A forwarder handles data on clients, carriers and drivers, and assigning the wrong carrier can mean losing a load. So security is part of the system’s architecture. Among other things, we provide mechanisms such as:
Demo access gate
The panel and portals open after a form; personal access expires after 7 days and can be revoked.
Roles and permissions
Least privilege: each role sees only its own data, and amounts and margin are hidden from drivers and carriers.
Irreversible steps need approval
Offers, carrier assignment, transport orders and address changes need a person’s decision.
Address changes confirmed on a second channel
Confirmed with the client on the phone number on file, not the one in the email; the code is simulated in the demo.
Event log
A trail of every agent and human decision, with reasons.
Sign-in with MFA in production
The team signs in with a password and a second factor, the portals with email plus MFA or a one-time link. In the demo: pick a persona, no password.
Encrypted off-server backup
With an automatic restore test that confirms the backup works.
Uptime monitor
The live version is checked every half hour, with an alarm.
Website assistant keeps no record
The conversation exists only in the browser tab and is neither stored nor sent to the server.
At implementation we configure these mechanisms for your business — in its own infrastructure and with its own access rules (GDPR).
The full chain — what Primessio delivered
Primessio runs projects from analysis to campaign, in one place. In this project we delivered:
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Concept
Forwarding processes as agent rules: six flows from enquiry to receivables, roles and steps a person approves.
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Build
Dispatch panel with agents, carrier and client portals, driver app and forwarder website: backend, tests and launch on web hosting.
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Content
Website, panel and portal copy transcreated PL/DE/EN.
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SEO, AEO and LLM
Keyword map from Ahrefs, AEO questions, structured data and FAQ schema.
The other stages — Analysis · Campaigns · Measurement and growth — are also part of our full service. See how full service works →
How it works — step by step
This is an order in day-to-day use: first through the eyes of the dispatch team, then through the eyes of the client, the carrier, the driver, accounting and the owner. You can check all of it in the demo after a short form.
Dispatch team
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Gets the enquiry and a quote
An email or the website form lands in the panel’s inbox. The agent reads the route, load and dates and prices the job with fuel and road tolls (demo rates in the demo).
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Approves the offer in Polish or German
The offer in the client’s language waits for approval; once sent, it is stored on the order’s timeline.
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Picks a carrier after vetting
The agent suggests carriers and checks each one: VIES, VAT white list, licence, insurance, email domain. The risk rating comes with reasons; only the owner role can assign a high-risk carrier.
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Sends the transport order as PDF
The order in Polish or German is built from the order data, and the carrier accepts it in their portal.
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Protects the delivery address and ETA
An address change must be confirmed with the client on a second channel. Status updates from the driver app refresh the order card and the client portal.
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Closes the order with documents
The agent checks the CMR and POD, matches the carrier’s invoice against the order, flags differences and prepares the settlement.
Client, carrier, driver, accounting and owner
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The client tracks the order in the portal
Status and ETA, approved CMR and POD, invoices with their files, and a form for new enquiries. Cost, margin and carrier details stay hidden, except on the CMR itself.
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The carrier works in their own portal
Accepts the order, uploads CMR and POD and sees payment status — never the client price or margin.
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The driver reports from the app
Updates status, sends position (simulated in the demo), photographs the CMR and reports problems. No amounts on screen.
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Accounting issues invoices
An invoice in PLN or EUR at the NBP rate with its FA(3) file, XRechnung for German buyers, carrier self-billing and a monthly export.
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The owner keeps an eye on cash flow
Receivables ageing, credit limits and a cash forecast. The agent drafts a reminder; a person decides on chasing and collection.
Capabilities and extension options
The system is modular. These are modules we can add when implementing it for your business — we shape the scope around how your dispatch team works and the tools you already use.
Options for implementation — not part of the demo.
Full AI for the agents
We can plug in a language model that reads any email or PDF and proposes steps — with pseudonymisation, processing in the EU, a log and human approval of irreversible steps.
Business benefit: The agents also handle enquiries and documents outside the prepared patterns.
Load board integrations
We can connect the panel to the load boards your team uses: post a load and pull a carrier’s offer into the order card. In the demo, a load-board item is a preview inside a scenario.
Business benefit: Loads and carrier offers in the same place as the order.
Telematics and GPS
We can take vehicle positions from the carrier’s or your own fleet’s telematics and work out the ETA from them.
Business benefit: Clients see an ETA based on where the truck really is.
Live registers and KSeF submission
We can query VIES, the VAT white list and licence registers live and connect FA(3) submission to KSeF.
Business benefit: Carrier vetting and invoicing without switching between websites.
German forwarder: GmbH and DATEV
We can set the system up for a forwarder based in Germany: German invoicing rules, XRechnung as the default format and an export to DATEV.
Business benefit: One system for a team working on both sides of the border.
e-CMR once the law allows
When the rules allow an electronic consignment note on your lanes, we can add an e-CMR signed in the driver app.
Business benefit: Consignment notes without paper or photo uploads.
Hand-off to collection or factoring
We can pass overdue receivables to a collection agency or invoices to a factoring partner — after a person decides.
Business benefit: Cash flow without retyping invoices into another service.
Team knowledge assistant with a language model
We can add an assistant with a language model in the panel that answers the team from your procedures, lane terms and order history.
Business benefit: New team members find answers in your own rules.
Data migration
We can bring over business partners, carriers and open orders from spreadsheets or your previous system’s export, with a comparison before switching over.
Business benefit: Start in the new system with your full partner base.
In numbers
A concept project has no business results — as of 24 Oct 2026, these are checkable facts from the repository, the tests and the live version of the demo.
How implementation works
Implementation starts with the demo: we use it to agree which flows you need from day one and which can follow. Every stage ends with sign-off on your own data.
Process walk-through on the demo
We go through the flows with your dispatch team and note what works differently in your business.
Your company’s rules
Margin thresholds, carrier selection and vetting criteria, required documents, roles and permissions — written down as agent rules.
Agent mode
Rules mode or full AI, with the data scope, processing in the EU and the steps a person always approves.
Integrations
Email, e-invoicing, registers, banking, accounting, load boards and telematics — within the scope agreed at the start.
Data migration and trials
Partners and open orders from your current tools, then trials on a copy of the data before switching over.
Go-live and training
Accounts with MFA, portals for clients and carriers, the driver app and short training for everyday work.
Ongoing care
Encrypted off-server backup with restore tests, monitoring and further modules as you grow.
Technology
A web application with a relational database, hosted in the EU. Recurring tasks (reminders, receivables checks, backups) run automatically on a schedule. The dispatch panel, portals and driver app run in the browser, and the forwarder’s website is static, so it loads fast. Documents are produced as PDFs in Polish and German, KSeF FA(3) files and XRechnung (UBL 2.1).
- Web application
- Relational database
- Automated tests
- Static site
- EU hosting
- KSeF FA(3)
- XRechnung (UBL 2.1)
- EN 16931
- XSD
- GDPR
- Schema.org
- hreflang
- EN · PL · DE
Frequently asked questions
Is Veltran a real freight forwarder?
No. Veltran Sp. z o.o. is a Primessio concept project: the company, people, carriers, orders, VAT numbers and amounts are fictional, and the data resets every day after 03:30 Polish time. The dispatch panel, client and carrier portals, driver app, invoices and checks are real and built the same way as our client projects.
What should freight forwarding software include?
The Veltran demo covers an order list with margin and warnings, quotes from enquiry emails, carrier vetting, transport orders as PDF in Polish and German, protected delivery-address changes, status and ETA updates, CMR checks, carrier self-billing, invoices in PLN or EUR with e-invoice files, receivables with a cash forecast, client and carrier portals and a driver app. We shape the scope around your business.
Does this freight forwarding software use AI?
In the demo, the agents run prepared scenarios; in production: your company’s rules or full AI. Every demo step is deterministic, labelled “In the demo: prepared scenario”, and the log shows the reasoning. In full-AI mode a language model reads any email or PDF, with a step log, pseudonymised personal data and processing in the EU. A person approves every irreversible step.
How do you vet a carrier before booking a load?
The system checks the EU VAT number in VIES, bank account on the Polish VAT white list, transport licence, carrier liability insurance (OCP), email domain (including look-alikes one letter away from a known company), past work together, recent data changes and a blocklist. The result is a risk rating with reasons; a high-risk carrier can be assigned by the owner role alone. In the demo the registers are simulated; in a deployment they are queried live.
How can freight forwarders prevent freight fraud?
By vetting carriers before assignment and adding controls during the job. A look-alike email domain raises the risk rating, and a delivery-address change must be confirmed with the client through a second channel — using the phone number on file, not the one in the email — and is logged. The confirmation code is simulated in the demo.
Does the software handle e-invoicing for Poland and Germany?
Yes. For each invoice the system creates a Polish KSeF FA(3) file checked against the Ministry of Finance XSD schema (not sent in the demo), and German buyers also receive an XRechnung file checked against UBL 2.1 and EN 16931 rules. EUR invoices use the National Bank of Poland mid rate from the last working day before the tax point. Monthly exports for Polish accounting software are adapted in a deployment.
How can a forwarder keep receivables and cash flow under control?
The system shows receivables ageing, a credit limit per client and a cash forecast, drafts reminders in Polish and German, and warns when a carrier has been paid before the client. A person decides on reminders and collection. Transfers and reminders are simulated in the demo.
Can freight forwarding software also manage our own trucks?
Yes. The fleet is a module you switch on in settings in a deployment (in the demo: a switch under “My account”): vehicles, drivers, reminders for inspections, insurance and tachograph dates, assigning an order to your own truck, and a phone-based driver app for status, position and CMR photos. Drivers see no amounts. In the demo the position is simulated, and driver working-time and tachograph settlement are outside the scope.
What do clients and carriers see in the portal?
Clients see their orders with status and ETA, approved CMR and POD documents, invoices with their files, and a quote request form that goes to the dispatch team. Cost, margin and carrier details stay hidden, except on the CMR document itself. Carriers accept orders, upload CMR and POD and see payment status, but never the client price or margin. In a deployment, sign-in uses email with MFA or a one-time link.
Is the assistant on the forwarder’s website AI?
No. The website assistant is rule-based, with no language model: it answers from the site’s content, points visitors to the enquiry form and does not keep the conversation. It is not one of the agents in the panel. A team knowledge assistant with a language model is available as an implementation option.
How do I get into the demo, and what do I get for rating it?
The forwarder’s website is open; the dispatch panel and portals open after a short form; personal access works in your browser and expires automatically. The data is fictional and resets every night. The demo can be rated in 30 seconds, with a voucher as a thank-you: €250 net towards Primessio running a Google Ads campaign, valid for your next project with Primessio (terms in the rating window).
How much does custom freight forwarding software cost?
The price depends on scope: modules, languages, integrations (e-invoicing, banking, load boards, accounting, telematics) and data migration. We prepare a quote after a conversation, once we understand how your dispatch team works. The demo helps decide which flows you need from day one and which can follow. Load-board integration is simulated in the demo.
Related services and work
Running a forwarding business on Poland–Germany lanes?
We’ll design and build software for your forwarding business — from enquiries and carrier vetting to e-invoicing and receivables — shaped around how your dispatch team works. In the demo, the agents run prepared scenarios; in production: your company’s rules or full AI.
Let’s talk