DocFlow by Snodo
Your drivers already send PODs on WhatsApp.
Make that enough.
DocFlow turns the WhatsApp your drivers already use into a structured POD and fuel-receipt inbox — every document tagged, filed, and invoice-ready in minutes. No new app. No retraining.
Or email amila.ngxiki@icloud.com directly.
Slow PODs don’t just delay one invoice.
They delay all of them.
A POD gets photographed on WhatsApp, sent to an admin, manually re-keyed into Sage or Xero, then filed. That process alone takes 8 to 15 minutes — and every minute it sits unprocessed is a minute your invoice isn’t out the door. Multiply that by every delivery, every driver, every day.
Slow billing ties up cash. Cash constraints stop you from hiring. Being understaffed increases errors. Errors slow billing further. It compounds.
0 min
to manually process a single POD
0+ days
typical delay between delivery and invoice
0%
error rate on manual transcription into Sage/Xero
With DocFlow
<0 min
per POD
<0 days
DSO
Snapped. Tagged. Filed.
The same WhatsApp message your driver was already going to send — now it does the filing for you.
- 01
Snapped
A driver photographs the POD and sends it on WhatsApp — the same chat they already use.
- 02
Tagged
Vision AI extracts the fields and matches them against the trip manifest, then scores its own confidence.
- 03
Filed
High-confidence reads post straight to a draft Sage invoice. Anything uncertain goes to a human review queue — never auto-posted blind.
We didn’t build an app drivers have to learn.
We built on the one they already use.
No download, no onboarding session, no driver who refuses to touch another app. DocFlow works inside the WhatsApp conversation your drivers are already having. Trip status, fuel stops, maintenance issues and delays go through structured, button-driven menus — not free text, not voice notes.
We left voice notes out on purpose.
South African drivers code-switch across 11 official languages, often mid-sentence, recorded in a noisy cab or at a loading bay. No transcription service handles that reliably enough for a financial document. Structured menus capture the same information with higher accuracy and zero transcription risk — so that’s what we built instead.
What DocFlow actually does
POD capture
Drivers photograph proof-of-delivery documents on WhatsApp the moment a delivery completes.
Fuel receipts & weighbridge tickets
Same channel, same flow — every field document gets captured and tagged to the right driver and trip.
Vision AI extraction
Structured data is extracted and validated against the trip manifest, with a confidence score on every read.
Sage auto-posting, with a human backstop
High-confidence extractions create a draft invoice automatically. Anything below threshold goes to a human review queue — never posted blind.
Fleet Chatbot Gateway
Structured, button-driven menus for trip status, fuel stops, maintenance issues, and delays. Included free with DocFlow.
Incident & breakdown reports
Drivers report problems the same way they report deliveries — structured, tagged, and instantly retrievable.
Every engagement starts with a paid audit, not a sales pitch.
We map how your operation actually handles PODs, fuel receipts and driver communication today, quantify where the delay and cost actually sits, and hand you a prioritised plan — whether or not you go further with us. It filters for operators who are serious about fixing this, and it means the recommendation is built on your numbers, not a generic pitch.
Data stays in South Africa
Hosted in AWS Cape Town, encrypted in transit (TLS 1.3) and at rest (AES-256), with tenant-isolated storage — built around POPIA, not bolted on after.
Built for mid-tier fleets
DocFlow is purpose-built for 8–120 truck operators running on WhatsApp, phone and paper today — not a scaled-down enterprise TMS.
Book 15 minutes. We’ll tell you exactly where your money’s stuck.
A short call to understand your current POD process and whether DocFlow is a fit. If it is, the next step is a paid operational audit — not a contract on the spot.
Book 15 minutesOr email amila.ngxiki@icloud.com directly.
Questions we get on every call
My drivers won't adopt new tech.+
They don't have to — there's no new app to install. DocFlow works inside the WhatsApp chat they're already using. If they can send a photo, they can use DocFlow.
We already have tracking — why do we need this too?+
Tracking shows where the truck is. DocFlow captures the paperwork the truck is carrying — proof of delivery, fuel receipts, incident reports. Different problem, and one tracking doesn't solve.
We're too small for this.+
DocFlow is built for operators running 8–120 trucks on WhatsApp, phone and paper — not enterprise fleets with an existing TMS. If that's not you yet, it's worth a conversation anyway; the audit will tell you honestly if it's not the right time.
What does this cost?+
Every engagement starts with a paid operational audit scoped to your fleet, followed by a DocFlow subscription if you go ahead. Book a call and we'll talk specifics for your fleet size rather than a generic number that doesn't apply.
Why exclude voice notes?+
Eleven official languages, code-switching mid-sentence, and noisy cabs make voice transcription unreliable for a financial document. Structured button-menus capture the same information with higher accuracy — see “Why WhatsApp” above.