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If you are a self-employed delivery person, you already know: in the gig economy, the one who runs the most doesn't win... the one who is best organized wins. Because when you get paid for delivery (and the day goes between misspelled addresses, calls, traffic, “I wasn't at home” and increasingly expensive gas), your margin depends on something very simple: real productivity on the road.
The problem is that many delivery people continue to work “based on experience” and on fixes: small pieces of paper, cell phone notes, copying and pasting directions, dictating them to the GPS, taking photos to demonstrate deliveries... and crossing their fingers so that at the end of the week no one “forgets” to pay you one.
In this article we are going to talk about:
- Los Most common challenges of the self-employed deliveryman (the real ones).
- Tips for delivery people that can be seen in the pocket.
- What a modern tool for route and evidence should have.
- And how Routal Drivers can help you save time, fuel and headaches.
The reality of the self-employed delivery driver today: 4 challenges that eat up your margin
1) Lack of tools that improve your productivity
Most “generalist” apps (Google Maps/Waze/...) are not designed for real distribution. They do a part, but they leave you with the dirty work: loading addresses, ordering stops, recording deliveries, demonstrating incidents, justifying kilometers...
Outcome: more hours, more stress and more gas.
2) High dependence on experience (and memory)
Veterans “know” the neighborhood, the difficult goal, the secure development, the bad time to enter such an area... but that advantage should not be the only way to be efficient.
When it all depends on experience:
- If you change zones, you start over.
- If they put you on a new route, you waste time.
- If one day you're in a hurry, errors skyrocket.
3) Poor preparation and training (because no one teaches you)
In many operations, a deliveryman is required to be productive from minute one, but there is hardly ever practical training: how to upload data, how to manage incidents, how to record deliveries so that later No one disputes what you did.
4) High variability: every day is a world
One day you have a lot of small deliveries; another, few but far away; another, volume with time windows. Add to that:
- traffic and works,
- customers who change direction,
- packages with unclear labels,
- incidents,
- extra stops (gas station, bathroom, cafe, warehouse...).
Variability kills planning... unless you have a tool that allows you adapt without wasting 30 minutes reordering everything.
What a good app for self-employed delivery people should have (quick list)
If you're comparing options (including any “free routes app”), ask yourself these questions:
- Does it save me time? formerly to exit (load data)?
- Does it save me time? during the route (navigation + changes as you go)?
- Will you leave me evidence and traceability Of what I did?
- Will you help me reduce kilometers and gas?
- Is it easy to use without fighting with eternal menus?
- Is 1—2 days of use per month profitable for me?
If any answer is “no”, that app is probably not meant for real distribution.
Routal Drivers: the tool designed for everyday delivery
Routal is a last-mile planning and optimization platform. AND Routal Drivers It is the part that the delivery person uses to execute routes, manage stops and record deliveries with traceability.
What Routal Drivers provides (and why it matters to the self-employed)
1) Ease of use: reading labels to load data in less than 1 second
Here's the change in mentality: Stop typing or dictating directions.
With Routal Drivers you can Read labels and detect key data directly from the label itself to load stops very quickly. Less friction = fewer errors = you sell sooner = you deliver more.
Golden tip: if you spend 20—30 minutes “entering directions” at the start of your day, you're already losing money before you start.
2) Time and fuel savings (up to 1h + up to 30% in fuel)
When you reduce laps, roundabouts, poorly ordered stops and unnecessary kilometers, the savings fall by itself. In real operations, optimization can translate into Up to 1 hour less on the road and up to 30% fuel savings, depending on the type of distribution and the area.
And be careful: saving fuel is not just about “paying less”. It is also:
- less wear and tear on the vehicle,
- less stress,
- more deliveries per hour,
- more margin per day.
3) Traceability of all orders placed
This is key for the autonomous deliveryman: If it is not registered, it is as if it had not happened (and then comes the messes).
With traceability, you can:
- prove that you delivered,
- justify incidents,
- avoid disputes,
- and have a clear history of your work.
4) Very affordable price
In the gig economy, any tool has to be cost-effective. Point.
The idea isn't to “buy software”, it's Buy time and margin. If a tool saves you gas and 30—60 minutes a day, it usually pays for itself.
5) Trust: used by delivery people who work for big brands
Routal Drivers is already used by thousands of delivery people linked to demanding brands and operations such as DPD, Seur, DHL, Express Mail, as well as other brands in Mexico, Brazil and different markets.
Translation: it's not a “toy” app. It is designed for the reality of the cast.
Tips for self-employed delivery people: habits that increase your margin (really)
Here are some practical tips (without posturing) that you can apply today.
1) Stop typing or dictating directions: automate charging
Each address you type is:
- Time-out,
- risk of error,
- and a small “microstress” repeated 50 times a day.
Move to a system that captures data from the label and turn that into route-ready stops. If you can charge in seconds what used to take half an hour, you're already winning.
2) Don't keep papers: keep track (so they don't “forget” to pay you)
The paper gets lost, it gets wet, it breaks, it stays in the van. And in the end, when it comes to claiming, there's no easy way.
With digital traceability:
- you have evidence,
- You have a history,
- and you reduce the “I don't see it in the system”.
To put it bluntly: If you depend on papers, you are giving away control.
3) Add extra smart stops (yes, it also counts)
This trick seems silly, but it makes a difference: Set your usual gas station as a stop (or the point where you always stop halfway).
Why?
- You integrate it into your real sequence.
- You plan to refuel at the most efficient time.
- You avoid “going out for a moment” which then breaks your order.
Other useful extra stops:
- collection point for returns,
- warehouse or hub,
- short rest area,
- recommended parking for a conflicted area.
4) Reduce calls with a “hyphen” of messages
When you're in a hurry, calling 12 customers is wasting half a life. Better:
- a standard message upon arrival in the area,
- another one for “I'm at the door”,
- and one of “not located, I'll come back if you confirm”.
If your tool helps you centralize this and record the incident, all the better.
5) Group by zones, not by “what I want”
The typical mistake: “jumping” because you like one direction better than the other. That kills your mileage.
Think in blocks:
- zone A (all),
- zone B (all),
- zone C (all).
And within the block, it optimizes the order.
6) Have an incident plan (and always execute it the same)
Improvisation wastes your time and leaves you without tests. Define a flow:
- Not responding → message.
- Wait X minutes.
- Mark incidence.
- Next stop.
- Second attempt in the end if it pays off.
Consistency is productivity.
7) Measure your day with 3 simple numbers
You don't need a giant Excel. Alone:
- total hours on the road,
- kilometers,
- completed deliveries.
With that you can see if you are improving or not. And when a tool helps you download them, you notice it quickly.
“I'm looking for a free routes app”: what to look at before deciding
It's normal to look for a Free routes app to begin with. But beware: many free options have limits right where it hurts the most:
- manual loading of addresses,
- little flexibility for changes,
- without real traceability,
- without consistent evidence,
- or without useful optimization when you have a lot of stops.
Rule of thumb:
- If you make few sporadic stops, a basic option may work.
- If you deliver on a daily basis, “free” is often expensive in terms of time, errors and gas.
The important thing is the return: If an app saves you 30—60 minutes and reduces kilometers, it already pays.
Mini checklist: your ideal route before starting (5 minutes)
Before you go out, check this out:
- ✅ Are the stops loaded without errors (without typing one by one)?
- ✅ Do you have a logical order by zones?
- ✅ Have you added your gas station/extra stops?
- ✅ Are you clear about the incident plan?
- ✅ Are you going to record traceable (paperless) deliveries?
If you stick to this 4 out of 5 days, your week changes.
Frequently Asked Questions (FAQ) for self-employed delivery people
What is Routal Drivers?
It's a tool for delivery people that helps you to: Load stops quickly, execute routes, manage deliveries and incidents and maintain traceability of all orders placed.
Can you really save gas with an app?
Yes, if the app avoids:
- unnecessary kilometers,
- turned around in bad order,
- poorly managed reattempts,
- and allows you to adapt quickly to changes.
Depending on the area and volume, the savings can be very significant (in some cases, up to 30%).
Does it work if I'm a self-employed deliveryman and don't have a “team”?
Precisely: when you go alone, every minute counts. Automating loading stops and recording deliveries with traceability takes away invisible work.
What's the difference between a basic route app and one designed for delivery?
Those designed for distribution focus on:
- fast loading (for example, reading labels),
- route execution,
- incidents,
- evidence,
- and full traceability.
Are Routal Drivers used by people who work with large operations?
Yes, there are delivery people working with operations linked to DPD, Seur, DHL, Express Mail, in addition to other brands in markets such as Mexico and Brazil.
Closure: in the gig economy, your advantage is the system (not luck)
To be a self-employed delivery driver today is to compete with the clock, the traffic and the margin. The good news is that you don't have to do it “by hand”.
If you want to survive (and win) in the modern cast:
- automates the loading of addresses,
- leave the paper,
- records traceability,
- optimize your stops (including “no deliveries”, such as refueling),
- and turn it into a repeatable system.
Routal Drivers is designed just for that: so that your day depends less on improvising and more on performing well.
Do you want to see what your route would be like with label reading and full traceability? Enter Routal and discover Routal Drivers.
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If in 2024—2025 you already noticed that the last mile was “getting serious”, 2026 is the year in which many restrictions they cease to be a rarity and become part of everyday life: low emission zones (ZBE) more extensive, finer controls by schedule, and an operational reality that can no longer be ignored: The electric charge (and its real impact on routes, times and costs).
The good news: these restrictions don't just “suffer”. Well managed, they become a competitive advantage. And that's where a tool of route optimization and automatic planning how Routal makes a difference.
What are logistics restrictions (and why in 2026 they affect you more than before)
When we talk about What are restrictions In urban logistics, we refer to all those rules that limit By where, when and With what You can operate:
- Access: streets or perimeters where certain vehicles cannot enter.
- Schedule: stripes where you can distribute/upload/unload.
- Parking and stops: maximum time, enabled zones, controls.
- Emissions and vehicle type: environmental label, weight, dimensions, noise.
- Energy: autonomy, charging times, availability of points.
In 2026, the piece that changes the most on the board are the low emission zones: Law 7/2021 and its subsequent development require ZBE in municipalities with more than 50,000 inhabitants (and other cases), with common requirements defined by state regulations.
Operational translation: more cities, more perimeters, more casuistics... and more need to plan well.
1) ZBE in 2026: the “mother” restriction that conditions your route
Low-emission zones: what they have in common (even if each city is a world)
The state framework states that a ZBE is a delimited area where they apply access, traffic and parking restrictions according to the polluting potential of the vehicle, using the corresponding classification (labels).
In addition, the Royal Decree that regulates ZBEs seeks minimum homogeneity: measurable objectives, delimitation, access conditions, and follow-up/monitoring.
Real example: Barcelona (ZBE active with fixed schedule)
In the metropolitan area of Barcelona, the ZBE works on weekdays from Monday to Friday from 7:00 to 20:00, with conditional access to a clean vehicle or authorization/exception.
What does this mean in practice?
That if your operation enters that perimeter, the Route schedule And the type of fleet they become a strategic decision, not a detail.
Real example: Madrid (case studies and moratoriums)
Madrid is a clear example of why “knowing that there is a ZBE” is not enough: there are nuances depending on the type and location of the vehicle. At the end of 2025, the extension of the moratorium for certain unlabeled vehicles was announced. Registered Until the December 31, 2026, with specific exceptions (for example, special protection areas).
Lesson: if you plan “by eye” or with generic rules, you are exposed to:
- unfeasible routes,
- delays,
- sanctions,
- and customers angry about ETAs that aren't being met.
2) Time windows: the silent restriction that burns the most money
Las Time windows (time windows) are the classic “if you are late, you are no longer served” or “it only downloads from 8:00 to 11:00”. And in 2026 they are more critical for two reasons:
- Cities are ordering space: more control over loading/unloading, access by sections, and even activation of restrictions for episodes (pollution, events, etc.).
- The ZBE itself usually has schedules (such as Barcelona: 7:00 — 20:00 on weekdays).
Result: Your route no longer competes against traffic alone. Compete against the clock.
3) Electric charge: the new restriction (and the opportunity) in the last mile
Electrifying a city fleet makes sense... until you try to fit in with reality:
- variable range depending on load, temperature, driving style,
- load times that are not “one minute”,
- busy or off-road spots,
- need to plan “power outages” just like you plan deliveries.
And here is an important point: the state regulations of ZBE push to provide charging infrastructure, including minimum objectives for implementing charging points inside and outside ZBE.
Translation: electric charge ceases to be a “topic of the future”. In 2026, it is already a condition of operation and planning.
How to improve your operations in 2026 using Routal (optimization + automatic planning)
The key is not to have “more people coordinating”. It is to have a system that Understand the restrictions and optimize with them.
Here's a practical (very day-to-day) approach to landing it in Routal.
Step 1: Turn restrictions into rules (not reminders)
In many companies, the restrictions live on:
- an Excel,
- the head of a planner,
- or a “remember that we don't enter that area” message.
That doesn't scale.
With Routal, the goal is for restrictions to be planning parameters, for example:
- Zones: defines operational perimeters (ZBE, limited-access zones, conflict areas).
- Vehicles: classify your fleet by capacity, type (diesel/hybrid/electric), and compatibility with certain areas.
- Customers/stops: assign Time windows, service times, and conditions (delivery by hand, with signature, etc.).
Immediate impact: the plan ceases to depend on “remembering”.
Step 2: Plan with real time windows (and reduce “bounce”)
When you seriously model time windows, two good things happen:
- The optimizer avoids routes that “on paper” are short but operationally impossible.
- You reduce failed deliveries (and the hidden cost of the second round).
Practical tip:
- If your windows are “soft” (ideal but negotiable), create wider ranges.
- If they're “tough” (if you're late they won't take care of you), keep them strict.
Routal can prioritize window compliance and balance workload between drivers, preventing “always the same one” from the hell of impossible stops.
Step 3: Integrate the electrical charge as one more stop (energy = time)
If you have (or are going to have) electric cars, in 2026 the winning mentality is:
Charging is not an event. It's a part of the route.
What does “get him into the plan” mean?
- Define realistic range per vehicle.
- Estimate charging time (fast/slow) depending on your operation.
- Decide strategy:
- night charging + closed route,
- or microcharges planned to extend shifts.
In an optimizer, this translates to restrictions and stops: if you don't model it, the plan will turn out nice... and it'll break at 12:30.
Step 4: Use automatic planning to gain consistency (and not just “make routes”)
In 2026, the difference is in consistency:
- same level of service every day,
- less improvisation,
- fewer “heroic routes” that rely on a skilled driver.
With automatic planning, you can:
- generate routes in minutes with the restrictions already included,
- simulate scenarios (what happens if I close this area? If I electrify this 20% of the fleet?) ,
- balancing workload,
- and adjust quickly to peaks in demand.
Step 5: Monitor and recalculate when the day changes (because it will change)
Restrictions + traffic + incidents = the perfect plan is short-lived.
What you need is:
- route tracking,
- control of compliance with time windows,
- and ability to react without “breaking everything”.
With Routal, the idea is that the plan is not a PDF: it is a living system, with visibility for planner, driver and customer (ETAs and communication).
Checklist 2026: the minimum to avoid suffering (and start to improve)
If you want a “quick win”, check this out:
- Do I have my maps mapped zones critical (ZBE and other urban restrictions)?
- Is my fleet classified by compatibility (which vehicles can enter where)?
- Do my stops have Time windows real (not “throughout the day”)?
- Have I incorporated the Electric charge (autonomy + times) as part of the plan?
- Am I using an optimizer that respects restrictions or am I still “fixing” routes?
FAQs
What are logistics restrictions?
These are rules that condition the distribution: limited access, delivery times, parking regulations, emission requirements and, increasingly, energy needs (electrical charge).
What are low-emission zones?
Son zones delimited by a public administration where access/circulation/parking restrictions apply to vehicles according to their level of emissions, with the objective of improving air quality and mitigating emissions.
Why is 2026 a tipping point?
Because the implementation/operation of ZBE is generalized in more municipalities and operational control is tightened: more perimeters, more schedules, more cases and more impact on daily planning.
2026 isn't about “more restrictions”, it's about “better planning”
Yes, there will be more restrictions. But the change in mentality is this:
- Companies that continue to plan “as usual” will have more delays, more empty kilometers and more incidents.
- Those that convert restrictions into optimizer rules (ZBE + time windows + electrical load) will distribute better, with less stress and more margin.
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If you work in delivery, distribution or road services, there is a time when Excel ceases to be “a solution” and becomes the bottleneck. Not because Excel is bad (in fact, it's brilliant for a lot of things), but because Logistic operations are growing in complexity faster than spreadsheets.
And when that happens, the symptoms begin: routes that don't add up, drivers waiting for instructions, calls from customers asking “what time are you arriving?” , duplicate data, last-minute changes that break the schedule, and an entire team living in “putting out fires” mode.
In this article we are going to see Why Excel slows growth, what signs are already telling you this, and how to switch to logistics software without suffering (and above all, without losing control).
Why Excel “works”... until it stops
Excel (and its cousins: Google Sheets, CSVs, legacy templates) is often the first tool for organizing deliveries. It's cheap, flexible and everyone knows it.
The problem is that The last mile is not an Excel. It's a living system:
- Orders that arrive late
- Incomplete addresses
- Time windows
- Priorities
- Concidences
- Delivery confirmations
- Reattempts
- Customers who change the time
- Traffic, Weather, and Reality
As long as the volume is small, you can handle it. When you grow up, Excel doesn't scale with your operation: Only chaos escalates.
7 signs that Excel is already holding back your logistics
1) “The perfect route” depends on a person
If there is someone who “knows how to do it” and without that person planning suffers, you don't have a process: you have a hero. And that's not scalable.
2) Infinite versions: final_v3_ahora_sí.xlsx
Who has the latest version? What changed? Why does the driver have another list? Excel isn't meant for real-time operational version control.
3) Last-minute changes = redo everything
Adding 5 urgent stops shouldn't force you to redo 12 routes by hand. But with Excel, it usually happens.
4) There is no visibility en route
When your drivers leave, Excel stays in the office. And what happens on the street translates into calls, WhatsApp and “I'll tell you later”.
5) The customer forces you to play fortune teller
Without reliable arrival times (ETAs), the customer asks. And if you ask, your team answers. And if he answers, he gets distracted. Result: more errors.
6) The data is “dirty” (and more every week)
Misspelled addresses, faulty phones, incomplete zip codes, confusing notes... Excel doesn't force you to standardize. And if you don't standardize, Do you grow on weak data.
7) Measuring KPIs is hell
If to know punctuality, km, productivity or incidents you need to “cross” three sheets, you are losing the most valuable thing: learning.
The hidden cost of Excel: it's not the license, it's the time (and the errors)
Excel doesn't cost you money... but it costs you:
- Manual planning hours (every day, every week)
- Copy/paste errors
- Misassigned stops
- Dissatisfied customers
- Extra km
- Frustrated drivers
- Decisions based on “intuition”
- Missed opportunities Because your team is saturated
And what's worse: when it's time to grow (more areas, more fleet, more orders), Excel doesn't keep up. It forces you to choose between:
- Grow and lose quality, or
- Maintain quality and not grow
“But we already have a process in Excel...” (and that's why it hurts to change)
Totally normal. Excel becomes “the system” over time: macros, validations, tabs by zones, colors, formulas... and a sense of control.
Change is scary for two reasons:
- Fear of losing that control
- Fear of slow and traumatic migration
The good news: migrating to logistics software today has nothing to do with those eternal projects of years ago.
At Routal, there are customers who have implemented the solution in less than 24 hours. If you're already working in Excel, you'll need less than 5 minutes to see your planned routes.
The biggest enemy of scaling: data quality
Here comes a key (and very real) topic: before optimizing routes, you have to Clear data.
Your operation is only as good as the information you give it. If your addresses, phone numbers or time windows are wrong, any planning suffers.
Classic example: “Phone number in Excel”
Yes, it sounds like a strange search, but it's one of the most common problems.
- Phones without a prefix (+34?)
- Numbers with spaces, hyphens or text (“Call first” inside the field)
- Zeros on the left that disappear
- Excel interpreting the number as a formula or scientific notation
Result: the driver is unable to call, the customer is not notified and delivery is complicated.
Quick tip: In Excel, treat the phone as text, not as a number. And it standardises format (for example: +34XXXXXXXXX).
If your team has ever searched for “phone number in excel”, you know what we're talking about: when the data isn't standardized, the operation breaks down.
When everything comes in CSV: “From csv to Excel” is not the ultimate goal
Another everyday classic: you download eCommerce/ERP orders in CSV, convert them and work them in Excel.
The “csv to excel” search is common because the flow is usually:
- Export CSV
- I open it in Excel
- I clean it “as I can”
- Distribution by route
- I'm back to exporting/printing/sending via WhatsApp
It works... until you have:
- Multiple order channels
- Several warehouses
- Different time slots
- Incidents
- Reattempts
- Live tracking
That's when logistics software gives you a huge advantage: connect data, planning and execution in a single flow, without relying on conversions and patches.
What logistics software does that Excel can't do (without going crazy)
1) Automatic route optimization (for real)
Don't “sort by zip code”. We talk about taking into account:
- Vehicle capacity
- Time windows
- Priorities
- Service times
- Restrictions (zones, schedules, vehicle types)
- Reduce km and more deliveries per route and time
2) Replanning in minutes
Urgent orders, cancellations, incidents... good software allows you to reoptimize without redoing everything by hand. 2 clicks.
3) Driver app and proof of delivery
Drivers need:
- Clear list of stops
- Navigation
- State per stop
- Notes and evidence (photo, signature, incidents)
Excel doesn't run on the street. Software, like Routal, yes.
4) Tracking and ETAs for the customer
Fewer calls. More trust.
- Real-time (or quasi-real) tracking
- Delay Notices
- Updated ETA
- More professional experience
- Better perception of the service (and that's happy repeat customers)
5) Metrics, KPIs and continuous improvement
No data, no improvements. Software helps you measure:
- Punctuality
- Km per delivery
- Deliveries by the hour
- Service times
- Incidents
- NPS/Satisfaction
The intelligent change: it's not “throwing away Excel”, it's professionalizing operations
Here's an important idea: Excel doesn't disappear. It is still useful for spot analysis, reporting, or preparing data.
What changes is this:
- Excel ceases to be the “center” of your logistics
- It becomes a support, not the engine
The engine should be a system designed to plan, optimize and monitor routes.
How to move from Excel to logistics software without drama (step by step)
Step 1: Identify your “minimum viable template”
Don't try to migrate 25 tabs and 300 columns. Start with the basics:
- Order ID
- name
- Full address
- city/CP
- Time window
- telephone
- notes
- packages/weight (if applicable)
Step 2: Standardize and Clear data
This is where migration is won (or lost).
Quick checklist for Clear data:
- Separate addresses (street/number/city/zip code)
- Consistent format phones (+34XXXXX)
- Unified time windows (HH:MM-HH:MM)
- Elimination of duplicates
- Defined mandatory fields
- Clear operational notes
Step 3: Start with an area or a type of route
Drive with a route, build trust in your team:
- A route
- An area
- A warehouse
- A team of drivers
- A type of service (delivery, installation, collection)
Step 4: Measure impact with simple KPIs
Before vs. After:
- Planning time
- Total km
- Deliveries by route
- Punctuality
- Incoming calls from “when are you arriving?”
Step 5: Scale with control
When the pilot works, you expand with confidence.
Where does Routal fit into all this?
Routal is designed just for this leap: moving from manual (and fragile) planning to scalable logistics.
With Routal you can:
- plan and optimize routes In minutes
- manage real last-mile restrictions
- Give your drivers a app to execute routes and report states
- provide the customer with follow-up and communication
- collect feedback with satisfaction surveys
- have visibility and data to improve every week
In short: less Excel “extinguishes fireworks” and more solid, measurable and scalable operation.
FAQs
“What if my Excel is very advanced?”
The more advanced, the more signs that you're already forcing a generalist tool for a specialized problem. If you rely on manual macros and processes, the risk grows with volume.
“Does switching to software mean losing flexibility?”
You usually gain operational flexibility (replan, monitor, communicate). And you maintain analytical flexibility by using exports or integrations when you need them.
“What's wrong with my CSV flow?”
You can still import/export when necessary, but the goal is that everyday life does not depend on “csv to excel” as the main chain of the process.
Conclusion: Excel is not the enemy... but it is the brake when you want to grow
Excel is a great tool. The problem is when you try to do with Excel what it requires:
- Optimization
- Route execution
- Traceability
- Communication with the customer
- Continuous improvement with data
If your operation is growing, the time to change isn't “when it's impossible.” It is When you can still do it with control.
Do you want to see what your operation would be like without the chaos of Excel?
If you want, we'll show you Routal with your real cases (zones, fleet, time windows, types of delivery) so you can see how much time and km you can save, and how it improves the driver and customer experience.
👉 Request a demo of Routal and we'll see it together.





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