RouteFlow
| Industry | Used Oil Collection & Distribution |
|---|---|
| Employees | 45 |
| Region | Australia |
| Services | End-to-end field operations platform for used-oil collection and distribution, managing customers, orders, drivers, products, and reporting in one workspace. |
| Client Since | 2024 |
Client overview
Field Operations Console for Used-Oil Management
RouteFlow is an operations console for used cooking oil collection and distribution teams. It centralizes
customers, products, collected/distributed orders, postcode driver runs, roles, and filtered reports so dispatchers
run daily field work from one workspace instead of spreadsheets and chat.
From Customer Masters to Postcode Runs, Collected/Distributed Orders & Live Reporting —
End-to-End
Challenge
The Core Business Problem
The business did not need another spreadsheet. It needed a field-operations console that links customers, dual-mode orders, postcode runs, driver roles, and exportable reporting in one controlled system.
- Business challenges
- Customer and order information was scattered across spreadsheets and manual records.
- Collection and distribution orders were difficult to track and coordinate.
- Driver assignments and daily run planning were largely manual.
- Teams lacked clear visibility into pending, collected, and distributed volumes.
- Manual status updates caused delays and operational confusion.
- Managers had limited reporting and visibility into field performance.
- Technical challenges
- No centralized platform connected customers, products, orders, and driver operations.
- Different order workflows needed to be managed within one system.
- Role-based access was required for admins, managers, drivers, and operational teams.
- Real-time field status updates needed to be captured consistently.
- Operational data needed to be structured for accurate reporting and analytics.
- The platform needed to support scalable field operations as collection and distribution volumes grew.
Solutions we delivered
What We Built - Platform Overview
1. Overview
RouteFlow is the centralized control centre for managing the day-to-day operations of used-oil collection and distribution. It gives dispatchers and administrators a single workspace to coordinate customers, products, orders, drivers, and field activity—completely eliminating the need for disconnected spreadsheets or manual updates.
From creating and managing customers and products to processing collection and distribution orders, RouteFlow keeps every operational workflow connected. Dispatchers can organize driver runs by postcode, assign work efficiently, monitor run progress, and keep teams aligned throughout the day.
With role-based access and centralized reporting, managers gain clear visibility into operational activity, order status, driver performance, and collection versus distribution volumes—all from one console.
How It Works - 4 Steps
Step 1 Customer & Product Setup
Dispatchers and admins create searchable customer profiles and maintain the oil product catalogue with types, subtypes, barcodes, addresses, and status controls.
Step 2 Collection & Distribution Orders
Teams manage both collected and distributed orders through dedicated workflows, with order status tracking and driver assignment from one centralized console.
Step 3 Postcode Run Planning & Driver Assignment
Dispatchers create postcode-based runs, assign drivers, and track route status, including signed and unsigned customers for each run.
Step 4 Reporting & Operational Visibility
Managers use dashboard KPIs and filtered reports to monitor orders, activity, and collected versus distributed operations, with exportable data for reviews and planning.
01 FEATURE - Unified Dashboard & Operational Visibility
The dashboard serves as the daily starting point for RouteFlow operations. Managers and dispatchers can view customers, orders, products, and drivers from a single centralized workspace, giving them an immediate overview of current activity. From the same screen, they can access recent orders and operational information without switching between spreadsheets, messages, or separate tools. This makes it easier to understand the day’s workload, identify pending activity, and make faster dispatch and operational decisions.
BEFORE ROUTEFLOW
AFTER ROUTEFLOW
Live KPIs and recent orders appear in one view, so dispatch decisions start in seconds.
02 FEATURE - Multi-Level Role-Based Access Control (RBAC)
As more staff touch orders and customer data, access boundaries matter. RouteFlow uses role-based
permissions so each user only sees and does what their role allows.
Roles & Settings — Permission entry points and operational configuration
03 FEATURE - Configurable Workflows & Standard Forms
Orders and products follow consistent create/edit flows. Slide-over forms keep work on the same screen, while settings keep business rules editable without code changes.
Orders Module — Collected / Distributed tabs, search, and status workflows.
Product Catalogue — Master list with types, barcodes, and actions.
The Product Catalogue provides a centralized view of all products, making it easy for staff to search, manage, and update product information. It organizes products by type and subtype, with barcode details and quick actions for efficient day-to-day operations.
Add Product Panel — Slide-over form for quick create without leaving the list.
A convenient slide-over form allows users to add new products directly from the catalogue without leaving the current page. The form captures essential product details such as type, subtype, and barcode, making product creation quick, consistent, and efficient.
04 FEATURE -Reporting & Operational Audit
Managers generate filtered reports by date range and order type, then export the fields they need for reviews and planning.
Reports Module — Date range, order type, field groups, and export controls.
BEFORE ROUTEFLOW
Operational reviews meant stitching data from emails, notes, and spreadsheets by hand.
AFTER ROUTEFLOW
Filtered reports are generated from the same system used for daily operations.
05 FEATURE - Master Data, Runs & Knowledge Dictionaries
Customer masters and run planning sit together in the same platform. Dispatchers create runs by postcode, assign drivers, and track signed versus unsigned customers for each route.
Customers Module — Search, status toggles, and create/edit actions.
Product Catalogue — Master list with types, barcodes, and actions.
Dispatchers can create postcode-based runs, assign drivers to specific routes, and track route progress and status, making daily field operations easier to coordinate and monitor.
Impact
Role-Based
DRIVER & STAFF ACCESS
8 Modules
FIELD OPS CONSOLE
Dual Mode
COLLECTED & DISTRIBUTED
- Single source of truth for customers, products, and orders
- Faster dispatch through postcode-based runs and driver assignment
- Clearer status across pending and in-progress work
- Configurable rules without developer involvement for every change
- Better management visibility via KPIs and exportable reports
Technologies used
Backend
PHP / Laravel-style architecture
Authenticated admin routes and business logic
Frontend
Vue.js + responsive admin UI
Interactive forms, tabs, and report controls
Data Management
Relational database
Customers, orders, products, users, runs, settings
Access control
l Role-based permissions
Module-level security for ops staff
Reporting
PDF WeasyPrint 66
Server-side HTML-to-PDF for operation usage reports
Devops
Cloud-hosted HTTPS app
Always-on production environment containers
Architecture & Execution
A specialized multi-disciplinary team assembled to deliver industrial-grade digital
transformation.
Total Team Size
8
PROFESSIONALS
Project Manager
1x
Planning, coordination, and
client communication.
Business Analyst
1x
Requirement gathering and
documentation.
UI/UX Designer
1x
Frontend Developers
2x
Responsive web and mobile
interfaces.
Backend Developers
2x
APIs, business logic, and
integrations.
QA Engineers
1x
Testing and quality assurance.
What Changed After RouteFlow
With RouteFlow, fragmented field operations were brought into one centralized platform, giving teams clearer workflows, faster dispatch, and better visibility across daily collection and distribution operations.
- Customer & Order Management
Centralized customer, product, and collected/distributed order data in one unified workspace.
- Postcode Run Planning
Create postcode-based runs, assign drivers, and track route status from one console.
- Operational Visibility
Live KPIs and recent orders give managers a clear view of daily field operations
- Reporting & Audit
Generate filtered, exportable reports using the same data powering daily operations
- Role-Based Access
Control access across modules with permissions tailored to each user’s operational role.
Table of contents
Table of contents
Express Physical Analysis
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