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Van sales, GPS tracking and cloud accounting

VanSales: van sales software with GPS tracking and cloud accounting

One system for van-sales reps and accounting: the rep sells and collects from his phone, the manager sees every rep live on the map, and every invoice posts itself to stock, customer balance and cash.

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Screenshot of the VanSales live demo

The live demo runs in your browser on sample data. Company names, people and figures are fictional.

The problem

Reps sell and collect outside the office all day. Invoices and receipts are written on paper or in scattered messages, the manager cannot see where each rep is, and accounting re-enters everything at the end of the day.

What we build

One system: the rep issues invoices and receipts from his phone, even offline; the manager sees every rep on a live map with alerts; and every invoice posts itself to van stock, the customer balance and the ledger.

Business value

The day closes itself: stock, balances and cash custody are current, and the manager gets a daily report per rep without anyone retyping.

Features

Rep appDay route by nearest customer, check-in, cash/credit invoices, cash or cheque receipts, returns, no-sale visits with a reason, works offline.
Live map & alertsEvery rep on the map with his track; alerts when he leaves the route or turns GPS off during working hours.
Daily rep reportStart and end time, visited and missed customers, time at each visit, real working time vs. stops — printable as PDF.
Cloud accountingInvoices, receipts, chart of accounts, automatic journal entries, customer statements, stock per van and cash custody per rep.
ChequesCheques under collection, deposited or returned, with due-date alerts; a returned cheque goes back to the customer's balance.
Daily backups & custom designNightly backups on the company's own cloud; company name, colours, labels and modules are set to the client's way of working.

How the workflow runs

  1. Rep appRep sellsInvoice on the phone, cash or credit.
  2. StockVan stock updatedGoods leave the van's own warehouse.
  3. LedgerEntries postedSales, cost, customer or cash custody — automatically.
  4. ManagerSees it liveOn the map and in the daily report.
  5. End of dayCash handed overRep custody settled into the main cash box.

Frequently asked questions

Does the rep app work without internet?

Yes. The rep issues the invoice offline and it syncs by itself when the connection is back.

How does the manager follow the reps?

On a live map showing every rep and his track, with an alert when a rep leaves the route or turns GPS off during working hours, plus a daily report per rep that prints as a PDF.

Does it include accounting, or do we need another program?

It includes cloud accounting: invoices, receipts, chart of accounts, automatic journal entries, customer statements, stock per van and cash custody per rep. If you already run an accounting system, we review in the discovery call how the two should work together.

How are cheques handled?

It tracks cheques under collection, deposited or returned, with due-date alerts. A returned cheque goes back to the customer's balance.

Is the invoice compliant with tax-invoice rules?

The invoice is designed with your company's details. Your country's tax-invoice requirements are reviewed with your accountant before go-live.

Can the system be adapted to how we work?

Yes. Company name, colours, labels and modules are set to the client's way of working, with nightly backups on the company's own cloud.

How long does it take?

We start with a free 30-minute discovery call, build an interactive prototype on your workflow in 1–2 weeks, then pilot and launch with one team in 2–6 weeks.

Read nextVan Sales App with GPS: Track Routes, Invoices and Collections for Your Distribution Team

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