Software for food distributors who trade across borders
Stock in every warehouse and country, CMR documents generated from your stock records, margins after landed cost, and alerts before tax and customs deadlines. Built for our own trade, fitted to yours.
30 minutes, online or at the fair.
- Built by a food trading company, not a software house
- Running at HM Distribution, our own distribution company
- Warsaw, Poland
Where spreadsheets break
Excel and accounting software work well until stock sits in several warehouses and countries.
Two people sell the same pallets
Both see the stock as free and both confirm. One customer gets an apology instead of a delivery.
The CMR says one weight, the scale another
A signed CMR with the wrong gross weight is the sender's problem, not the driver's.
Stock abroad, clock running
Goods held at a customer's warehouse under call-off rules have 12 months. A spreadsheet doesn't count them down.
Margin is a guess until month end
Freight, duty and exchange rates arrive later, in other files. The biggest customer is often not the most profitable one.
A salesperson leaves with the client list
Everyone sees every client and every purchase price, and nobody knows who exported what.
One person knows the paperwork
When they are off, trucks wait.
One system, from purchase order to proof of delivery
- Purchase order
- Receipt
- Stock
- Reservation
- Sales order
- Load plan
- CMR
- Loading
- Proof of delivery
- Margin
Stock across warehouses and countries
Your own, third-party and customer warehouses in one stock ledger, by lot and location. Every line in units, packages, pallets and pallet places, with gross weight. Receiving and stocktakes work on a phone.
Reservations and sales orders
Reservations point to a lot and a location, and expire on their own. Two people can't reserve the same pallets. Partial deliveries and backorders stay visible on every order.
Transport and documents
Load plans checked against the pallet places and payload of the vehicle type. A CMR for every load plan, filled from stock records. Warehouse documents numbered without gaps and locked once printed.
Purchasing, landed cost and margin
Goods in transit are visible on every purchase order. Purchase price, transport and duty make up the landed cost of each lot. Customers ranked by margin, not turnover.
Deadlines and compliance
One register for proof of export, proof of intra-EU supply and supplier declarations, with email alerts 60, 30 and 7 days ahead. Stock held abroad on call-off has its own countdown, and by the day after it runs out, that location is closed for sale. Lot traceability both ways.
Team and access
Owner, admin and sales roles. Salespeople see their own clients and never purchase prices. Commission is calculated on margin, with the invoice payment date next to it.
Trade both ways, one leg at a time
An example: apples go to France and the truck comes back with oranges from a Spanish supplier, which you sell in Poland. Every leg that carries goods has its own documents and its own checks in the system.
- PLleg 01FR
- empty runES
- leg 02PLleg 03
- 01
Apples to France
Before you confirm the truck, the load plan checks pallet places, payload, expiry dates and the customer's VAT number in VIES. The CMR is filled from stock records, and the signed CMR closes the deadline for proof of intra-EU supply.
- 02
Oranges from a Spanish supplier
A purchase order in euros at the Polish central bank (NBP) rate. Until it arrives, the stock shows as in transit, and the receipt in Poland as an intra-EU acquisition creates the lot with origin, expiry date and weight, and issues the goods receipt note.
- 03
Oranges sold in Poland
Purchase price, transport and duty make up the cost of the lot. You sell with a reservation and on a load plan of its own, and margin is calculated from that cost.
Blocks, not reminders
A reminder can be ignored. A block can't. Before a truck is confirmed, the plan check lists each problem with its reason and a link to fix it.
The system won't let you:
- confirm a truck with an estimated weight, or with more pallet places or kilograms than the vehicle type takes;
- ship within the EU at 0% VAT to a customer whose VAT number isn't confirmed in VIES;
- load goods that expire before delivery;
- ship goods to an EU customer while they are still under the T1 procedure with duty unpaid;
- dispatch goods across a border without recording the legal type and basis of the movement;
- change the carrier, vehicle or driver after the CMR is printed.
It doesn't calculate your tax. It collects the facts, blocks what's risky and records who decided, and on what basis.
Every lot, traced
When a customer or a quality auditor asks about a lot, the answer is in the system, not in a binder.
- Supplier
- Goods receipt
- Lot
- Goods issue
- Customer
- Every lot has its supplier, receipt date and goods receipt note, plus the supplier's lot number if you enter it.
- The lot trace screen shows the supplier and the customers the lot went to, taken from the dispatch documents.
- Documents and photos kept with the lot, such as a quality certificate, stay in the system for 5 years.
- Supplier origin declarations sit with the lot, with alerts 60, 30 and 7 days before they expire.
- A recall blocks the lot's remaining stock in one step, and blocked stock can't go on a load plan.
Integrations
Tick what you use today and we'll add it to your demo request.
Works today
Connected during implementation
Built to order when your rollout needs it. Scope and timing are agreed after the process review.
Not on the list? Add it in the form and we'll check whether it can be connected.
Names and logos belong to their owners; showing them doesn't imply a partnership. Logos licensed under CC BY-SA 4.0: Trans.eu (LoginTrans), TIMOCOM (©TIMOCOM).
Your data
What the system does with your data today.
- Each company's data is separated in the database by row-level rules.
- Access is checked on every request, by role and by client assignment.
- Nothing is overwritten: stock movements and printed documents keep their full history.
- An access log records who printed or exported data from the system. Only the owner reads it.
- The database is backed up every day.
How we implement
Each stage ends with a check you can see, not a status report.
- 01
Process review
We spend a day with your team and your spreadsheets and agree what the system must decide. If nothing hurts, we'll tell you.
- 02
Cross-border review
We list every movement from the last 12 months where goods did not pass through Poland, with the facts your VAT adviser needs. We are not tax advisers; this is the input for yours.
- 03
Stock goes live
Your spreadsheet is imported and reconciled to the pallet and the kilogram. Your team works in the system for 7 days before we add anything.
- 04
Transport and documents
Your carrier checks the first CMR before any truck leaves on it.
- 05
Margin and the rest
We recalculate margin on three past deals and compare it with your figures. Compliance and team modules follow when you need them.
Questions and answers
Your question is not here? Ask us at the demo or write to us.
No. It works next to it. The document register, stock and Intrastat data export as CSV files that open in Excel. A direct connection to your accounting software is built during implementation if you need one.
Yes. You map the columns, the system checks every row and returns an error report you fix in the spreadsheet. Stock enters as normal receipts, so its history starts on day one.
Stock goes live first. Your team uses it for 7 days before we add transport and documents. We agree the full timeline after the process review.
No, on purpose. It records the facts, blocks risky moves and shows who decided. Tax decisions stay with you and your adviser.
Receiving, stocktaking and loading are designed for phones, for people standing at a pallet. The rest is built for a desktop.
Screens are in Polish and English. Check messages, alert emails and printed forms are in Polish for now.
We quote after the process review, once we know your warehouses, your documents and the size of your team.
No accounting or production module, no 3D load planning, no linking of several legs into one trip, no demand forecasting and no built-in chat. We left them out on purpose, to keep the system quick to adopt.
Book a 30‑minute demo
We show the system on sample data. Send us a stock list beforehand and we'll show it on yours.
FRUIT LOGISTICA, Berlin · 3–5 February 2027
We'll be at the fair. Book 30 minutes with the button above and we'll agree where to meet.
Aleje Jerozolimskie 148, 02-326 Warszawa