Case study · Operations Link
One system now runs the whole operation, from the first call to the driver’s pay.
Operations Link is our own product: one platform that runs a trucking, field-service or construction company (dispatch, field work, scheduling, invoicing, the phones and the paperwork) with AI assistants working inside it. We built it from zero, and we still run it.
- Separate tools replaced by one system
- 12 → 1
- Invoices drafted the moment the work is done
- Same day
- At operations-link.com, built since July 2025
- Live
01The problem
The work is spread across a dozen tools that don’t talk
Dispatch, jobs, the phones and the paperwork each live in their own system, so the same customer or load is typed in again at every step, the office spends the day answering “where is it?”, and invoices wait until someone has time.
02What we built
One platform for the whole operation, with assistants inside it
Every customer, job, load and truck lives in one place, and each step hands the work to the next by itself. Three AI assistants answer the questions and draft the paperwork.
03What changed
The routine work starts itself; people approve it
Invoices are drafted the moment the work is done, customers hear where things stand without a phone call, and drivers’ pay is drafted every Monday.
A day in the operation
What used to need someone, and what happens now
An illustrative day in each trade, built only from what the platform does on its own.
The morning brief
Now: Nova, the team’s AI assistant, sums up what ran overnight and what needs a decision.
BeforePieced together from five screens.
A load needs a driver
Now: Nova suggests who can take it, and assigns it when the dispatcher says so.
BeforeCalls round the drivers.
The truck reaches the pickup
Now: The shipper is told, and waiting time starts counting for billing.
BeforeThe shipper rings to ask.
The driver nears the hours limit
Now: Driver and dispatcher are warned in time.
BeforeFound in the log afterwards.
The load is delivered
Now: Its invoice is drafted, ready to approve.
BeforeInvoiced from the bill of lading when someone has time.
The pay week closes
Now: Every driver’s pay statement is drafted from the week’s loads.
BeforeA spreadsheet per driver.
Before and after
Who used to do it, and what happens now
Every part of the business runs in the same system. Choose an area to see what changes.
Fleet management
Loads, dispatch, drivers, compliance and settlements, run from one board.
| The job | Before | Now |
|---|---|---|
| Bills of lading | Typed up for every load | Drafted when the load is confirmed |
| Inspection defects | A note on a clipboard | A repair record opened, and an unsafe truck kept off dispatch |
| Driver and permit paperwork | Expiry dates in a spreadsheet | Reminders before each licence, permit or certificate lapses |
| Tax filing deadlines | Remembered at the last minute | Reminders 60, 30 and 7 days before IFTA, 2290 and UCR are due |
One inspection
- Driver files the inspectionFiled
- Defect foundRepair opened
- Truck unsafe to driveKept off dispatch
People stay in charge
The assistants can only do what the person asking is allowed to do. Anything that leaves the company waits for someone to confirm it, and the assistants cannot move money or approve payments, refunds or payroll at all.
Where the money is saved
One system in place of a stack of tools
What used to be separate subscriptions is built in, and the systems worth keeping are connected live.
Dispatch and fleet
Built in
Loads, drivers, inspections, compliance and settlements on one board.
replaces: dispatch software, compliance spreadsheetsIncludedField service
Built in
Work orders, technicians, service agreements and site visits.
replaces: field-service and scheduling appsIncludedPhones, chat and meetings
Built in
Calls, texts, email, team chat and recorded video meetings with minutes.
replaces: phone system, chat, video, note-takerIncludedCustomers and billing
Built in
Customer records, the portal, quotes, e-signatures and invoices.
replaces: CRM, portal, invoicing, e-signatureIncluded
Operations Link
QuickBooks Online
Connected
Invoices, payments and bills post to your books on their own.
sync: Operations Link → QuickBooksLiveGPS trackers
Connected
Truck and van locations from the tracking devices, in real time.
feed: live mapLiveDash cameras
Connected
Location from the fleet’s cameras, on the same live map.
feed: live mapLiveDriver and technician app
Connected
Location and job updates from the phone app we built for the field.
feed: real timeLive
One subscription
One login and one bill in place of a dozen separate tools.
Nothing typed twice
A customer, job or load is entered once and follows the work to the invoice.
Invoices the same day
Drafted the moment the work is done, not when someone finds the time.
From $79
per user a month for Operations Link; fleet, field operations, phones and HR are added as modules.
The assistants
Three AI assistants, each with one job
Nova
For the team
Answers questions about the business from live data, and does the legwork when asked: assigns loads, books jobs, drafts invoices. Joins video meetings as a disclosed AI attendee and answers when a team member asks.
Vera
For customers
Answers verified customers in the portal and on the phone: where their job stands, what they owe, their quotes and their next visit, with a recap of their last call.
Luna
For the website
On Operations Link’s own site: qualifies visitors in English, Spanish and French, checks availability, books the call and alerts sales when a lead is hot.
Under the hood, for your technical teamShow details
Cloud-native on Kubernetes, with an event backbone between the modules, single sign-on and a permission check on every action, a mobile app for drivers and technicians, and AI from xAI.
Want one system built around how your operation runs?
We build platforms like this from zero, and run them after launch.
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