Pearl Transport - 2312 Newsletter

“Adding 10 trucks doesn’t really impact the staff.”

“IF WE WERE TO INCREASE OUR FLEET BY 25%, WE WOULDN’T HAVE TO ADD ANY MORE OFFICE STAFF, BECAUSE AXON MAKES IT SO EASY.”

Pearl Transport does grain hauling and long-haul out of Manitoba, Canada. Around 15 years ago, they implemented a software system that “made everything easier.” We stopped in for a chat with their accountant, Jackie, to learn how Axon Software helps them streamline and manage the company.

I'm Jackie Kehler, and I work in accounting at Pearl Transport in Landmark, MB.

My name is Jackie Kehler. I work for Pearl Transport. I’ve been with the company for just over three years doing the accounting and bookwork. We’re located in Landmark, Manitoba. We do grain hauling and long-distance interprovincial and state trucking within Canada and the US.

I used Axon Software at a previous company too, and Pearl Transport has been using Axon since 2009. Axon has streamlined everything. It has made it easier for invoicing, easier for dispatch, easier for fuel tax, payroll, everything. It’s all in one system that takes care of everything.

How does your invoicing process work now?

When we receive the drivers’ envelopes, we separate the bills of lading, all the invoices, and then we go into the system. Everything is already there from the dispatch department. Then we just match it up and we are able to generate the invoice.

Do the drivers ever have questions or concerns about their statements?

For the owner operator statements that we issue, I have not received any complaints.

If they have any questions, I’ll go over it with them one or two times. After that, they seem to be able to understand. They’re pre􀀁y simple to understand. It’s line by line and they can read it.

I send out a driver settlement prior to generating payroll. The drivers can go through them and make sure everything is correct. If I don’t hear back by a certain deadline, I’ll generate the payroll. If there are any issues or anything that has to be adjusted, it’s easy to adjust for the next payroll. Yeah, it’s pretty straightforward

Has the reporting system been able to get management the information they need?

It’s simple. You go into the financial area and generate your balance sheet, your cash flow statement, your income statement, or whatever you need. It’s all there. As long as everything has been entered, it’s all there.

Has Axon helped when customers call in with questions?

Oh, when a customer calls for invoice information, either payables or receivables, it’s there at the touch of your fingers. You can type in their invoice number and search for it. It’s right there – everything you entered. I’ve found it easy to put a description in the payable to ensure that we have the right information and are able to give the customers the right information.

How long do you think it would take Axon to pay for itself?

In my past experience, I would say within a year it probably paid for itself. I think that we would probably have an additional three employees otherwise to try and get the paperwork done.

I worked with Axon at a prior company too and, before I was introduced to Axon, we were using a different program which was just for accounting. Dispatch was all done manually, and in communications between the two there was a lot of lost information. Axon streamlined everything. Once we get the order, we enter everything in there and we are able to dispatch and invoice from there. I find that it’s so easy to use.

How do you find customer support from Axon?

Anytime something comes up, I contact Axon and the response I get is so helpful. I had a contact person there that I loved called Danielle. She was so, so good. I haven’t spoken to her for a while, but she was awesome. It’s funny because sometimes I’ll call and then answer my own question before they can, because I’ve had experience with Axon for a few years.

When we call, I always get a quick callback, so I would say that’s good.

If anyone in the industry asked about your experience with Axon, what would you say?

Oh, it’s great. I’ve recommended it to other companies and was able to get some people on board. Their feedback when they were on board was that they really loved it. So, I would highly recommend it to anybody.

If we were to increase our fleet at this point by 25%, we wouldn’t have to add any more office personnel to do the work because Axon makes it so easy. Adding one, two, three, four, or ten trucks doesn’t really impact the staff.

Managing Repairs and Maintenance

MANAGING REPAIRS & MAINTENANCE

“Our shop does third-party mechanical work and our guy is able to invoice customers directly without building extra work orders or extra tickets. Everything is built in there rate-wise, which makes it way easier for the mechanics to fill out that work order and put prices to parts and labor. It just makes our life a lot easier having everything through one program.”
– Kyle Gallaugher, BDS Group Inc.

Do you do repairs and maintenance on your own and/or your owner operators’ equipment? If so, be sure to take advantage of the Work Orders application.

Speedy Data Entry

The Work Orders screen is designed for rapid entry of all the relevant charges (parts, labor, sublet), taxes, and markups. You can:

  • Set up work order templates so that the standard information fills in automatically. Additional, non-standard information can be added on individual work orders.
  • Establish separate pricing for company, owner operator, and customer equipment.
  • Customize the screen to suit your company’s requirements.
  • Use Axon reports to review the work you’ve done for a customer or piece of equipment, track used cores, or decide if it’s time to reorder parts.
  • Scheduled reports and reminders can help you stay on top of your equipment and fleet maintenance software schedule.

Fully Integrated

The Work Orders application is fully integrated with your trucking software and trucking accounting software records. When you enter a work order, the system will use that information to:

  • Create equipment statement transactions.
  • Set up the accounts receivable invoice.
  • Update inventory.
  • Update odometer/hours readings and equipment reminders.
  • Match third-party sublet costs to the appropriate payables invoice.

Take Stock

Inventory updates automatically from adjustments, purchases, returns, and sales transactions recorded in Work Orders and Purchase Orders. You can:

  • Monitor inventory in multiple locations.
  • Keep track of costs and reorder quantities.
  • Maintain a record of serial numbers, used core parts, and warranties.
  • Attach a photograph or scanned document to your records.


Need More Information?

The online Help offers troubleshooting tips and step-by-step explanations for how to do common tasks.

Axon Software