How VLT Logistics Built a Scalable, Customer-First Operation with Mandata
Discover how VLT Logistics streamlined operations, reduced admin, and improved customer experience with an integrated Mandata platform.
Since its founding in 1996, VLT Logistics (Vernon Land Transport) has grown into a multi-faceted logistics operator, delivering general haulage, automotive transport, chilled goods, and warehouse & distribution services from its base in Leeds.
Today, with 40 vehicles and over 500,000 sq. ft. of warehousing, VLT manages its entire operation through an integrated Mandata platform, combining TMS, WMS, mobile apps, and customer-facing tools – helping to support its future-ready logistics operation.
For General Manager, Darren McKay, who joined the business in 2021, the transformation has been more than replacing legacy systems – it’s been about creating a scalable platform to improve efficiency, reduce operational friction, and deliver a better customer experience.
Choosing Mandata for the Flexibility and to Support Business Growth
Prior to using the Mandata transport management systems, VLT was managing its operations through an old, outdated system, in urgent need of modernisation.
“Our last system needed updating for a lot of reasons,” Darren recalls. “We had growing customer demand, and we knew we needed better tools to take the business forward.”
After reviewing the market, Mandata stood out for its flexibility and ability to adapt to VLT’s ways of working.
“Commercially and operationally, we knew Mandata was the right fit. It wasn’t rigid like other systems we considered; we could shape it around our business.”
Now, as a Mandata customer for several years, VLT has adopted the range of Mandata integrated products, helping them to manage almost every aspect of their logistics operations through Mandata products.
- Mandata GoPlus Transport Management System (TMS)
- Mandata Warehouse Management System (WMS)
- Manifest app
- Customer Portal
- Team Admin app
- Warehouse Scanning
“A big thing for me is I’ve had the opportunity to amalgamate and consolidate our transport, warehousing and finances. That has added enormous efficiencies into our business.”
A Better Customer Experience with Real-Time Access
For VLT, one of the most transformative benefits has been the ability to improve customer experience while simultaneously reducing workload on internal teams.
At the centre of this is the Mandata Customer Portal.
“We love the portal, and our customers love it. Virtually everything gets put on the portal,” explains Darren.
“When we onboard a new customer, we show them the portal. When a customer needs a POD, they go to the portal. This is our process now, this is how we work.”
The portal provides 24/7 self-service access for customers to book jobs, track deliveries, and have instant access to PODs and other essential documentation.
This has fundamentally changed how VLT interacts with customers. The impact has been significant:
- 95–97% of jobs now come through the portal on a weekly basis
- Dramatic reduction in inbound calls
- Improved customer satisfaction and responsiveness
“The portal has taken the noise away from telephones. Customers don’t need to call—we’ve freed up time to focus on efficiency.”
It’s also enabled VLT to better serve international clients, “With customers in the US, there’s a nine-hour time difference,” describes Darren. “The portal means they can raise orders and access information while we’re offline. Without it, communication would suffer.”
Reducing Paperwork, Digitising Processes
A key strategic goal for VLT has been to reduce paperwork and streamline processes across the business, and to “remove the noise” from their office.
Manifest app: Real-time Proof of Delivery
A big step forward for them was to introduce digital electronic proof of delivery (ePODs), removing the need to carry, scan, and store paper copies of their customers confirmed deliveries and collections.
By introducing the Mandata Manifest app to their drivers, this was achieved.
“Removing the paperwork, it takes more noise out of the business. Who wouldn’t want this?”
“For me, it creates a better relationship with the customer, and the end user – and shows we are innovating, moving away from paperwork,” says Darren.
By digitising proof of delivery with the Manifest app, VLT has eliminated delays caused by lost or late paperwork – helping accelerate invoicing and improve cash flow.
For Darren, this is especially useful for certain parts of their workforce:
“A lot of our fleet are trampers, meaning if a driver goes out on a Monday, I might not see them again until Friday. What happens to all that paperwork? With the Manifest app, it’s instant, no matter where our drivers are delivering to or from.”
Team Admin app: Streamlining Workforce Management
It’s not just proof of delivery that VLT looked to digitise, but also how they communicate internally with their drivers and staff.
The Team Admin app has simplified workforce management by digitising timesheets, expenses, and leave requests – giving planners real-time visibility of driver availability and reducing admin overhead.
“The Team Admin app is good. It has helped us manage elements like our driver time sheets so much easier,” explains Darren. “Features like our drivers managing their expenses, or leave requests – digitising this is big for the business.
“Again, reducing that paperwork, and making things simpler for our office teams to manage.”
Adding the Team Admin app to their operation, provides VLT with internal visibility, helping them to manage their staff in a more effective and efficient way.
Unlocking Performance Insights with Data and Automation
With Mandata, VLT has moved from limited reporting to full operational visibility.
OTIF Reporting and Data Transparency
On Time In Full (OTIF) reporting provides accurate insights into delivery performance.
“Internally, it helps us improve. Externally, customers can see our performance—it builds trust.”
“Gaining this level of accuracy, and data, is great for us, but externally, it is even more brilliant – for our customers. They can see our efficiency levels themselves,” describes Darren.
“I think it’s a benefit, not only efficiency and transparency again to the customer, as part of our quality mission, but internally, it shows us we can sharpen our game up and maybe make some cost savings where needed.”
Geofencing for Real-Time Accuracy
A big contribution towards obtaining this data, is delivered through their use of Geofencing with their Mandata system.
“Not only does the Geofencing give us much greater visibility, it also provides the same visibility to our customers,” says Darren. “It keeps everyone honest. If a vehicle hasn’t arrived, it won’t ping. If it’s early or late, we know.”
This provides triggers within their system, notifying their staff when their drivers arrive at their destination, highlighting the accuracy of their delivery to that location.
Automated Reporting for Efficiency Gains
Through the Auto-Reports Scheduler, Darren and the team at VLT receive their reports automatically, with their reports being generated and emailed on a schedule that suits their operation, helping them stay informed, organised, and in control.
“It’s a big benefit for us because we used to have somebody sending over an invoice with a KPI report. Now the KPI reports are instantly available. So, it’s a big time-savings benefit. It’s a natural efficiency, which anybody in this world would want.”
A Connected Warehouse and Transport
For VLT, seamless integration between transport and warehouse operations is critical.
Mandata’s combined TMS and WMS provides a single source of truth across both environments.
Warehouse Visibility and Planning
With the WMS and portal integration, VLT can plan for incoming goods weeks in advance.
“The portal for our Warehouse orders has been great. For dealing with long-term orders, such as from China, which we won’t see for 6 to 8 weeks, our warehouse team have the visibility, therefore the ability to plan and accommodate those incoming goods.”
Warehouse Scanning for Traceability
Alongside their WMS, VLT introduced the Warehouse scanning module, adds accuracy and control across goods movement.
“The scanning gives us more business security – once it’s scanned, it’s my responsibility. We know we have it, we know where it needs to stay, and we know when it needs to leave.”
“So the scanning, it’s not only good for inbound goods, but also outbound goods too. It’s helped to add reliability and traceability to our goods movement.”
The benefits they get from the Warehouse Scanning include enhanced traceability, improved stock accuracy, and faster inbound/outbound processes.
“It’s simple, but it saves us from a lot of manual steps.”
A Platform for Long-Term Growth
For VLT, their main goal is to continue providing their customers with outstanding service, and through their use of Mandata’s platforms across their operations, they want to excel even more with their customer service, with collaboration with the Mandata team playing a vital part.
“We work really well with our account manager and the Mandata team. They listen and understand our business.”
For Darren, the value goes beyond software, “Mandata are producing good work. When I sit in front of a customer, who gave us the opportunity to work with them, they trust us, and Mandata is part of that trust.”
“I can’t fault what you guys come up with.”
Looking ahead, futureproofing remains a priority.
“We work really well with Sam, and we have a clear idea of what we want to do with the software, and how we can improve with it over the next 6 to 12 months,” says Darren.
“I can certainly recommend the people and the product. If you were in the market for this type of software, then sit down and talk to the guys at Mandata. They’ve demonstrated that they are good listeners, and that they understand our transport processes.”
As VLT continues to expand its warehousing and customer base, Mandata provides the flexibility and scalability needed to support growth without adding complexity.
“We’re growing steadily, and the system makes it easier to manage that growth,” says Darren.
With a clear roadmap and ongoing collaboration, VLT is well-positioned to continue delivering high-quality, customer-first logistics – powered by Mandata.