Transport & Logistics
Delivery and Dispatch Management System
A dispatch system for same-day and last-mile deliveries that assigns orders to riders and drivers, tracks each job and captures proof of delivery and cash collected.
- Web-based
- Android
- iOS
Overview
Delivery and Dispatch Management System
A Delivery and Dispatch Management System is built for businesses that send out many deliveries every day and need to know where each one stands. Extrion Tech develops it for courier firms, distributors, pharmacies, restaurants and online shops that run their own riders and vans, or that combine their own fleet with partner couriers.
Orders arrive from a shop, website, phone desk or another system and land on the dispatcher’s board. The dispatcher groups them by area, such as Stone Town, Mbweni or the north coast, assigns them to a rider or driver and sets the sequence. The driver app shows each stop, lets the customer be called directly, and captures proof of delivery with a signature, photo or PIN. Failed deliveries are recorded with a reason and rescheduled rather than forgotten.
Cash on delivery is common in Tanzania, so the system tracks money collected by each rider and reconciles it at the end of the shift, with mobile money confirmation where the provider offers an API. Customers receive SMS updates when their parcel is on the way. Managers see delivery times, first-attempt success and rider performance, which supports fair pay and better service.
Business problems it addresses
- Dispatchers juggle phone calls and WhatsApp messages to assign deliveries.
- There is no proof that a parcel was handed to the right person.
- Cash collected on delivery is not reconciled per rider each day.
- Failed deliveries are not followed up and customers complain.
- Riders’ workloads and delivery times cannot be measured.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From new order to rider settlement
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1
Order intake
Orders arrive from the shop, website, call desk or an integrated system.
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2
Grouping by area
Dispatcher groups jobs by delivery area and time window.
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3
Assignment
Jobs are assigned to riders or drivers in a suggested stop sequence.
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4
Pickup
Rider confirms collection of parcels by scan or tick list.
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5
Delivery
Customer is notified, and the rider records proof of delivery.
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6
Failed attempts
Record a reason and reschedule or return the parcel to base.
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7
Rider settlement
Reconcile cash and mobile money collected against delivered orders.
Functions covered
Modules and what they do
01 Dispatch
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Order intake
Captures delivery jobs manually, by import or through an API.
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Dispatch board
Shows unassigned, assigned and in-progress jobs by area and rider.
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Delivery zones and fees
Defines areas, time windows and delivery charges.
02 Field execution
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Rider mobile app
Lists stops, opens directions and lets riders call customers.
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Proof of delivery
Captures signature, photo or one-time PIN with time and location.
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Failed delivery handling
Records reasons and reschedules or returns undelivered items.
03 Money and service
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Collections and settlement
Tracks cash on delivery per rider and reconciles it at shift end.
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Delivery analytics
Reports delivery times, first-attempt success and rider performance.
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Customer notifications
Optional / subject to scope
Sends SMS or email updates with the rider’s name and status.
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Mobile money confirmation
Optional / subject to scope
Confirms customer payments automatically where the provider offers an API.
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Partner courier hand-off
Optional / subject to scope
Passes jobs to partner couriers where an interface is available.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Riders see customer addresses and phone numbers only for their assigned jobs, and proof-of-delivery photos and location data are retained for a period agreed with the client.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Offline mode with controlled synchronisation
Work offline and synchronise safely when the connection returns.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
- Monitoring and error logging Errors and unusual activity are logged and monitored.
Data integrity
A job can only be marked delivered with the required proof attached, and each status change is time-stamped and attributed to a user or device. Collections are linked to individual orders, so rider settlements reconcile exactly against delivered cash-on-delivery jobs. Offline updates carry unique identifiers to prevent duplicates when they synchronise.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Delivery areas, time windows and fee rules
- Proof-of-delivery requirements per customer type
- Rider settlement and commission rules
- SMS templates in English and Kiswahili
- Integrations with shops, ERP and partner couriers
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Transport & Logistics
Related systems
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Transport and Route Management System A route planning and scheduling system for scheduled transport, defining routes, stops, timetables and vehicle rosters, with bookings, manifests and on-time performance reporting.
Vehicle Maintenance Management System A workshop and maintenance system that schedules servicing by kilometres or date, manages job cards, parts and labour, and keeps a full repair history for every vehicle.
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