HELP CENTER

Everything you need to run Kahala TMS

Guides for orders, rating, invoicing, your fleet, the customer portal and integrations.

Getting Started

Setting up your organisation

The essentials to configure before you start creating orders: your company profile, country and currency, and your first users.

Understanding roles and permissions

How Kahala TMS's role-based access control works, and how to give a teammate exactly the access they need.

Inviting and managing your team

How to invite teammates, change their role later, and what happens when someone leaves.

Setting up accounting integrations

What the Xero integration actually does today, and what to expect when you connect it.

Locations & Network

Setting up your places

Building your reusable address book so pickup and delivery addresses are picked, not re-typed.

Setting up address zones

Grouping postcodes into named regions so one rate rule can price a whole lane.

Setting up route cards

Saving a repeat lane as a template so your team doesn't rebuild it from scratch every time.

Customers & Pricing

Setting up your customers

What a customer record controls: billing terms, invoice delivery, and how their orders get invoiced.

Setting up order profiles

Default freight and handling settings so repeat customers don't need the same details re-entered every order.

Setting up rate cards

The building blocks behind automatic pricing: rate agreements, rate rules, zones, fuel levy and accessorials.

Setting up accessorials

Extra charges like tail-lift or after-hours fees, applied automatically or added by hand.

Setting up fuel levy

The percentage surcharge on top of freight, and how it moves with the market.

Fleet & Carriers

Setting up drivers

Adding your own drivers to Kahala TMS so they're available to assign to a trip before you start dispatching.

Setting up your equipment

Adding the trucks and trailers you dispatch, and assigning them a vehicle class for costing.

Vehicle classes for cost tracking

Why vehicle classes matter for margin visibility, and how to assign them to your fleet.

Setting up subcontractors

Adding a carrier you subcontract freight to, and the rate agreement that prices what you owe them.

Own fleet vs. subcontractors

How Kahala TMS tracks execution mode, own-fleet costing, and subcontractor payables side by side.

Orders & Dispatch

Creating an order and dispatching to trips

How Order Entry captures a shipment's details and automatically calculates freight, fuel levy and GST.

Trips vs. tenders

Using the Allocations board to build trips for your own fleet and tenders for subcontracted carriers.

Reviewing booking requests

How to review a customer's portal booking request and turn it into a live transport order.

Invoicing & Payables

Generating and sending invoices

How orders become invoices, how consolidation works, and what happens when you push an invoice to Xero.

Paying your subcontractors

How a completed tender becomes a payable, reviewed the same way a customer invoice is.

How invoices and payables sync with Xero

The mechanics of what gets pushed, when, and how status stays consistent between the two systems.

Customer Portal

Giving your customers portal access

How to create a customer's portal login, and what changed so you never have to know their password.

What your customers can do in the portal

A tour of My Shipments, Invoices and Bookings — the three things a portal login can see and do.

Reporting & Support

Understanding your dashboard

The charts on your Kahala TMS Home screen, what they track, and how to change what each one shows.

Tracking profitability

Seeing gross margin on your orders — revenue against what it actually cost to move them.

Tracking issues with Support Tickets

Your own team's internal ticket queue for tracking issues that need follow-up.

Contacting Kahala Support

Raising an issue directly with Kahala TMS, and how we keep your data separate while we do.

Managing your subscription and billing

Your plan, usage against it, and where to update payment details or switch plans.