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Freight and transport companies · CRM

Keep every rate quote, lane and shipper contact in one place instead of one phone.

A CRM for a transport business is a shared record of who asked for which lane, what rate was quoted and what happened next. GullySales sets it up around lanes, vehicle types and shippers, then helps the team use it on the day a quote goes out.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of freight and transport companies at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for freight and transport companies

Sales and marketing for freight and transport companies, the overview.

Last updated 5 Oct 2026.

For freight and transport companies

Where it usually goes wrong, and what we would do.

  • “The rate lives in the owner's memory”

    A plant asks for rates on three lanes, the owner replies from memory on a call, and the figures exist nowhere else. When the shipper returns, no one can say what was offered, to whom or against which vehicle type.

  • “A lane is a better record than a contact name”

    A shipper rarely wants just a truck. They want a 32-foot container from one city to another on a set schedule. A record built around the lane lets you see who ships where, and which of them sit at the far end of a lane you drive empty.

  • “The shipper who stopped booking leaves no trace”

    When a regular customer cuts volume, nothing in a phone book shows it. A record of loads booked, claims raised and bills outstanding lets the owner spot the slide while a call can still change the outcome.

  • “Brokers, traders and plants need different handling”

    A broker sends spot loads and wants a price. A plant wants a panel place and paperwork. A trader wants part-load capacity. One flat list of numbers hides this; tagging each record by type lets the right person call with the right offer.

What we do

What we deliver for freight and transport companies.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A CRM set up around lanes and vehicles

    Fields for origin, destination, vehicle type, load type, shipper type and rate quoted, built in a tool in ordinary use in India such as Zoho CRM, HubSpot or a well-kept Google Sheet.

    Result: Any quote can be found by lane or by shipper in a few clicks.

  2. A one-line quote entry habit

    A short form or template the dispatcher or owner fills the moment a rate is given, so no quote stays only on the phone.

    Result: The record shows every rate that left the office.

  3. Import of existing contacts

    Phone books, WhatsApp contacts and old quote sheets cleaned, deduplicated and loaded with a type tag on each.

    Result: The first day in the CRM starts with real shippers, not an empty screen.

  4. Account view for regular shippers

    A page per regular customer showing loads booked, on-time placement notes, claims and payment days as the owner records them.

    Result: A shipper who is slipping shows up before they switch carriers.

  5. Return-lane watch list

    A saved view of shippers located at the far end of your busiest lanes, kept ready for the dispatcher to call when a truck is about to run back empty.

    Result: The dispatcher has names to call before the truck is unloaded.

  6. Short training for the office

    A walk-through for the owner, dispatcher and anyone who answers the phone, using your own quotes as the practice material.

    Result: The people who take enquiries know where to log each one.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

The shipper record that survives the dispatcher's phone and a change of owner.

Shipper and contact at the dock
Entered by the dispatcher on the first call. It lets the owner see who books and who to call when a truck is late.
Lane, vehicle and weight
Kept by the person who quotes. It ties a rate to a route and a vehicle, so a quote on the same lane next season is not guessed.
Rate quoted and date
Filled by whoever quoted. It prevents two people giving different rates and shows when an old figure should not be repeated.
Load outcome and reason
Noted by the dispatcher: given, lost, or no reply. It shows which lanes win, and whether price or availability lost the rest.
Freight bill sent and cleared
Kept by accounts. It tells the owner which shipper is slow to pay and whether the next load needs an advance.

Who it is for

This is written for these freight and transport companies.

  • Full truck load fleet owners
  • Part truck load and groupage operators
  • Transport brokers and freight agents
  • Container and trailer transport companies
  • Temperature-controlled and reefer transport
  • Tanker operators for liquids and chemicals
  • Heavy haulage and project cargo movers
  • Staff bus and employee transport operators
  • Freight forwarders handling road, rail and port movements

Not for

It is not the right fit if.

  • Your dispatcher keeps every quote in a phone and will not note it elsewhere, so a record would be empty.
  • You quote fewer than a handful of shippers and the owner remembers each one, so the record would repeat memory.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Our dispatcher is not good with software. Will this work?
The set-up keeps the entry short, a few fields and a note. The dispatcher logs the quote from the same phone that takes the call. If a field is not used, it is removed rather than left to clutter the screen.
Is a spreadsheet enough for a small fleet?
A well-kept sheet can do the job for a small fleet, and we will say so if that fits. A CRM earns its place when more than one person quotes, or when follow-up reminders are being missed.
Can the CRM track payment delays?
It can hold the invoice date and the date paid for each shipper, as entered by whoever handles billing. It is not an accounting system, so the figures come from your accounts and sit beside the sales record.
Where does the record live if the dispatcher uses a phone?
Keep the record in a sheet or software the owner controls, and let the dispatcher enter the day's quotes at one fixed time. A phone is a poor store because contacts and notes go with the handset. Name the person who owns the entries.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for freight and transport companies.

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More for freight and transport companies

Everything else we would do for you.

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