“Mandata is our superpower!” How Tom Lees Ltd scaled from owner-driver to high-performing bulk operator

From starting out as a driver to running a fast-growing bulk transport operation, Tom Lees Ltd has transformed its business with Mandata, unlocking improvements in efficiency, visibility, and the ability to scale with confidence.

Like many in the industry, Tom Lees started his career behind the wheel, but always with bigger ambitions. After years working as an HGV driver, he set his sights on building a transport business of his own.

That opportunity came in the wake of the COVID-19 pandemic, when a gap in the market emerged.

“After COVID, I decided to pursue my ambition of starting my own company, and bought an old tipper,” explains Tom.

Starting with a single tipper and no previous office experience, Tom Lees has built a thriving bulk transport business serving customers throughout Staffordshire and Cheshire.

Rapid early growth brought its own challenges. Managing operations with pen and paper quickly became inefficient and difficult to scale.

“Following on from some early success, I expanded the fleet. Seeing how larger operators were managing their businesses, it became clear that bringing in technology to support our growth was the natural next step,” says Tom.

“After speaking to another operator who was using Mandata, I reached out – and the rest is history.”

Today, Tom Lees Ltd operates a high-performing, modern fleet across Staffordshire and Cheshire, delivering professional aggregate, bulk, and waste transport services to a wide range of customers.

How Mandata Turned One Pair of Hands into a Full Operation

“In the early days, it was just me and another lady in Accounts, running nearly 200 loads a day,” recalls Tom. “If I was texting drivers, planning this manually, scanning paper documents, and everything else involved with transport…I couldn’t have managed without Mandata.”

Implementing the Mandata Transport Management System (TMS) marked a turning point for the business. It gave Tom and his team the structure, visibility, and control they needed to scale – eliminating time-consuming manual processes, reducing duplication, and replacing paper-heavy workflows with streamlined, digital operations. Communication with both drivers and customers also became faster and far more efficient.

“Using Mandata gives me a superpower – it turns me into five people! We simply wouldn’t be where we are today without it.”

For a business handling complex, ever-changing workloads, that transformation has been critical.

“Every load we pick up with our tippers is different, it could be stone, soil, muck, and they might go to a different location each time,” explains Tom. “The operation is highly dynamic, and Steve [Transport Manager] has effectively become 10 people, thanks to Mandata.”

“Mandata is just so simple. You can just pick it up, and it does exactly what it says on the tin. It’s so simple to use, which has helped us massively.”

Increased Efficiencies from Day One

Driving greater efficiency was a key priority for Tom when selecting a technology partner, and the impact of Mandata was immediate.

“Our efficiencies have improved 100% with Mandata. I can’t put any other number on it!”

“Improved communication, greater visibility, less administration, faster invoice processing and countless other benefits. We couldn’t operate without it now,” says Tom.

The benefits extend far beyond the operations team. With real-time data and shared visibility, multiple departments are now working more effectively and making better-informed decisions.

“Mandata is an integral part of everything we do,” explains Tom. “We’ve built our business around it, it connects Operations, Accounts, and Sales. Everyone is using it, and everyone benefits from it.”

Enhancing Customer Service with Real-Time Planning

For Tom Lees Ltd, delivering exceptional customer service starts with having complete control over every job.

“The biggest thing for us is customer service,” says Tom. “When you move from manual planning to Mandata, you see the benefits immediately – it allows you to plan faster and far more effectively.”

With full, real-time oversight across operations, the team can track progress as it happens and provide customers with accurate, timely updates.

The system’s intuitive design plays a key role in keeping operations running smoothly. With live job and tracking screens displayed across the office, the team has complete visibility at a glance.

“We’ve got the system set up across four screens, showing everything we need – live job screens and tracking screens – so we can see exactly what’s happening, as it happens,” Tom explains. “Visually, it’s brilliant. The traffic light system is simple but effective – it shows live progress, and anyone can pick it up quickly.”

Planning adjustments, often a source of delay in manual environments, can now be made instantly. Using Mandata’s drag-and-drop tools, the team can quickly reassign drivers, vehicles, and delivery times, minimise disruption and keep work on track.

“Making changes is easy. We can see driver availability straight away, so if someone runs out of hours, we can switch things around instantly. It’s very intuitive.”

This combination of real-time control, ease of use, and flexibility ensures the operation runs smoothly every day – maximising utilisation and reducing the risk of errors or missed jobs.

“This visibility helps us make sure our drivers and vehicles are fully utilised, and nothing slips through the gaps. We’re running like clockwork now, because the system is so good.”

From Paper Trails to Real-Time Compliance

Maintaining high standards of compliance is critical to delivering reliable service – and for Tom Lees Ltd, the Mandata Vehicle Checks app has become an essential part of that process.

“The Vehicle Checks app is a big help for our DVSA compliance,” says Tom.

Previously, for defect reporting, their team relied on paperwork, which caused delays and increased potential risks.

With Mandata, defect reporting is now instant and fully visible.

“The driver logs an issue in the app, and the office team is notified immediately. It’s a game changer.”

Integrated directly into the TMS, all checks and defects are updated in real time, giving planners complete visibility and reducing paperwork.

“The traffic light system shows us straight away which vehicles are ready, and which need attention,” Tom adds.

The app’s flexibility also ensures it fits the business perfectly.

“We can tailor the checks and questions within the app to suit our operation – that flexibility is a big plus.”

Streamlining Driver Communication with Manifest

“The Manifest app is integral to everything we do,” says Tom.

Fully integrated with Mandata’s TMS, the Manifest app connects the office and drivers in real time – sending job details, delivery instructions, and updates directly to drivers’ mobile devices, while feeding live job progress back to the transport team.

With drivers often starting their day before planning is finalised, this connection removes early-morning pressure.

“Our drivers already have their jobs ready to go. We’re not scrambling around in the morning anymore,” Tom explains.

The shift away from manual communication has also delivered immediate time savings.

“We don’t need to text work details anymore. It’s saving us a lot of time.”

Efficiency is further improved through features built for high-volume, repeat work.

“We do a lot of repeat jobs. With Manifest, we can copy work in seconds, it would take hours otherwise.”

Manifest also strengthens job accuracy and revenue capture through its Quick Photos feature, allowing drivers to take and upload images directly from site, in real time. These images are instantly available in the TMS, giving the office full transparency without disrupting driver workflow.

“We upload photos of the waste we collect so we can check it against the job,” says Tom. “It helps us make sure we’re charging correctly, and everything is recorded properly.”

By combining real-time communication, faster planning, and improved job visibility, the Manifest app helps keep operations streamlined, accurate, and fully aligned from office to road.

Powered for Future Growth

With strong foundations in place and a growing reputation across the region, the future for Tom Lees Ltd is firmly focused on expansion.

“Ideally, we’re looking to grow beyond the Stoke area, which means expanding our operator’s licence and increasing the size of our fleet,” says Tom.

Having already scaled rapidly, Tom is clear that this next phase of growth will be built on the same technology that enabled their success so far.

“Without Mandata, there’s no way we’d be able to achieve that,” he explains. “It gives us the control and confidence to grow, knowing the systems are there to support us.”

As the business continues to evolve, Mandata remains a key partner, both through its technology and the support behind it.

“We’ve built the business around Mandata. As we continue to grow, it’s the one system we know will grow with us.”

As Tom Lees Ltd enters its next phase of growth, Mandata will continue to provide the technology, visibility, and scalability needed to support its ambitions.