Xpress Central

User guide

Everything, in plain English.

Xpress Central runs your whole operation from one screen. Here’s how to drive every part of it — no jargon, no manual the size of a phone book. If you can tap a tile, you can run it.

01

Getting in

Your login is your email. Roles decide what you can see.

  1. Go to your Xpress Central address
    Open the site your owner gave you and press Sign in.
  2. Email + password
    Use the email your login was created with, and the starter password you were given.
  3. Forgot it?
    Press ‘Forgot password?’ on the sign-in screen — a reset link lands in your email. Set a new one and you’re in.
  4. What you see
    You only see the businesses and screens your role allows. A driver sees their run; the office sees the whole deck.
02

The home screen

Everything about the business, one glance. Every number is a door.

  1. The command deck
    On today, Needs you, Owed, Made today — the four numbers that run your day. Click any of them to drill in.
  2. What needs you
    The ranked list of the few things only you can fix — a late run, an overdue invoice. It tells you the fix and the button.
  3. Tiles vs command
    Simple mode shows big tiles a 10-year-old could tap; Pro mode shows the full command centre. Your owner sets the default; you can switch.
  4. Find anything fast
    Press ⌘K (or Ctrl K) to search jobs, customers, invoices, bins — or jump to any page. Press ? any time for quick help.
03

Jobs & dispatch

Quote → schedule → drag to a driver → watch it move.

  1. New job or quote
    Jobs → New. Pick the customer, the site, the service (delivery, swap, collection) and the price. Save it as a quote or book it.
  2. Approve a quote
    Quotes shows everything waiting. Set the price if needed and Approve — it becomes a booked job.
  3. Build the run
    Dispatch → pick the day → add stops in order → assign a driver and truck → Publish. The run lands on the driver’s phone.
  4. Watch it live
    Map shows every truck across your area in real time, gold for the one you’re watching. No ‘did you do it?’ calls.
04

The driver app

Your run for the day, and nothing else. Tap, done, next.

  1. Open your run
    Sign in on your phone — you land on today’s stops in order. Each shows the address, the customer and the job.
  2. Navigate
    Press Navigate to open maps straight to the stop. No typing addresses.
  3. I’m here / Done
    Press ‘I’m here’ when you arrive and ‘Done’ when it’s finished — your GPS + the time are stamped as proof automatically.
  4. Photo proof
    Snap a photo of the drop. It’s attached to the job and goes on the invoice — the end of ‘we never got the bin’.
05

Money

Finished jobs invoice themselves. Overdue chases itself.

  1. Issue an invoice
    Finance → the job → Issue. Or a finished job invoices itself the moment the driver marks it done.
  2. Record a payment
    Open the invoice → Record payment → amount + method (card, EFT, cash, account). The balance updates instantly.
  3. Chase overdue
    Finance → ‘Remind all overdue’ sends reminders to everyone who owes you — reminders and receipts run on their own.
  4. Email a branded invoice
    Open an invoice → Email — the customer gets a clean, branded PDF-style invoice. (Turns on once your email key is set.)
06

People & pay

Your crew, their hours, their pay, their papers.

  1. Add a staff member
    Settings → Users → Add a staff member: name, email, business, role, starter password. Their login is created on the spot.
  2. Log hours
    People → Log hours: person, date, hours, type. Timesheets wait for a manager to approve before they count toward pay.
  3. Set pay & see payslips
    Owners/admins set an hourly or day rate per person and open a payslip for any period. Pay is only visible to managers.
  4. Onboarding & screening
    People shows each worker’s licence, medical and induction — green when valid, red when missing or expired.
07

Paperwork

Drop an invoice, docket or spreadsheet — we file it.

  1. Upload
    Paperwork → pick the business → drop a PDF, photo or CSV. A spreadsheet of customers imports in one go.
  2. Check it
    Uploaded documents show up under ‘Needs a look’ with what was read off them, for a quick confirm.
  3. Confirm → create
    Press Confirm and it becomes real customers/invoices in the system. Reject anything that isn’t right.
08

Reports & settings

Know where you stand, and set the rules.

  1. Reports
    Receivables aging (who owes you and how long), margin by business, loss-making jobs — the numbers that tell you how you’re really going.
  2. Users & roles
    Settings → Users: grant or remove a role per business. Owners manage their own business’s access.
  3. Templates
    Settings → Templates: your logo, colour and wording on invoices and dockets. Everyone then generates them with one tap.
  4. Danger zone
    Owners can reset a single business’s data (to clear a trial). It asks you to type the business name first — there’s no undo.

Stuck on something?

Press ? anywhere in the app for quick help, or ⌘K to search and jump. If an action won’t go through, you’ll get a short plain message telling you why (like an expired rego blocking dispatch) — fix the cause and try again.

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