A walkthrough of the custom operations platform we're building for Fully Loaded Deliveries -- what it does, how your team will use it, and why it matters.
You've built something impressive. But as the business has grown, the cracks in your day-to-day systems have become harder to ignore. Here's what we keep hearing:
When a shipment arrives, your receiving team fills out a paper form. Later, someone sits at a computer and types all of that same information in again. Every item. Every note. Every time. That's 15+ hours a week just on re-entry.
Your inventory database is one system. QuickBooks is another. HubSpot is another. The time clock is another. To get the full picture on anything -- a client, a project, a payment -- someone has to check multiple places and piece it together manually.
Every time a client pays with a credit card, you lose a percentage of that invoice. There's no easy way to offer them a cheaper option like a bank transfer, and manually calculating surcharges is a headache. That's thousands of dollars a year gone.
Want to know what's in storage? Call. Need to schedule a delivery? Call or email. Want to see an invoice? Call. Every request takes staff time to handle, even when it's something a client could do themselves if they had a way to.
You're turning away new business -- not because you don't have the space or the crews, but because the manual work that comes with each new client takes more admin time than you can spare. Your team is working hard. The systems just aren't keeping up.
Instead of your team jumping between a database, QuickBooks, HubSpot, a time clock, and paper forms, everything lives in one place. Three connected tools cover your entire operation:
A website your clients log into. They see their inventory with photos, request deliveries, pay invoices, and track orders. Available 24/7 from any computer or phone. No more calling your office for every little thing.
Your team's command center. This is where the warehouse does receiving, the office manages work orders and invoices, accounting handles time tracking and payroll, and leads are tracked from first call to signed client.
iPhone and Android apps for your warehouse team and delivery crews. Take photos, scan items, clock in and out, and update work orders from the floor or the field. Works even when there's no WiFi.
All three are connected. When a receiving team member logs an item on a tablet, the client sees it in their portal. When a client requests a delivery, your office sees a work order. When a delivery is marked complete, the invoice is ready. Everything flows automatically.
This is what it looks like when your receiving team processes a delivery with the new platform. No paper. No re-typing. Everything captured once.
A truck pulls up with a shipment of furniture for one of your designer clients. Here's how the receiving team handles it:
What happens automatically: The client gets an email notification that their items have been received, with photos attached. The inventory count updates in real-time. The items appear in the client's portal immediately. If there are any condition issues, they're documented with photos from the moment the item arrived -- protecting both you and the client.
This is what your designer clients see when they visit their portal. Think of it like a private online account -- similar to how you'd log into a bank or an Amazon account, but built specifically for your business.
Sarah is an interior designer who has 40 items stored in your warehouse across two active projects. Here's what her experience looks like:
Why this matters: Your clients get the same kind of experience they're used to from modern services -- instant access, full visibility, self-service. You stop fielding phone calls and emails for things clients can now handle themselves. Your team gets to focus on actual operations instead of being a call center.
Here's what it looks like for your office team -- managing work orders, creating invoices, and handling payroll -- all from one screen instead of four different systems.
Your operations manager opens the platform first thing in the morning. Here's what they see and do:
The difference: Today, turning a completed delivery into a paid invoice can take 2-3 days of back-and-forth between paper notes, QuickBooks, and email. With the platform, it happens in minutes. The faster you invoice, the faster you get paid.
Right now, your accounting team prints time clock reports and manually enters hours into QuickBooks every week. Here's how it works instead:
Employees clock in and out through the platform -- either on the web or the mobile app. Their hours are tracked automatically, including overtime calculations and break compliance. At the end of the pay period, your accounting team opens the timesheet review screen, approves the hours, and exports them directly to QuickBooks payroll in one click. No printing. No re-typing. No manual overtime math.
What this saves: The weekly payroll process that currently takes 2+ hours drops to about 10 minutes. More importantly, it eliminates the payroll errors that come from manual entry -- missed overtime, incorrect hours, compliance issues.
Your delivery and installation crews carry everything they need in their pocket. The mobile app gives them the full picture without calling back to the office.
Two of your crew members are heading out to deliver furniture for a designer's client in Scottsdale. Here's their experience:
No more calling the office to ask: "What's the address again?" "Which items are we picking up?" "Where is the Johnson sofa?" Everything is on the screen. And everything the crew records flows back to the system instantly -- no paperwork to collect at the end of the day.
As the owner, you get a bird's-eye view of the entire operation. No more pulling numbers from four different places to understand how the business is doing.
You sit down with your morning coffee and open the dashboard. Here's what's waiting for you:
Instead of asking your accounting team to pull a QuickBooks report, checking the database for inventory numbers, and looking at HubSpot for lead counts -- it's all here. Updated in real-time. You can see which service lines are growing, which clients are behind on payment, and whether your crews are getting more efficient over time.
You can also see the lead pipeline -- every prospect who's contacted you, where they are in the process (first call, sent a quote, follow-up needed), and what the next step is. When a lead becomes a client, their record converts automatically. No one has to re-enter anything in a CRM.
What changes: You go from guessing how the business is performing to knowing. Every dollar, every client, every delivery -- visible in one place. You make decisions based on real data instead of gut feeling, and you spot problems (like an overdue invoice or a stalled lead) before they become bigger issues.
Here's a concrete example. Say a client owes you $5,000 for a delivery. Here's the difference between today and the new platform:
If the client prefers to pay by card, the fee is shown on their invoice and they cover it. Either way, you get the full $5,000.
We don't disappear for 6 months and come back with a finished product. The platform is built in phases, and each phase delivers something your team can start using immediately.
This is optional. It's not part of the project. But it's worth knowing about because it changes how you think about this investment.
Once your platform is built and proven -- once your team has been using it and your clients love it -- there's a natural next step: let other warehouse, moving, and delivery companies use it too.
Think about it. Every competitor you know deals with the same problems: paper-based processes, disconnected tools, manual invoicing, no client portal. There's no good off-the-shelf software that does what this platform does, because this industry is too specialized for the big software companies to care about.
Your platform could be adapted to work for multiple companies -- each one gets their own separate, private account with their own branding. They'd pay a monthly subscription fee to use it. You'd earn passive income from something that was built for your business first.
We would handle the conversion and the ongoing maintenance. You'd bring the industry knowledge and the credibility of being the first company to use it successfully. The specifics -- revenue splits, responsibilities, structure -- would be a separate conversation we have after the platform is live and working. There's no obligation, no pressure, and nothing you need to decide now.
The point is: you're not just investing in a tool for your business. You're potentially investing in a product that could generate revenue for years to come.
Paper forms go away. Your clients get a modern portal. Invoicing happens in seconds instead of days. Your team gets hours back every week. And you get a clear picture of the whole business -- all from one system built around how Fully Loaded Deliveries actually works.
We have a detailed proposal ready with the full scope, timeline, and investment breakdown whenever you're ready to review it. Happy to walk through any questions.
David Perez
Principal Developer, Cortex Automations
david@cortexautomations.ai