Oz Oils

Six hours a day of scheduling, down to about thirty minutes

Around 1,300 customer sites, four trucks, two drivers, and three systems that did not talk to each other. One of them was being retired.

The problem

Oz Oils collects used cooking oil from around 1,300 customer sites across south-east Queensland and northern New South Wales, with four trucks and two drivers. Running the schedule meant working across three separate systems, one of which was being retired. Booking and scheduling took about six hours a day. Reschedules came in by phone, and staff kept handwritten notes to spot customers who called before their drums were full. When we imported the data, we found the manual schedule had drifted from the agreed pickup frequency for roughly one customer in three.

What we built

One platform spanning what the three systems used to do, delivered as a two-week fixed-scope build: a scheduling engine that generates recurring pickups by region and day, route planning that optimises stop order starting from each truck's live GPS position, a mobile view for drivers with one-tap navigation and litre and photo capture on completion, self-serve reschedule links for customers, and reports that flag early callers automatically instead of relying on handwritten notes.

How it's measured

Before we built anything, we signed a baseline with the client: the time spent each day on scheduling and booking. That was about six hours. It now takes about thirty minutes, which is close to twenty-seven hours a week back across a five-day week. We work that way on every engagement, and if the number hasn't got there we keep building at no extra cost until it does. Agree the measurement first, then build.

Status

In production since May 2026, running daily.

“We've consolidated 3 systems into one and now have full visibility of our fleet, something we've been chasing for 5 years.”

Scott M, Owner, Oz Oils