Your Excel sheet doesn’t drive trucks
But it might be the closest thing you’ll get to a route planner – and it’s costing you more than you think.
Learn more about why: LINK
Excel presents challenges
- Manual data input = Errors, inconsistency, wasted time
- No real-time update = Outdated transportation plans
- Scalability issues = Files crash with large amounts of data
- Lack of integration = duplication of work across systems
- Limited security = Vulnerable data without access control
- No visualization = Difficult to navigate complex networks
The hidden cost of manual planning
In many transportation companies, the day still starts with opening a spreadsheet. Columns of drivers, routes, addresses and times – set up with care and good will. And it works. Until it doesn’t.
An Excel sheet is a static document. It doesn’t know that there is a traffic jam on the highway. It doesn’t register that a delivery address has changed. It can’t distribute a new rush order to the cars that are already out. Nor does it say anything when a driver is two hours late and five customers are waiting.
It’s not the spreadsheet file itself that’s the problem. It’s everything that happens around it. Phone calls to confirm routes. Emails to send changes. New versions of the file landing in multiple inboxes at the same time. And the dispatcher who is the only one who knows the full truth about what’s going on out there.
When all knowledge lives in one person’s head and one spreadsheet, the company is vulnerable. Illness, vacation, mistakes – and suddenly no one knows who is driving what, when and for whom.
What automatic route optimization actually does
A modern TMS platform with route optimization doesn’t just calculate the shortest route. It takes into account:
- Customer time windows – when can deliveries be made?
- Vehicle capacity and type
- Drivers’ driving and rest time rules
- Real-time traffic and dynamic changes throughout the day
- Prioritize urgent orders without disrupting the rest of the plan
The result is not just a shorter route. It’s a plan that actually sticks – and can be adjusted live when reality changes.
From 5 hours to 20 minutes
Companies that switch from manual Excel planning to automated route optimization typically report a 70-85% reduction in planning time. Fuel consumption drops by 5-25% depending on route and task complexity. And the number of “what’s up” calls from customers drops significantly because the system proactively communicates status.
Excel is a great calculation tool. It’s just not built to drive trucks.
Read more about automatic route optimization on STRA.com: Route Planning and Optimization →
More about Excel: LINK
Case
One driver heading towards Aarhus – and 4,500 kroner saved
A driver is driving towards Aarhus with a malfunctioning Telepass device. Without Lumesia, no one notices until the Danish Transport Authority issues a fine of DKK 4,500. With Lumesia, the fleet manager and driver receive a warning in time – and the fine is avoided. With the toll network expanding to 75,000 km by 2028, these situations will only become more frequent.
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STRA.com’s goal is to motivate and support companies in their efforts to reduce their environmental footprint while optimizing their operations. We believe that it is possible to achieve economic growth while taking care of the planet, and we are dedicated to supporting companies in this important journey towards a more sustainable future.
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