Insight Marshal · Driver & fleet management
Every Day a Driver Works, Recorded Once
Your rota, your register, the money you pay out and the money you invoice in — one system. A driver's day gets written down once, when it happens, and everything after that comes off it: what he's paid, what the client's charged, and what hasn't been billed yet. Nothing is entered twice, so there's nothing to keep in step.
If you run subcontract drivers, you already know this
VAT is not one number
One payment run, three different right answers — and that is before anybody has queried a deduction.
Not registered
No VAT on their invoice at all.
Standard 20%
The ordinary case, and the one every system handles.
Flat Rate 10%
HMRC's Flat Rate Scheme for couriers — the one that catches everybody out.
In Insight Marshal the scheme is a setting on each driver's own record. It is applied automatically, and it is printed on the face of every invoice so it can be checked at a glance — and the self-billing wording is HMRC's, not an approximation of it.
This is also the detail that quietly takes a spreadsheet apart, because it means there is no single formula that can be right for everybody. Every workaround for it ends up being somebody remembering.
The idea it all rests on
The same day exists three times
In most subcontract operations a day's work gets written down three times — a tick on the rota, a row on the pay sheet, a line on an invoice. Same driver, same day, typed out again each time. That is where a week's work gets lost, double-paid, or billed to nobody at all.
Insight Marshal takes it down once. You mark the day when it happens, and everything after that comes off it — what the driver gets paid, what the client gets charged, what is still sitting unbilled. Nothing gets entered a second time, so there is nothing to keep in step and nothing to reconcile on a Sunday night.
Rates work the same way. You set what a contract pays and what it charges once, and every day priced against it picks that up — no rate typed into a calculation, anywhere. A driver on his own agreed rate carries the date it took effect, so a rise applies from the day you shook on it and leaves last month exactly as it was.
What it does
Rota to remittance, in the order your week actually runs
The rota
Where the week is decided
Driver by day, colour-coded per contract, with a shortfall count above each day. Assigning a driver prices that day automatically — a driver-specific rate first, then the contract rate, then the driver's own default. Most weeks repeat, so next week is built from this one in a click.
The register
At a desk, or at the depot gate
Present, late, absent or excused. Contracts paid per stop capture stops and parcels on the same row, so the figures the invoice will need are collected once, at the moment they're known. Built for one hand and a cold thumb at six in the morning, as well as for a desk.
Claims
With the receipt already attached
Parking, fuel, LEZ charges, tolls, waiting time — each arriving with the receipt the driver photographed at the time, not remembered on Friday. Approve it, approve it at an amended figure, or reject it with a reason. Anything rechargeable also lands on the client's invoice, so a cost you absorb is a decision rather than an oversight.
Deductions
Fines, damage, missing parcels, van rental
The effective date decides which invoice it comes off, so agreeing to defer one is a date change and nothing more. A deduction can be spread over weekly instalments that always add back to the total — and a driver can query one from their phone instead of ringing the office.
Driver pay
Self-billing that stands up
The run assembles a week of work into an invoice raised on each driver's behalf, carrying their own trading name, UTR, company number and bank details. You see exactly what every driver would be paid, and why, before a single invoice exists.
Client invoicing
From the same day's work
Sales invoices to the carrier you're contracted to — DPD, Amazon, DX, Evri, whoever it is — built from the same days you already marked off, priced on each contract's charge rates per day, per stop or per parcel. There's no reconciling to do, because there was never a second set of figures.
Vehicles
Compliance dates that chase you
Each van carries its weekly cost, MOT, insurance and service dates. Anything overdue or falling due within thirty days is flagged — alongside expiring driver licences and insurance, so a licence doesn't lapse quietly while the driver keeps working.
The driver's phone
The two questions they actually ring about
Am I working, and what am I getting paid. Today's shift and a check-in button, the weeks ahead, a claim screen where the camera opens first, what's coming off their pay and why, and every finalised invoice. Drivers who check themselves in show the time they arrived.
What it won't let happen
A spreadsheet will let you do anything. That's the problem with it.
The point of a real system isn't the screens — it's the things that become structurally impossible once the work lives in one place. These aren't warnings you can click past.
An invoiced day is locked
A day that has already been invoiced can't be edited into disagreeing with an invoice you've already sent.
Leave can't be rota'd over
A driver booked off can't be assigned at all, and booking them off releases those shifts back onto the rota while the gap can still be covered.
An absence can't stay billable
Marking a driver absent zeroes both sides of that day at once — what you pay and what you charge. There's no second place to remember.
A pending claim is never paid
Only approved claims reach an invoice, and one approved at an amended figure carries that figure — not the one claimed.
The same day can't be paid twice
Every day is stamped with the invoice it went onto, on the driver side and the client side alike — so it can't be paid twice, charged twice, or quietly dropped from either.
A lapsed self-billing agreement gets flagged
A self-billed invoice only stands up with a signed agreement in force, renewed every twelve months. Any driver whose agreement has lapsed or was never recorded is flagged before the run, not after.
A period that runs to Sunday includes Sunday
That sounds obvious, and it's the single easiest thing for a pay system to get quietly wrong — one day dropped from every run, every week, for every driver, in a way nobody notices for months. An automated check holds it in place on every change.
Nothing gets left behind
Work you've paid a driver for but never charged on, listed by client with its oldest date, and turned into an invoice covering all of it in one click. The number that used to stay invisible until somebody went looking.
Who it's for
Operations where the drivers are subcontractors
Last-mile and courier subcontractors
Running routes for one or more of the big carriers, paying self-employed or limited-company drivers, invoicing the carrier from the same work. Roughly twenty drivers is where a spreadsheet stops coping.
General haulage with owner-drivers
Mixed day-rate and per-job work, deductions for damage and rental, vehicles and licences with compliance dates that have to be watched rather than remembered.
Anywhere the rota is the invoice
If the sheet that decides who works also decides what gets paid and what gets billed, keeping three copies of it in step by hand is the actual job — and it shouldn't be.
Not a concept
Insight Marshal is a working system, built from real pay sheets, rotas and driver invoice books rather than from an assumption about how the trade operates. Nothing on this page is a screen that would still have to be made.
Why us for this
We've been building operations software for two decades
Insight Marshal is the newest member of the Insight family — the platform we've developed and run for our own clients for close to twenty years. Fleets, drivers and logistics are not a new direction for us.
Fleet & driver compliance
Class 1 Vehicle Hire
A booking and fleet-management platform for a long-term rental fleet of around 350 vans, hired to companies running their own delivery-driver teams — including a DVLA licence-check workflow and insurance tracking per vehicle and per booking.
Read the case study →Logistics at pace
JLR Motorsport
The logistics platform managing the movement of everything supporting a Formula E and Defender Rally operation — multiple partner companies working from one permission-scoped dataset rather than separate spreadsheets.
Read the case study →The family it belongs to
Insight
The configurable business platform behind our client work — CRM, quoting, job management, stock and invoicing — developed continuously for close to twenty years and shaped to each operation it runs.
See how Insight works →Getting it running
Put live at your own web address
We deploy it, run it and support it ourselves — your drivers and your office reach it at your own address, on infrastructure we manage, with monitoring and verified backups rather than a promise about them. Moving your existing drivers, contracts, clients, vehicles and rates across from spreadsheets is work we do routinely, and we'll scope it with you rather than leave you to it.
Every rate is a setting you control, so the system follows how your contracts actually pay — not a fixed model you have to bend your operation around.
How we host and support systems →See it against your own week
The quickest way to judge it is to walk one of your own contracts through it — a real rota, real rates, and the invoices that come out the other end. Half an hour is usually enough to tell.
Book a walkthrough