Documents from CarLothe proof of delivery for the tour, with source.

The plan is that the older years in the directory come along in the first sync too — precisely the ones nobody touches unless there is an audit on site. In practice, you start with the more recent years and add the older ones afterwards. Whatever is still on paper on the shelf comes in via upload: scan it and upload entire folders at once, no pre-sorting needed. How legible the scans are will show in your own documents.

It helps, but it is not necessary. The search works on the content, not the file name — even a document filed as Scan_0047.pdf should turn up for a question about recipient, route or delivery day. If the order number is in the file name or folder path, the system can additionally match the document to the right order. With three consignments to the same address on the same day, that makes the difference; how well it works with your scans, we go through with you on real questions before we start.

That is the idea: whatever was filed on it back then should come together in one place — the proof of delivery with the driver’s reservation, the photos of the goods, the correspondence with the client and the notification to the insurer. The answer names the source, so you can open the document yourself and check it. If the system finds nothing, it says so. From the result you can create a draft — Word, PDF or an email draft in your own mailbox; nothing is sent automatically.

Nothing in CarLo itself is changed, and mirroring a folder relates to the path, not the version. The export may be affected: if the structure of the export file changes — different columns for status times or loading metres, a new delimiter — it needs to be adjusted. Tell us the date beforehand, and we will check the first sync afterwards with you.

You decide. Permissions depend on document type and role: notes on the loading point, a client’s load securing requirements and the documents for the driver’s own tour can be released to drivers, while rate agreements, freight invoices and credit notes to subcontracted carriers stay with dispatch and accounting. For subcontractors who only drive for you temporarily, a role can additionally be limited in time. If permission is missing, the system says it is missing instead of pretending there is nothing on the topic.