Task management solution

A seamless end-to-end system

Metrotec’s task management solution ensures a smooth flow of information among all parties involved. Drivers, logistics managers, sales representatives, customers, and the company’s business software all operate as logical parts of one unified system.

Quotes generated in the business software are automatically converted into work tasks and sent to drivers’ smart devices in real time.

As the job progresses, the task updates automatically. Distances driven, loading times, and timestamps are added without manual input. The driver can also add notes or special details directly in the app.

Once the job is completed, both the driver and the customer confirm it digitally. The delivery note, signed by both parties, is automatically sent to the customer by email. This confirms successful delivery and creates the basis for invoicing.

All data collected during the process flows seamlessly back into the company’s business software, ensuring up-to-date information and a continuous, uninterrupted workflow throughout the entire delivery process.

Digital task management – a smart way to send tasks directly to employees’ mobile devices

Traditional verbal task assignment, often mixed with last-minute instructions and changes, is inefficient. Important information may not reach employees on time, leading to delays and misunderstandings.

A digital task management solution allows tasks to be sent quickly and conveniently through a mobile app. At the same time, the system provides real-time visibility of employee locations, enabling more efficient and optimized workflow planning.

Simple and fast – built on existing processes

The system is designed to be simple and effective. There is no need for a new registry or special training, as everything works based on the company’s existing processes.

Work orders are created in the company’s own information system, assigned to specific vehicles, and automatically exported to the Metrotec system.

At the start of a shift or workday, the vehicle’s driver identification system recognizes the employee, who logs in to the machine. Registration can be done using an RFID chip, iButton, QR code, access card, driver card, or RFID-enabled Estonian ID card.

Easy for drivers – clear app view, navigation, and order details

Once logged in, the driver sees all assigned tasks in a compact mobile app view. The app includes destinations, planned routes, and detailed work instructions.

To confirm service completion, the driver collects the customer’s digital signature directly in the app. If needed, the driver can also add photos or comments — for example, if delivery or service cannot be completed for any reason.

The logistics manager can define the exact access route to minimize time spent locating the destination. Meanwhile, the GPS device automatically adds valuable data to the task, such as arrival timestamps, loading times, and distance driven.

Automatically converted into an invoice

When the customer signs on the mobile device to confirm delivery or service completion, a confirmation document is instantly sent to their email. At the same time, all the necessary conditions for issuing an invoice are fulfilled.

Full transparency at every stage

The entire process — from order to invoice — is transparent and fully traceable.

Customers receive a link where they can monitor the delivery progress in real time. A powerful filtering system makes it easy to browse documents and quickly find the information needed.

How does digital task management improve work quality?

The biggest change is paper-free and machine-readable processes. That makes a real difference.

Even scanned or digitized paper documents can be difficult to manage and locate later. Repeated manual data entry is replaced with an automated system input. All invoicing data is collected seamlessly, without missing details or the need for additional clarifications.

The process is measurable, verifiable, and efficient — saving both time and money. Delivery notes no longer get lost and reach customers without delay. The handover of goods and services becomes smooth and reliable.

Customers who already use Metrotec’s task solution:

Example: Concrete Manufacturer

The problem: paper delivery notes and manual data entry

A concrete producer manages orders through its own order system, which handles sales and billing for transport and unloading.

The challenge was that much of the process relied on paper, and timestamps were entered manually. Today, transport, unloading, and washing times must be recorded precisely. Subcontractors are often involved, requiring separate billing.

The entire process must be fast, accurate, and transparent. Otherwise, time is wasted on disputes, and cooperation may suffer. Both the producer and transport partners find manual verification time-consuming and frustrating.

Customers also expect to view their order history online and track deliveries in real time.

The solution: orders are automatically sent to Metrotec

Concrete delivery and unloading orders are automatically transferred to the Metrotec system, where they become tasks for drivers.

The driver sees the destination, route, and all necessary instructions on a tablet. If needed, they can add information — such as unloading method or additives used in the concrete. The customer’s signature is collected directly on the touchscreen.

Drivers no longer need to manually write down arrival and departure times. The system records them automatically and sends the data back to the producer’s order system.

At the end of the job, a detailed report is generated, showing exactly how long unloading took.

Additional options

Depending on the company’s specific business processes, task management may include additional features such as:

• Route planning and editing
• Automatic scheduling for upcoming days
• Route optimization
• Workflow monitoring

Metrotec offers practical experience and flexible solutions tailored to each client’s needs.

The entire logistics sector is steadily moving toward digitalization, and digital task management is a key step in that direction.