Tasfreight

Case Study: The new cloud platform has not only reduced administrative burden but also created a smoother, more transparent process for both employees and management.

Tasfreight’s digital workforce transformation journey

Tasfreight operates across five states with a highly mobile workforce. Looking to modernise operations, they partnered with OneAdvanced to digitise workforce management processes and replace manual, paper-heavy admin with a streamlined, integrated system.

Confidence in payroll, accurate awards and a smoother month-end.

Before OneAdvanced, payroll was weighed down by manual entry, inconsistent timesheets and complicated award interpretation. Errors were common, reconciliation was time-consuming and operations and HR regularly spent days sorting out discrepancies.

Stuart’s perspective highlights a complete shift: automation has cut out human error, award interpretation is applied consistently and payroll now runs with accuracy, speed, and compliance.

Top Improvements Stuart Identifies:

Award interpretation is now automatic, removing risk and manual overrides.
Payroll discrepancies have dropped significantly, saving hours each cycle.
HR and operations now work from the same live data, improving decisions.

Everyday efficiency, fewer headaches and a system that just works.

Malcolm’s experience with the new Time & Attendance system captures the operational reality: faster starts, smoother days, and far less admin. Shifting from a manual, paper-heavy process to a modern, automated workflow removed friction across the yard and the office. The new clock-in/out process is simple, reliable and easy for teams to adopt - even for long-tenured operational staff.

Key Improvements Malcolm Highlights:

Far less paperwork and fewer end-of-day corrections.
Quicker, cleaner start and finish times with real-time visibility.
A noticeable lift in accuracy and fairness across rosters and hours worked.

Malcolm describes the system in one word: “Effortless.”

The digital evolution of Tasfreight’s workforce operations: from manual processes to modern efficiency

Tasfreight operates across five Australian states with more than 200 employees, a mix of depot-based teams, long-distance drivers, and on-road staff working across multiple customer locations. Managing such a dispersed workforce using manual, paper-based timecards created significant operational strain for both payroll and operations.

Timecards had to be photocopied, scanned or faxed back to head office every week, often incomplete or delayed, which contributed to weekend payroll cycles, inconsistent data, and an increasing margin for human error.

As Stuart Nicholls, Company Secretary at Tasfreight, put it:

“We were very manual… everything needed to be scanned or faxed for 200+ employees. It was okay, but there was definitely a better way. You want to work smarter, not harder.”

Across the business, leaders knew visibility was limited. Yard supervisors and interstate managers each had their own process — meaning the company lacked a real-time view of who was on-site, who was on the road, and who was available.

Operations Manager Malcolm Dart described it simply:

“Before the system, everything was on paper… you had to work out each person’s hours individually. With this system it’s literally just a click of a button.”
Manual processes weren’t just slow — they were holding the business back.

Key issues included:

A reliance on honesty-based timecards and handwritten hours

No real-time workforce visibility across all locations

Complex award rules that required manual calculation (per-km rates, allowances, shifts)

A heavy administrative load on payroll, creating Saturday processing

Limited ability for supervisors to quickly identify attendance, leave, or discrepancies

No streamlined way to support a national footprint with accurate data

Tasfreight recognised that as the business grew and customer expectations increased, these processes would limit their ability to scale effectively.

“If you’re going to do the journey, you do it properly. If you're bringing in a system, it needs to be integrated and give you all the benefits. OneAdvanced ticked all those boxes.” - Stuart
Tasfreight implemented OneAdvanced Time & Attendance to modernise and digitise its workforce operations across every state.

The goal: a fully automated, integrated T&A experience that removed manual effort, ensured award interpretation accuracy, and provided real-time oversight across every depot and every driver.

Core capabilities introduced:

Real-time visibility of staff across all locations (including interstate)

Automated award interpretation for complex per-kilometer and shift rules

Mobile clocking for drivers who start/finish at customer sites

Biometric options to support on-site accuracy

Seamless integration with TasFreight’s payroll process

Instant exception alerts with easy rectification tools

Malcolm summarised the shift - “I can look at the system and see who’s on-site anywhere in Australia, instantly. It gives you a whole extra level of management ability.”
Tasfreight’s digital transformation delivered immediate and sustained benefits:

Operational Wins

Complete removal of paper timecards

Automated workflows that eliminated weekend payroll processing

Full location-by-location visibility, including interstate operations

Faster, simpler, more accurate shift and allowance management

People & Culture Wins

Improved employee experience through accurate, transparent hours

More consistency and fairness in pay interpretation

Clearer management control and easier exception handling

Business Outcomes

A scalable, future-ready workforce management foundation

Reduced manual effort across payroll and operations

Time savings allowing leaders to focus on service delivery — a key differentiator in the competitive freight industry

“It was easy to sell to management. It’s better for employees and better for the business. They know they’re getting paid correctly - and so do we.” — Stuart

A unified view: Modernising workforce management across every site

Stuart and Malcolm describe a business that had grown beyond the limits of manual, paper-based processes. With operations spread across five states and more than 200 employees, managing timesheets, hours worked and award variations required scanning, faxing and re-entering data every week - creating unnecessary admin, delays and risk.

By digitising Time & Attendance with OneAdvanced, Trasfreight moved to a real-time, automated system that gives both finance and operations teams full visibility across every depot. Leaders can instantly see who is on-site, who is on leave, and whether hours have been captured correctly, improving fairness for employees and accuracy for the business. The system has become a seamless part of their Australia-wide freight operations, offering time savings, reliable data and an easier experience for staff and managers alike.