One word I’d use to sum up Qargo? Industry-leading. You don’t realise how in depth it really is until you get set up and start delving into it.
— Lewis McGregor-Smith, Transport Manager, Pass Logistics
About Pass Logistics
Pass Logistics started with a man and a van, and nine years on, they’re a multi-million pound operation with multiple divisions: Pass Haulage, Pass SameDay, Pass Rail, Pass Warehouse, and Pass Renewables.
The transport division — 16 artics and three vans — is where Qargo lives. It’s a team that covers a wide range of customers and sectors, from packaging to ambient food, household goods to leisure, and even container work brought into their yard for destuffing and cross-docking.
How they found Qargo
Pass Logistics felt that the legacy TMS that they were using was no longer fitting their requirements. One of the team knew David Shawcross, Business Development Director UK&IE at Qargo, from a previous role and reached out to learn more about the platform.
David came on-site, walked the team through the platform, and that was that. “We were instantly sold. We didn’t quite realise the capability that other TMSs had until David came in and really showed us what it was about.”
A local haulage company Pass Logistics worked closely with was already on Qargo and had nothing but praise for it. Their validation helped seal the deal.
The challenge
Pass Logistics had been running on a legacy TMS which was no longer supporting the needs of the business – from Lewis’ own use right down to what drivers were experiencing on the mobile app.
The lack of web access was another blocker. The legacy platform couldn’t be accessed from a mobile phone, which in an industry that rarely sits still felt like a fundamental gap. And when something went wrong, support was hard to reach. “You had to ring through to their support team, it had to get logged, and you could be waiting a full day for something to be resolved.”
The team knew what they needed: depth, speed, and a system that could grow with them.
Enter Qargo.
The solution
The first thing that changed when moving to Qargo was visibility. Previously, there was no easy way to see a breakdown of customer spend, no margin analysis, no sense of which customers or drivers were most profitable. Qargo’s dashboard changed that immediately.
The main thing is how detailed the data is. We like to see how profitable we’re actually being. Who hasn’t spent with us in the last 60 days? Who are our biggest spenders? What’s our most profitable truck? The dashboard tells you all of that.
For the planning team, the day-to-day became measurably faster. Jobs that used to take five minutes to enter now take between 30 seconds and two minutes on Qargo. Templates, copy-and-paste, bulk job creation for weekly runs — small things that, across on average 150 jobs a week, add up to a significant chunk of time back.
Customer self-service has also become part of how Pass Logistics operates. Customers can log their own jobs directly onto the system, and the moment a resource is assigned, they know exactly when the job will be done. Combined with the live tracking through Samsara, it’s given customers a level of transparency they didn’t have before.
On the AI side, the team uses Qargo’s POD scanning feature. “When you upload a POD, it breaks it all down — who signed for it, the weight, how many pallets. It’s a one-stop shop.”
Then there’s support. Previously, it could take a full day to get an answer to a support query. Now, the AI chatbot handles most questions in seconds — and if it can’t, a human is on it within minutes. “That’s probably 10 minutes max. That’s quite a standout point, really.”
Integrations
Two integrations were central to the switch. Xero was connected before go-live as the finance team needed billing to keep moving from day one. Samsara, their telematics provider, came in shortly after, once the team realised the connection was possible.
That live visibility has become a selling point for Pass Logistics with their own customers.
Onboarding
The Qargo onboarding team came on-site for two full days — one with the transport team, one with finance. Before the Qargo team came on site, Lewis, his planning manager, and the admin team had all spent time in the sandbox, raising questions and getting comfortable with the system.
By the time the team went live in January 2025, they were ready. Their old system was switched off the same day Qargo went live.
“The onboarding was absolutely incredible. The customer service — right down to the finance team getting set up — was just incredible. Not many TMS companies would even care, let alone do that. We felt really confident and comfortable after that full day. We never looked back.”
The results
✅ Dramatically faster job entry – from 5 minutes per job to 30 seconds–2 minutes on Qargo, across an average of 150 jobs a week
✅ Real-time fleet visibility for customers – Samsara integration means live tracking through the Qargo portal, turning visibility into a sales differentiator
✅ Customer self-service job entry – customers log their own jobs and get instant confirmation when a resource is assigned
✅ Deeper business intelligence – dashboard gives full visibility of customer spend, profitability by customer and driver, and inactive accounts
✅ Faster invoicing and improved cashflow – bulk invoice marking and Xero integration have accelerated the billing cycle
✅ AI-powered POD processing – delivery confirmation, signatory, weight, and pallet count captured automatically from uploaded PODs
✅ Support transformed – from a full day’s wait to 10 minutes maximum, with an AI chatbot handling most queries instantly
✅ Team freed up for higher-value work – reduced admin load has given the team space to focus on growth rather than data entry
Final thoughts
For Lewis, the difference between systems isn’t just operational – it’s essential. The data, the speed, the support, the visibility it gives both his team and their customers, all help inform business decisions.
Qargo is a partner. It’s easy to use, and it’s saved us a huge amount of time – and therefore money. I’d fully recommend it to any operator looking for a new TMS.