Industry
Freight & Logistics — No more Excel and email threads
Order tracking, freight documents, driver hours and customs compliance in one system — instead of spread across five different folders.
Das Problem
Order tracking lost in email chaos
Every freight order travels as an email thread between dispatchers, drivers and customers. Status queries arrive by phone. Figuring out who assigned which truck when requires laboriously searching through Outlook folders. When a customs or BAFA auditor arrives, assembling the documentation takes weeks instead of hours. A single missing freight document risks a fine. This is not an edge case — it is everyday reality in logistics companies with 20 to 200 drivers.
Freight documents scattered in Word and Excel
CMR freight documents are printed as Word templates, signed and scanned. The scans end up in Windows folders without indexing. GoBD-compliant archiving with immutable storage, timestamps and access logs is missing. Insurance claims require someone to dig through folders. ZUGFeRD and XRechnung incoming formats from large customers are retyped manually. OCR potential goes unused, error rates grow with every new order.
BAFA and customs audit requires weeks of preparation
Foreign trade audits, BAFA checks and customs audits require an unbroken chain of evidence — from order acceptance to delivery. In established logistics companies, this chain is spread across at least four systems: TMS, email, paper archives and accounting software. Preparing an audit ties up two employees for several weeks. Auditor follow-up requests extend the process further. With a continuous audit trail, the auditor could be done in half a day.
Die Lösung
Sales module with order status tracking
DARION-AI's Sales module maps the complete freight order from inquiry to delivery confirmation. Every order has a clear status visible to dispatchers, the driver app and the customer portal. Status calls are eliminated because customers can track their shipment themselves. Changes are logged with timestamp and user. Weekly dispatch planning can be supported by AI suggestions that factor in historical utilization and current orders.
DMS for freight documents and customs files
The DMS module stores CMR freight documents, customs declarations, delivery notes and damage photos as immutable records with timestamps and access logs. OCR extracts dates, tracking numbers, senders and recipients automatically — search in seconds instead of hours. ZUGFeRD and XRechnung are supported as input formats. GoBD-compliant storage is a default feature, not a project. For customs and BAFA audits, you export the complete document chain at the click of a button.
Audit trail at the push of a button for BAFA and customs
DARION-AI logs every access, every change and every export with user, timestamp and context — automatically, without any extra effort. For BAFA controls, foreign trade audits and GoBD checks, you generate a complete report in minutes. The ISMS module covers NIS2 requirements for logistics companies and provides the compliance documentation directly from the system. No more manual document collection, no more chasing after receipts.
Praxisbeispiele
Weekly dispatch planning with AI suggestions
On Monday morning, the dispatcher opens the weekly planning view in the Sales module. The AI assistant suggests an optimized route assignment based on open orders, driver availability and historical utilization. Adjustments are made by drag-and-drop. Drivers receive the route automatically on the mobile app. Customers receive a confirmation email with a tracking link.
Mobile time tracking for drivers
Drivers log driving, waiting and loading times directly in the DARION-AI mobile client. The data flows without any media break into HR payroll preparation and project hour reporting. Overtime and rest period compliance are checked automatically. The dispatcher sees current driver positions and hours in real time on the dashboard — without a separate telematics solution.
Archiving customs documents in a GoBD-compliant way
Incoming customs notices, export declarations and T1 documents are pulled into the DMS via email or scan. OCR reads reference numbers and goods values, linking documents to the relevant freight order. During a customs audit, the administrator downloads the complete documentation for a reference number in seconds — including timestamps that prove GoBD compliance.
Relevante Module
Compliance & Standards
NIS2GoBDGDPR
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