Business toolkits
Logistics & Transport Business Toolkit
Run the yard side of the business without a pile of spreadsheets. Keep driver and vehicle records straight, see renewal dates coming, write delivery job sheets, plan the day, and log hours, mileage, fuel and servicing. Built for hauliers, couriers, van fleets and small transport operators.
- Records saved to your account, private to you
- Print or save any list as a PDF
- Email reminders before renewal and next due dates
- Free to use, no account needed
- One free Excel or Word download a month, then £1.49 a file or £4.99 a month for unlimited
Free to use. No account needed. Create a free account when you want to save your records, and to get your free monthly download.
Create a free accountTools in this toolkit
Driver Information Tracker
Keep your driver details, licence numbers and categories in one tidy list.
Open toolVehicle Information Tracker
A simple register of your vehicles with registration, make, model and type.
Open toolVehicle Document & Expiry Tracker
Record vehicle paperwork and renewal dates so nothing runs out unnoticed.
Open toolDriver Licence & Qualification Expiry Tracker
Track driver licence and qualification renewal dates in one place.
Open toolDelivery & Job Sheet Generator
Write clear delivery job sheets with customer, address, items and driver, then print.
Open toolDelivery Schedule
Plan the day by driver and vehicle, with the route or stops written down.
Open toolDriver Timesheet
Log driver hours by date, then print for payroll or invoicing.
Open toolMileage Tracker
Record odometer readings and miles by driver, vehicle and purpose.
Open toolFuel & Expense Tracker
Keep fuel and running costs by vehicle and date in one running list.
Open toolCustomer Delivery Information
Store delivery addresses, contacts and site notes for each customer.
Open toolPOD & Document Storage
Keep an index of proof of delivery notes and paperwork by job and date.
Open toolMaintenance Reminders
Log vehicle servicing and set the next due date, with email reminders.
Open toolFree transport templates
How to start a courier business in the UK
Most couriers start with one van and one source of steady work, then add their own customers once the routes and costs make sense. These are the steps in the order most people take them.
Decide how you will find work
You can drive for a parcel network or multi-drop firm as a self-employed owner driver, usually paid per drop or per day, or you can build your own customers such as local shops, trade counters and offices that need same-day runs. Many couriers do both: a network for steady volume, their own customers for better rates.
Register the business
Register with HMRC as self-employed, or set up a limited company with Companies House if that suits you better. Keep records from your first day. You must register for VAT once your taxable turnover goes over £90,000 in any rolling 12 months.
Choose the right van
Most couriers use a van up to 3.5 tonnes. If a vehicle has a gross plated weight over 3,500kg, you need a goods vehicle operator licence. If you plan to carry goods for payment in Europe in a van over 2,500kg, you need a standard international operator licence. Check the plated weight before you buy or lease.
Get the right insurance
Ordinary van insurance usually does not cover paid deliveries. You will normally need hire and reward cover, goods in transit cover and public liability insurance, and networks often set their own minimum levels. Speak to a broker before you commit to a van, because the premium can decide whether the numbers work.
Set up your paperwork from day one
Keep daily vehicle checks, delivery notes and proof of delivery, and a log of mileage, fuel and expenses. You can do all of this free with the vehicle checklist, delivery note, mileage log and driver timesheet.
Price every job properly
Work out what a day on the road really costs you, including fuel, insurance, the van and your own time, before you agree a rate per drop. The free day rate calculator helps you set a floor you will not go below.
What it costs to get started
The main costs are the van, whether you buy, lease or rent it, the insurance, fuel, a phone with a data plan, and any network joining costs. Insurance quotes vary widely by age, postcode and cover, so get two or three before you commit to anything else.
Public sector buyers also tender courier, patient transport and home to school transport work, often route by route, which can suit a small operator once you have insurance and a reliable vehicle. See what is live on the transport tenders page.
This guide is general information, not legal, tax or insurance advice. Check the details for your own situation with HMRC, the DVSA guidance on operator licences and your insurer.
Which package makes sense at this stage
If you are still setting the courier business up, start on the Free plan. It costs nothing, it lets you search and read live contract notices, and it is enough to work out whether public sector work is realistic for you yet.
The admin toolkit itself is free to use and needs no account, so you can build the rotas, checklists and renewal lists from day one. Create a free account if you want those records saved and waiting for you next time, which also gives you one free Excel or Word download each month across all the toolkits.
Move up to Pro at £89 a month when you are genuinely ready to bid, meaning insurance in place, references you can name and the capacity to take the work on. Pro is where the matching, scoring and drafting live. Business is built for teams running several bids at once, so most people setting up do not need it, and there is no reason to pay for it early. Full detail is on the pricing page.
No work is guaranteed
Using this toolkit, or finding tenders through 123 Tenders, does not mean you will get work. Whether you win a tender depends on your bid, on who else is bidding and on plenty of things none of us control. We help you find opportunities and prepare for them properly. We do not promise you will win them, and we do not promise work will follow once you are set up.
What this toolkit does not do
These are record-keeping tools. They do not include live vehicle telematics or GPS tracking, tachograph download or analysis, or connections to DVLA, DVSA or real time fleet systems. Those need specialist infrastructure and sit outside what this toolkit is for. Nothing here is a claim of legal or regulatory compliance.
Find transport contracts too
Councils, NHS trusts and schools tender home to school transport, patient transport, courier work, haulage and fleet services all year round, often route by route, so a small operator can bid credibly. See what is live right now.
Not sure this is the right sector for you?
Answer five questions about your budget, vehicle, qualifications, insurance and area, and the free Sector Finder will tell you which public sector work is realistic for you, with live notices to match. It is guidance based on your answers, not a promise of work.
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.