Systems / Fleet Trip Costing

Fleet Trip Costing

Every daily truck trip is costed site by site, approved by the coordinator and the project manager, and turned into ready-made files for finance.

AREA
Fleet & logistics
USERS
Warehouse reps, coordinators, PM
BUILT
Sep – Oct 2026
RUNS ON
Supabase · Postgres · RLS · Edge Function · Cloudflare Pages
Coordinator page of the trucks tracking demo, trips split per site
FIG. 1 · A trip split per site, coordinator and PM approvals, then the finance export · sample data

01 · THE PROBLEM

What did this truck trip cost each site?

One truck serves several sites in a day, for different contractors and job codes. Finance needs the cost charged to the right site, contractor and period, and every line approved.

BEFORE THE SYSTEM

Costing trips meant a lot of manual Excel work and pulling data out of several Google Sheets by hand.

02 · WHAT IT DOES

  • a.Warehouse reps enter each day's trips in the app.
  • b.Each trip is split per site, with job code, contractor and period filled in from the master data.
  • c.Coordinators approve their own lines; the PM approves the rest, line by line or in one batch.
  • d.Finance files come out ready: one for the in-house teams and one per contractor.

03 · HOW IT'S BUILT

From the warehouse to finance in one flow

ENTRY Warehouse reps Trips, drivers and sites.
SUPABASE · POSTGRES Split, route, secure Costs split per site; row-level security sends each line to the right coordinator.
APPROVAL + EXPORT Coordinator → PM → finance An edge function builds the finance files.

04 · HOW IT EVOLVED

Rebuilt twice as the needs grew

  1. MAR 2026 First version Google Sheets and Apps Script: trips, notifications, two roles.
  2. SEP 2026 Rebuilt on Sheets Per-site costing and the coordinator-then-PM approval chain.
  3. LATE SEP 2026 Moved to Supabase Postgres with row-level security and a shared login across apps.