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Fleet and transport management for East Africa

Know what every trip earns.

TransLogix puts the trip, the diesel, the border charges and the invoice on one record. The margin on a Mombasa–Kampala run is known when the trip closes, not when the accounts are done at month end.

Request a demo See how a trip runs
  • Billed per truck, monthly
  • Runs in the browser on a phone or a desktop
  • Bring your fleet over from Excel

Trip

TLX-24118 Mombasa to Kampala

In transit
  1. Mombasa6 Nov 2026 08:40
  2. Nairobi6 Nov 2026 19:05
  3. Malaba7 Nov 2026 15:10
  4. KampalaETA 8 Nov 2026
Distance
1,169 km
Diesel
410 L
L/100 km
35.1
Rate
USD 3,850
KDA 482Q · ZE 4471 Driver J. Otieno Last position 7 Nov 2026 18:40

About TransLogix

Transport software from Nairobi, for the region's hauliers.

TransLogix is fleet and transport management software for transport companies in Kenya, Uganda and Tanzania. It replaces the spreadsheets, fuel books and paper delivery notes that sit between the yard and the invoice.

  • Two-step sign-in for every user An authenticator code on top of the password, required for everyone.
  • Your data kept apart Each company's records are separated in the database itself.
  • Daily backups The production database is backed up daily, with point-in-time recovery.
  • Nothing to install Runs in the browser on a phone, a tablet or a desktop.

Modules

One system for the whole transport operation.

Every module writes to the same trip, truck and client records, so the profit report is built from what the yard, the depot, the workshop and accounts already entered.

  • 01

    Fleet management

    Trucks and trailers with their documents, expiry reminders and status, and each truck's trips, fuel and repairs on one page.

  • 02

    Trip and transport management

    Book against the contract rate, dispatch, and follow each trip through loading, the border and offloading on a trip calendar.

  • 03

    Fuel management

    Your own depot on a stock ledger, fuel-station accounts matched to statements, and consumption per truck, driver and route.

  • 04

    Driver management

    Licences, training, permits and incidents, truck assignments, and each driver's trips compared with the usual time and diesel on the route.

  • 05

    Freight and consignments

    Loading documents with loaded and offloaded quantities, transit-loss allowances, and delivery notes the consignee signs on their phone.

  • 06

    Financial management

    Invoices and credit notes with VAT on each line, payments allocated across currencies, and receivables by client.

  • 07

    Profitability reporting

    Margin by trip, truck, driver, client or route, with each cost traced to its transaction and counted once.

  • 08

    Maintenance management

    Job cards, service schedules by kilometre or date, parts stock with stocktakes, and the repair history of every truck.

  • 09

    Ledgers and audit trail

    Fuel, parts, odometer and money movements kept as ledgers: a correction is a new entry, never an edit. Exports go to your accounting package.

Features

One unified record per load, shared by every team.

Operations, the depot, the workshop and accounts work on the same trip. What the depot issues is already on the trip, the truck and the profit report.

01 · Operations

Trips and dispatch

Book a trip against the client's contract and the rate is set. Follow it through loading, the border and offloading, with positions from your tracking provider or reports from the driver. A truck, trailer or driver cannot be put on two trips at once.

  • Start now or schedule ahead, on a trip calendar
  • Border delays, breakdowns and route deviations logged on the trip
  • Odometer readings checked; a reading lower than the last is flagged, never overwritten

Trips

As of 7 Nov 2026
TripRouteStage
TLX-24118Mombasa → KampalaIn transit
TLX-24117Dar es Salaam → KigaliAt the border
TLX-24116Mombasa → Nairobi ICDLoading
TLX-24112Nakuru → MombasaDelivered

Trip event · TLX-24117

Border delay at Rusumo. Waiting on customs release since 11:20; the client has been told.

02 · Depot

Depot diesel and station accounts

Run your own depot on a stock ledger with weighted-average cost, and keep accounts with fuel stations along the route. Import a station statement as CSV and match each line to a trip; anything left unmatched is listed for someone to explain.

  • Deliveries and issues on a ledger that explains every litre of the balance
  • Reorder level per depot
  • Consumption by truck, driver and route

Station account

Statement 1–7 Nov 2026

2 of 3 lines matched
DateTruckLitresTrip
3 Nov 2026KDB 107L180TLX-24109
5 Nov 2026KCZ 915M220TLX-24114
6 Nov 2026UBK 113K150Not matched
Mombasa yard depot · Diesel18,400 of 30,000 L
Reorder at 6,000 LAvg. cost KES 171.42/L

03 · Workshop

Fleet and maintenance

Every truck and trailer with its documents, service schedule and repair history. Job cards draw parts from stock, so the cost of a repair lands on the truck that needed it. Workshop consumables are spread across trips by distance.

  • Service schedules by kilometre or by date
  • Parts stock on a ledger, with stocktakes
  • Driver licences, training, permits and incidents

Vehicles

Showing 3 of 48 vehicles
PlateModelStatus
KDA 482QScania R460On trip
UBK 113KMAN TGS 33.400Available
T 482 DKLActros 2645In workshop
Next service · KDA 482Q8,400 km left
Every 50,000 kmDue at 612,000 km

04 · Accounts

Invoices and trip profit

Invoice in the currency the contract was agreed in, with VAT on each line. Allocate a payment across currencies and the realised exchange gain or loss is booked. Profit by trip, truck, driver, client or route adds up to the same total whichever way you group it.

  • Issued invoices corrected by credit note, never edited
  • Recoverable input VAT kept out of trip cost
  • Receivables, standard reports and Excel or CSV export

Trip profitability

TLX-24118

Invoiced

Revenue

USD 3,850.00

KES 497,420.00 at 129.20, rate of 8 Nov 2026

Diesel, 410 LUSD 543.9814.1%
Driver allowanceUSD 310.008.1%
Border, tolls, weighbridgeUSD 265.006.9%
Parts and tyres issued to the tripUSD 412.0010.7%
Truck overheads, spread by distanceUSD 950.0024.7%
MarginUSD 1,369.0235.6%

Included: diesel at depot cost, trip expenses and allowances, parts issued to the trip, and the truck's repairs and other costs spread over its trips by distance (optional). Excluded: recoverable VAT, depreciation, financing and tax. This is operating margin, not statutory profit. Shown in USD here; reports use your home currency.

Also in every account

  • Dashboard Trucks on the road, open trips, stock and what needs attention today.
  • Reminders Documents, licences and services, by email and in the app.
  • Roles Each person sees and changes only what their job needs.
  • Two-step sign-in An authenticator code on top of the password, required for every user.
  • GPS ingest An open API for your tracking provider to send positions to.
  • Import Vehicles, drivers, clients, contracts and parts from Excel or CSV.
  • Reports Standard reports and saved templates, exported to Excel.
  • Efficiency Each driver and truck compared with the usual time and diesel on the route.

How it works

Follow one trip from contract to margin.

Trip TLX-24118 carries a 40-foot container from Mombasa to Kampala. Here is what gets recorded at each stage, and by whom. Nobody types the same figure twice.

  1. 1 Nov 2026

    Rate agreed

    The client's contract holds USD 3,850.00 per trip on Mombasa–Kampala from 1 Nov 2026. Booking the trip picks up the rate.

    Operations

  2. 6 Nov 2026 08:40

    Loaded at Mombasa CFS

    Container and 26,400 kg on the loading document. Start reading 602,431 km. 410 L issued from the yard depot.

    Yard and depot

  3. 7 Nov 2026 15:10

    Cleared at Malaba

    Border charges paid in UGX and the driver's allowance sent by mobile money, each with the day's exchange rate.

    Driver and operations

  4. 8 Nov 2026 14:12

    Signed at Kampala ICD

    The consignee signs the delivery note on their phone. End reading 603,600 km: 1,169 km at 35.1 L/100 km.

    Consignee

  5. 8 Nov 2026 16:30

    Invoiced and costed

    Invoice in USD. Diesel, allowances, border charges, parts and the truck's overheads come off it: margin USD 1,369.02, or 35.6%.

    Accounts

Who it is for

From 5 trucks to several hundred.

  • Transit haulage

    Coast to Kampala and Kigali, billed in USD, with costs in each country's currency.

    Mombasa → Kampala · 1,169 km

  • Container moves

    Port to CFS, ICD and consignee, on per-container contract rates.

    Mombasa CFS → Nairobi ICD

  • Fuel and bulk liquids

    Loaded and offloaded litres, with a transit-loss allowance on the contract.

    Loaded · offloaded · allowance

  • Construction and aggregates

    Tippers on short, repeated runs, billed per tonne and serviced by kilometre.

    Quarry → site · per tonne

  • Distribution

    Regular runs from the warehouse upcountry, with allowances and expenses on each trip.

    Nairobi → Nakuru → Eldoret

  • Agricultural produce

    Tea, coffee, sugar and grain to port, on KES or USD contracts that change with the season.

    Kericho → Mombasa

Where margin goes missing

The money is lost between the yard and the invoice.

None of these shows up in a spreadsheet until month end. TransLogix puts each one in front of you while there is still time to act on it.

  • Diesel nobody can place

    Every litre from your own depot or a station account is booked to a trip and a truck. Station statements are matched line by line, and a truck using more than usual on its route is flagged.

    L/100 km on Mombasa–Kampala, last 30 days. Usual range 33.8 to 36.6.

    Above usual KCZ 915M is 3.2 L/100 km over the top of the range.

  • Delivered, but not invoiced

    The consignee signs the delivery note on their phone through a one-time link. The signature marks the trip delivered, so you can invoice the same afternoon instead of waiting for the driver to bring back a stamped copy.

    Trip TLX-24118, 8 Nov 2026

    1. Arrived Kampala ICD

      14:05

    2. Delivery note signed by the consignee

      14:12

    3. Invoice issued INV-0391

      16:30

  • Shortages deducted from your rate

    Loading documents record what went on and what came off. The contract says whether you bill on loaded or offloaded quantity and how much transit loss is allowed, so a shortage claim is settled on the figures.

    Tanker trip, diesel, Mombasa to Eldoret
    Loaded
    36,000 L
    Offloaded
    35,910 L
    Shortage
    90 L
    Billed
    36,000 L
    Transit loss allowed, 0.3%90 of 108 L
    Within allowanceNo deduction

  • A truck held over one lapsed document

    Insurance, inspection, road licence, transit permit, COMESA yellow card and speed governor certificate are kept per truck with their expiry dates. Reminders go out before they lapse, together with services due by kilometre.

    Documents, KDA 482Q, as of 14 Nov 2026
    DocumentExpiresStatus
    COMESA yellow card21 Nov 20267 days
    Insurance9 Dec 202625 days
    Speed governor14 Jan 2027Valid
    Inspection3 Mar 2027Valid

East Africa

Built for the corridors your trucks run.

A Mombasa–Kampala run crosses Malaba, pays its costs in KES and UGX and is billed in USD. TransLogix keeps each amount in the currency it was paid in, with that day's rate, so the margin is right in shillings and in dollars.

  • Tax details on invoices KRA PIN in Kenya, TIN in Uganda and Tanzania, VAT on each line.
  • Currencies KES UGX TZS USD, with the rate stored on every entry.
  • Cash and mobile money Trip expenses keep how they were paid: cash, mobile money, card or account.
  • Border stage “At the border” is a trip stage, and border delays are logged as events.
  • Fuel price reviews When the pump price moves, add a new contract rate from that date. Finished trips keep theirs.
  • Cross-border papers COMESA yellow card, transit permit and speed governor certificate, with expiry reminders.
Map of East African road corridors: the Northern Corridor from Mombasa through Nairobi to Kampala is highlighted, with links to Kigali, Dar es Salaam, Arusha, Dodoma, Mwanza and Kisumu.
Northern Corridor, Mombasa to Kampala. Schematic, not to scale.
Northern Corridor
Mombasa · Nairobi · Malaba · Kampala · Kigali
Central Corridor
Dar es Salaam · Dodoma · Isaka · Rusumo · Kigali
Lake route
Dar es Salaam · Dodoma · Mwanza · Kisumu
Namanga link
Nairobi · Namanga · Arusha · Dodoma

Countries and integrations

What is available today.

What works now, what you set up for your company, and what is not built yet. Better you read it here than find out after you sign.

AreaStatusDetail
Kenya, Uganda, TanzaniaAvailableCompanies, routes, costs and invoices in all three countries.
CurrenciesAvailableKES, UGX, TZS and USD. Each amount keeps the exchange rate of its date. You enter the rates; there is no automatic rate feed yet.
Cross-border tripsAvailableA border stage on the trip, delay events, costs in each country's currency, and reminders for the COMESA yellow card and transit permits.
KRA PIN and TIN on invoicesConfigurableSet in company settings and printed on invoices, with VAT on each line.
GPS trackingConfigurableYour tracking provider sends positions to our ingest API with your company's key, or drivers report positions on the trip. Ready-made connectors for named providers are not built yet.
Excel and CSVAvailableImport vehicles, drivers, clients, contracts and parts; import fuel-station statements; export reports.
Mobile moneyRecorded onlyTrip expenses record mobile money as the payment method. TransLogix does not send or collect payments.
RwandaRoutes onlyTrips to and through Rwanda run like any other route. RWF and Rwandan tax details on invoices are not available yet.
Tax authority systemsNot yetNo connection to KRA eTIMS, URA EFRIS or TRA EFD/VFD. Invoices are not submitted to any tax authority.

Security and controls

Figures you can defend.

When a director asks why the depot is 410 litres short, or an auditor asks why an invoice changed, the answer is in the record. Nothing is edited or deleted; a correction is a new line that points back to the original.

  • Odometer

    Readings cannot be changed. Gaps and readings lower than the last are flagged for review.

  • Stock

    Diesel and parts move only through the ledger, with the cost stored on each movement.

  • Rates

    New contract rates start from a date. A finished trip keeps the price it ran at.

  • Currency

    Amount, currency and rate are stored together. A later rate never rewrites history.

  • Invoices

    Issued invoices are locked. Correct them with a credit note or a void.

  • Sign-in

    Two-step verification is required for every user, and each person has a role that limits what they see and change.

  • Separation

    Each company's records are kept apart in the database itself, not only in the screens.

  • Backups

    The production database is backed up daily, with point-in-time recovery.

Stock ledger

Mombasa yard depot · Diesel

4–6 Nov 2026
EntryMovementLitresBalance
Brought forward7,220
#1041Delivery from supplier+12,00019,220
#1042Issue · KDB 107L−41018,810
#1043Reversal of #1042, wrong truck+41019,220
#1044Issue · KCZ 915M−41018,810
#1045Issue · KDA 482Q · TLX-24118−41018,400

Reversed by M. Wanjiru, 5 Nov 2026 10:02: “Issued against the wrong plate.”

Pricing

You pay by the truck.

A monthly plan fee plus a fee for each truck you run on TransLogix. Plans differ in how many people can sign in. Add trucks as the fleet grows and the bill follows.

Your quotation sets out

  • The monthly plan fee and the fee per truck for your fleet size
  • Any one-off onboarding or data-import charge, agreed before you sign
  • The support included with your plan
  • GPS: the position ingest API is part of every plan; trackers and your tracking provider's subscription are not
Request a quote Request a demo
Billing
Monthly, per truck
Runs on
Any browser, phone or desktop
Installation
None

Getting started

  1. 1
    A demo on your routes

    Online or at your office, with your corridors, clients and currencies.

  2. 2
    Bring your lists over

    Upload vehicles, drivers, clients, contracts and parts from Excel. A check runs first, and nothing is saved until every row passes.

  3. 3
    Invite your team

    Give dispatch, the depot, the workshop and accounts each their own role.

  4. 4
    Run your first trip

    From the contract rate to the signed delivery note and the invoice.

Questions

What transporters ask us.

Do we need GPS trackers?

No. Drivers or dispatchers can record a position report on the trip. If your trucks already have trackers, your provider can send positions to TransLogix through its ingest API, and they are filed under the trip the truck was on.

Will our drivers have to use it?

Only if you want them to. Drivers can be users with a narrow role, or the office records trips for them. It runs in the phone's browser, so there is no app to install.

We invoice in USD but pay costs in shillings. Does that work?

Yes. Each amount keeps its own currency and the exchange rate of the day it was entered. When a client pays, the realised gain or loss is booked, and trip profit is shown in your home currency.

What happens when diesel prices change mid-contract?

After a pump price review, add the new rate to the contract with the date it applies from. New trips take the new rate; trips already completed keep the rate they ran at, so past invoices and profit figures do not move.

Does it submit invoices to KRA eTIMS?

Not today. Invoices carry your KRA PIN or TIN and VAT on each line. Tell us how you file now and we will go through it in the demo.

Does it replace our accounting software?

No. TransLogix handles the transport side: trips, fuel, stock, invoices, payments, receivables and trip profit. Your accountant keeps the general ledger, VAT returns and payroll in your accounting package. Reports and receivables export to Excel and CSV.

Do you work in Rwanda?

Trips to and through Rwanda, such as Dar es Salaam to Kigali through Rusumo, run like any other route. Rwandan francs (RWF) and Rwandan tax details on invoices are not available yet, so a company based in Rwanda should talk to us first.

We keep everything in Excel. How do we move?

Download the template for each list, fill it in or paste from your sheet, and upload it. TransLogix checks every row and tells you what to fix before it saves anything. Trips and fuel start from the day you go live.

Can other transport companies see our data?

No. Every company's records are kept apart at the database level, not only in the screens. Within your company, roles decide who sees fuel, finance and settings, and every user signs in with two-step verification.

Is our data backed up?

Yes. The production database is backed up daily with point-in-time recovery. How we handle personal data is set out in our Privacy Policy and Data Processing Addendum.

Request a demo

See your own routes in TransLogix.

Tell us about your fleet. We will show you trips, diesel and trip profit on corridors like yours, and go through setup and importing your records.

  1. We call you to agree a time that suits you.

  2. A walkthrough on your routes online or at your office.

  3. A setup plan for your trucks, depots and currencies, with a quote.

Office
Westlands, Nairobi, Kenya
Customers
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