HR software is designed for office workers. The interfaces assume your team sits at a desk, checks email regularly, and has time to fill in forms. Haulage companies don't work like that.
Drivers are on the road. Managers are in the yard or on-site. Nobody has time to log into a portal and navigate six menus to submit a mileage claim. And yet, the HR admin — leave, expenses, training, equipment — still needs to happen.
Mileage claims that calculate themselves
This is the big one. Every driver submits mileage claims, and every claim needs HMRC AMAP rates applied correctly. That means 45p per mile for the first 10,000 miles, 25p after that — and different rates for motorcycles and bicycles.
Most companies do this in spreadsheets. Someone enters postcodes, looks up the distance, applies the rate manually, and hopes they got the threshold right. Luna HR does it automatically. Enter start and end postcodes, select the vehicle type, and the system calculates everything — including the 10,000-mile annual threshold.
Tracking vehicles and equipment
A haulage company's assets aren't just laptops. They're trucks, trailers, dash cams, loading equipment, and PPE. Each one has an MOT date, insurance renewal, warranty expiry, and an assigned driver who might change every week.
Luna HR's asset module tracks all of this. Every vehicle gets a QR code — print a label, stick it to the dashboard, and any driver can scan it to see the full record. Warranty and insurance alerts fire before anything lapses.
Driver certifications that don't lapse
CPC cards, ADR certificates, forklift licences, first aid qualifications — every driver carries certifications that expire. A lapsed CPC card means that driver can't legally drive. The fine isn't small.
Luna HR records every certification with an expiry date and sends renewal reminders automatically. The compliance dashboard shows exactly who is current, who is expiring, and who has lapsed — across your entire fleet.
Approvals that work when nobody is at a desk
In most HR systems, if the approver is unavailable, requests queue up indefinitely. In haulage, that means a driver can't get leave approved for a week because their manager is on a run.
Luna HR's delegation system lets you set up backup approvers with date ranges, module scope, and approval limits. When the primary approver is away, requests route automatically. No delays, no chasing, no bottlenecks.
Built for your industry
We didn't build Luna HR and then try to make it work for haulage. We built features like mileage claims, asset QR codes, and certification tracking because companies like yours told us they needed them. If you're running a haulage or logistics business, take a look at the Haulage & Logistics sector page to see how it all fits together.