Example use case, not a customer story
How a national waste operator would run on QWTN
Many depots, thousands of customers and a head office that needs control without slowing the depots down.
- Manydepots, run locally
- 1,000sof customers
- 100sof jobs a day
- £69Fleet, a month
An invented business. The team, fleet and volume figures are assumptions for this example, not results from a customer.
Who they are and what goes wrong
A waste operator with depots across the country, thousands of commercial and public sector customers and hundreds of jobs a day. Depot managers run their own patch. A head office team owns finance, compliance and IT.
Each region has its own way of working. Head office cannot see who changed a price, who approved a credit, or who deleted a record, and an auditor asks for exactly that.
Moving thousands of customers, sites and contracts from old systems is a project in its own right, and so is joining people up to the company’s identity provider.
- Business
- National collection and disposal
- Team
- Hundreds, across depots and a head office
- Customers
- Thousands, many with multiple sites
- Needs
- Control, an audit trail and single sign-on
- Starting point
- Several regional systems and spreadsheets
How a rollout and a working day look
- MigrationImport in the right orderThe import tool reads CSV, XLSX and XLS files up to 200,000 rows and 40 MB: clients, client sites, containers, vehicles, contracts with rate lines, recurring schedules, then historical jobs and transfer notes. Each row is marked OK, warning or error with a reason before anything is saved. Undo puts back what an import changed, and is refused with an explanation if other records now depend on it.
- AccessJoin up with company sign-inSAML single sign-on works with Google Workspace and Microsoft Entra ID, and SCIM provisioning adds and removes people from the identity provider. Both are enabled on request. Two-factor sign-in is available and a team can require it by role.
- RolesGive each person what their job needsOffice, finance, H&S, transport, auditor and driver roles, plus custom roles built from 30+ permissions with a side-by-side comparison. Depot-restricted users only see their depot. The team page has search, role and depot filters, bulk role changes and bulk invites.
- ControlsPut sign-off where it mattersApprovals can require sign-off for credit notes or billing runs over an amount, price and contract changes, and deletions, before they happen.
- Month endLet big jobs run in the backgroundBilling runs of more than 1,500 invoices are created in batches and carry on if the tab is closed, with a progress bar and a notification when done. Bulk reminders and signature requests, large exports and ZIP downloads run the same way, and resume where they stopped if a server fails, without billing or emailing twice.
- AuditAnswer who changed whatEvery create, edit and delete on notes, consignments, collections, clients, invoices, contracts, vehicles and settings is kept with who, role, when, source and old and new values. Search it team-wide, export it, put a legal hold on a customer’s records, and read it into the company’s own tools through the API.
What they use
Roles, depots and approvals
Custom roles, side-by-side comparison, depot restriction and approval rules.
Roles and depotsChange history, legal hold and retention
Append-only audit trail with CSV export. Retention you set, never shorter than the legal minimum.
Change historySAML SSO and SCIM
Google Workspace and Microsoft Entra ID, with two-factor sign-in, enabled on request.
Security and trustImport with undo
Eight record types in a fixed order, checked row by row, saved column mappings per source system.
Import your dataBackground jobs
Progress, cancel and retry on every big job, with each job picked up again if a server stops.
Background jobsDispatch at volume and the live board
Group the schedule by driver, vehicle or status, bulk assign, reschedule and cancel, and watch the day on one screen.
Dispatch at volume
What it looks like
Panels rebuilt from the real screens, with made-up example data.
- 14 Oct, 09:12Priya ShahAppInvoice INV-20418StatusDraftIssued
- 14 Oct, 08:47Key qwtn_live_7f3aAPIClient Example Retail GroupPayment terms30 days14 days
- 13 Oct, 16:30Dan OkaforDriver appJob J-88231Weight4.2 t4.6 t
- 13 Oct, 02:00Annual upliftAutomaticContract C-114Per lift£84.00£88.20
| Permission | Office | Finance | Driver | Auditor |
|---|---|---|---|---|
| See jobs and notes | ||||
| Issue transfer notes | ||||
| Raise invoices | ||||
| Issue credit notes | ||||
| Approve billing runs | ||||
| Change contracts |
Measured in our own tests
- 60users in one test account
- 2,500customers
- 35,000+jobs, with 12,000+ notes and 10,000+ invoices
- 2,151invoices in a test billing run, in under two minutes
Measured on one load-test account, not a customer result. Lists page on the server and each opened in about a second. The billing run had 38,240 invoice lines. Times depend on your data and connection.
The plan that fits
Fleet, and a conversation about the move
There is no separate enterprise plan today. Everything on this page is in the product now: roles, approvals, change history and the portal are on Carrier and Fleet or every plan, and the API, unlimited people and dedicated support are on Fleet. For an operation this size, talk to us about the migration.
What would change it. Fleet already includes the API, unlimited people and dedicated support, so there is no higher tier to move to.
Compare every plan- Fleet£69 a month, or £690 a year
- Unlimitedpeople on this plan
No VAT charged. QWTN is not VAT-registered, so the price you see is the price you pay.
What to check first
The plan and feature details that matter most for this example.
- Our largest test account has 60 users and 2,500 customers. Beyond that range we have not tested, so talk to us before moving a very large operation.
- SSO and SCIM are enabled on request rather than self-service.
- Digital waste tracking submission for receiving sites is going through Defra production approval. Check the in-app status before relying on it.
Talk through your operation
Tell us how many depots, users and customers you run, and we will show you QWTN with your kind of day.
Example use cases are illustrations, not customer stories.