Article
Transport Management System (TMS)
Transport Management Systems (TMS) are software solutions that provide visibility and control over transport operations by integrating with systems like WMS, telematics, and ERP to manage everything from vehicle allocation and customer expectations to invoicing and proof of deliveries.
TMS Overview
What is a Transport Management System?
A Transport Management System (TMS) is software that allows transport operations to maintain control over cost, compliance, and service. TMS solutions typically manage journey planning and accounting, tracking products through scanning, providing accurate ETAs by integrating with telematics, and producing invoices and reporting to feed ERP(Enterprise Resource Planning) and ESG systems. The data generated can be used strategically by transport managers, planners, and senior leadership.
A TMS typically receives input from a planning system (such as a route optimiser), generating unique route identifiers that allow warehouse teams to allocate products appropriately. Once loaded, the TMS receives the manifest from the WMS and populates driver paperwork and customer communications. Drivers carry out vehicle checks within the system, and as they complete the route, the office can monitor progress and update customers in real-time. When customers receive goods, a proof of delivery is generated and sent through, completing the job. The transaction is then converted into an invoice, linked to the organisation’s ERP or managed independently.
TMS Suppliers
Who do we work with?
As a matter of principle, which protects our solution agnosticism and independence, we do not maintain a list of TMS providers which we will recommend. This is because there are as many different solutions as problems out there, and each TMS should be assessed on the merits of the solution and the service provider for a specific situation.
There are tools which can be purchased as modules on WMS and ERP systems, as well as tools which are specifically built for haulage and operate independently. Most of them are now web-based.
TMS Recommendation Process - Step 1
Strategic Alignment
Selecting the right transport management system (TMS) starts with understanding your business at its core. Before recommending any solution, we work closely with you to explore your strategic goals, customer proposition, and future plans. The functionality of a transport management system must align with what your business is trying to achieve – not just today, but in the long term. Through collaborative workshops and in-depth analysis of your supply chain strategy, we uncover how logistics supports your overall objectives. Are you focused on cost efficiency, sustainability, or delivering exceptional customer experiences such as same-day or next-day delivery? These priorities shape…
Selecting the right transport management system (TMS) starts with understanding your business at its core. Before recommending any solution, we work closely with you to explore your strategic goals, customer proposition, and future plans. The functionality of a transport management system must align with what your business is trying to achieve – not just today, but in the long term.
Through collaborative workshops and in-depth analysis of your supply chain strategy, we uncover how logistics supports your overall objectives. Are you focused on cost efficiency, sustainability, or delivering exceptional customer experiences such as same-day or next-day delivery? These priorities shape the features your transportation management system software needs to deliver.
We also examine your customer promise – what do your customers expect, and how do you fulfil that promise? Whether it’s speed, reliability, or competitive pricing, the right TMS transport management system ensures consistency and scalability. By aligning technology with strategy, we help you choose a solution that enhances operational performance and strengthens customer experience.
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TMS Recommendation Process - Step 2
Discovery & Current State Analysis
Once we’ve aligned on your strategic goals, Hatmill moves into a detailed discovery phase to understand how your operation currently works. Businesses often evolve organically, creating processes that may not be optimal for the long term. Our role is to examine these processes, identify what works well, and highlight areas for improvement before introducing a transport management system (TMS). We map day-to-day activities across your operation – working alongside planners as they schedule routes, observing drivers on the road, and engaging with traffic office and warehouse teams to understand every step that contributes to successful delivery. Crucially, we recognise that…
Once we’ve aligned on your strategic goals, Hatmill moves into a detailed discovery phase to understand how your operation currently works. Businesses often evolve organically, creating processes that may not be optimal for the long term. Our role is to examine these processes, identify what works well, and highlight areas for improvement before introducing a transport management system (TMS).
We map day-to-day activities across your operation – working alongside planners as they schedule routes, observing drivers on the road, and engaging with traffic office and warehouse teams to understand every step that contributes to successful delivery.
Crucially, we recognise that people make an operation function. Our goal is to identify tools and systems that make their jobs easier – making the right way the easy way. We produce a gap analysis that pinpoints strengths to retain and weaknesses to address, ensuring the chosen TMS is the best fit for your business.
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TMS Recommendation Process - Step 3
Technology & Readiness Assessment
Implementing a new transport management system (TMS) isn’t just about choosing the right software – it’s about ensuring your business is ready to support it. At Hatmill, we assess both operational and technological readiness to avoid costly mistakes and ensure smooth implementation. Readiness starts with infrastructure. We review whether your business has the right supporting technology in place, such as handheld scanners, mobile devices, and vehicle-mounted equipment. We also check office hardware, software versions, and cybersecurity policies to confirm they meet the requirements of modern transportation management system software. Where gaps exist, we identify what needs upgrading or adding, from…
Implementing a new transport management system (TMS) isn’t just about choosing the right software – it’s about ensuring your business is ready to support it. At Hatmill, we assess both operational and technological readiness to avoid costly mistakes and ensure smooth implementation.
Readiness starts with infrastructure. We review whether your business has the right supporting technology in place, such as handheld scanners, mobile devices, and vehicle-mounted equipment. We also check office hardware, software versions, and cybersecurity policies to confirm they meet the requirements of modern transportation management system software. Where gaps exist, we identify what needs upgrading or adding, from WMS connectivity to network resilience.
Equally important is your people. A TMS transport management system only succeeds if teams understand why change is happening and how it benefits them. We evaluate training needs and initiate change management processes where necessary, making sure the right way becomes the easy way. By addressing both technical and cultural readiness, we help you avoid investing in systems that cannot be properly implemented and set the foundation for long-term success.
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TMS Recommendation Process - Step 4
Defining Requirements
By the time we reach this stage, we have a clear picture of your current operations, readiness for change, and future objectives. Now, Hatmill works with you to define what your TMS must deliver. Rather than starting with a software wish list, we focus on the problems that need solving. This approach ensures that when we engage with the supplier market, vendors can present their best solutions to meet your needs. We capture minimum requirements – the essential functions the system must perform to be considered a success. We also identify “nice-to-have” features and set the rules of the game:…
By the time we reach this stage, we have a clear picture of your current operations, readiness for change, and future objectives. Now, Hatmill works with you to define what your TMS must deliver. Rather than starting with a software wish list, we focus on the problems that need solving. This approach ensures that when we engage with the supplier market, vendors can present their best solutions to meet your needs.
We capture minimum requirements – the essential functions the system must perform to be considered a success. We also identify “nice-to-have” features and set the rules of the game: the critical boundaries the solution must never cross. These requirements are documented and agreed with you before any market engagement begins, creating clarity and reducing risk.
In addition, we define the specific benefits expected from the solution to ensure cost-benefit alignment. This structured process guarantees that the chosen transport management system software is fit-for-purpose, supporting your supply chain strategy and delivering measurable value.
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TMS Recommendation Process - Step 5
Supplier Market Engagement
With clear requirements defined, Hatmill leverages its experience and industry relationships to engage the supplier market effectively. We know how to approach software and technology providers to ensure they receive the right information and are held to the highest standards. Our process begins by confidentially reaching out to trusted contacts and recommended businesses to gauge interest and capability. This helps us build a long list of potential suppliers who can meet your needs. Engaging with the market early allows us to refine requirements further and ensure alignment before formal tendering. We then run a structured tender process, comparing solutions against…
With clear requirements defined, Hatmill leverages its experience and industry relationships to engage the supplier market effectively. We know how to approach software and technology providers to ensure they receive the right information and are held to the highest standards. Our process begins by confidentially reaching out to trusted contacts and recommended businesses to gauge interest and capability. This helps us build a long list of potential suppliers who can meet your needs.
Engaging with the market early allows us to refine requirements further and ensure alignment before formal tendering. We then run a structured tender process, comparing solutions against a defined set of criteria – for example, cost, usability, implementation complexity, integration with existing systems, and overall fit for your operation. Each supplier is scored objectively to identify the best-fit system.
Finally, we support you through commercial negotiations, ensuring you secure the right solution at the right value. This rigorous approach guarantees that your chosen TMS deliver on expectations and provides measurable benefits to your supply chain.
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TMS Recommendation Process - Step 6
Implementation Planning
A well-structured implementation plan is critical to unlocking the benefits of your new transport management system (TMS) quickly and maintaining confidence in the change process. At Hatmill, we work closely with both the supplier and your team to design a realistic, achievable plan that ensures success from day one. You only get one chance to implement a system effectively. Poor execution can erode trust, reduce adoption, and lead people back to old ways of working. That’s why we focus on change management alongside technical delivery – managing expectations, providing comprehensive training, and ensuring robust testing before go-live. Our approach includes…
A well-structured implementation plan is critical to unlocking the benefits of your new transport management system (TMS) quickly and maintaining confidence in the change process. At Hatmill, we work closely with both the supplier and your team to design a realistic, achievable plan that ensures success from day one.
You only get one chance to implement a system effectively. Poor execution can erode trust, reduce adoption, and lead people back to old ways of working. That’s why we focus on change management alongside technical delivery – managing expectations, providing comprehensive training, and ensuring robust testing before go-live.
Our approach includes clear timelines, defined responsibilities, and contingency planning to minimise disruption. By embedding the system properly and tailoring it to your operational needs, we make sure the right way becomes the easy way. This structured process guarantees that your TMS software delivers measurable improvements and long-term value for your supply chain.
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TMS Recommendation Process - Step 7
Transition & Go-Live
A well-structured implementation plan is critical to unlocking the benefits of your new transport management system (TMS) quickly and maintaining confidence in the change process. At Hatmill, we work closely with both the supplier and your team to design a realistic, achievable plan that ensures success from day one. You only get one chance to implement a system effectively. Poor execution can erode trust, reduce adoption, and lead people back to old ways of working. That’s why we focus on change management alongside technical delivery – managing expectations, providing comprehensive training, and ensuring robust testing before go-live. Our approach includes…
A well-structured implementation plan is critical to unlocking the benefits of your new transport management system (TMS) quickly and maintaining confidence in the change process. At Hatmill, we work closely with both the supplier and your team to design a realistic, achievable plan that ensures success from day one.
You only get one chance to implement a system effectively. Poor execution can erode trust, reduce adoption, and lead people back to old ways of working. That’s why we focus on change management alongside technical delivery – managing expectations, providing comprehensive training, and ensuring robust testing before go-live.
Our approach includes clear timelines, defined responsibilities, and contingency planning to minimise disruption. By embedding the system properly and tailoring it to your operational needs, we make sure the right way becomes the easy way. This structured process guarantees that your TMS software delivers measurable improvements and long-term value for your supply chain.
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TMS Recommendation Process - Step 8
Independent Oversight & Accountability
Implementing a new transport management system (TMS) requires strong governance and impartial oversight to keep the project on track and deliver maximum value. Hatmill acts as an independent partner, sitting between you – the client – and the supplier to ensure you get the best outcome from both the system and the relationship. We establish clear governance structures from the outset, defining roles, responsibilities, and reporting lines. These frameworks continue beyond go-live, providing ongoing accountability. Our role is to hold both parties to their commitments, ensuring delivery on time, within budget, and to the agreed specification. This independent position protects…
Implementing a new transport management system (TMS) requires strong governance and impartial oversight to keep the project on track and deliver maximum value. Hatmill acts as an independent partner, sitting between you – the client – and the supplier to ensure you get the best outcome from both the system and the relationship.
We establish clear governance structures from the outset, defining roles, responsibilities, and reporting lines. These frameworks continue beyond go-live, providing ongoing accountability. Our role is to hold both parties to their commitments, ensuring delivery on time, within budget, and to the agreed specification.
This independent position protects your interests while maintaining fairness for the supplier. We make sure the solution delivers what it promises without imposing unrealistic standards, and we prevent situations where the client is left short-changed. By managing governance and accountability throughout, Hatmill ensures your TMS achieves the intended outcomes and delivers long-term value for your supply chain.
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“It is always useful to have an expert independent view on best practice. Hatmill has developed a great understanding of our business, and we continue to work towards implementing many of their suggestions.”
– Jo Richardson, Finance Director, Hugh Rice Group
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