Clayhithe Logistics / BG-Demo – Onboarding
Callcompleted
Clayhithe Logistics · 11 Nov 2025 13:30
Onboarding call. Accounting export has inconsistent client names, usage is low with depot staff not returning, and Toby wants finance on the Friday reconciliation to anchor adoption. The sync ticket is still open.
What was said
What this says
As at Fri 9 Oct 2026Onboarding call. Accounting export has inconsistent client names, usage is low with depot staff not returning, and Toby wants finance on the Friday reconciliation to anchor adoption. The sync ticket is still open.
What happened: The dispatch export loaded but the accounting export carries variant client names typed on invoices. Laura will map the variants rather than fix them by hand, using a name list from Callum.
Customer view: Toby asked who is actually using it. Callum said the depot team looked once and did not return, and Toby sees the Friday reconciliation as the reason for finance to use it.
Commercial: Toby asked what the contract is worth because his MD asked. Laura sent him to the CSM, so the value question is reaching leadership early.
Watch: Usage is low and the sync ticket remains open after the dispatch export was late twice. Roles must be tested before wider access.
Themes
As at Fri 9 Oct 2026Who was there
BG-Demo
Them
Follow-up
Next steps
As at Fri 9 Oct 2026- Callum to send the client name list and set up test accounts by the end of the day.
- Toby to get finance onto the Friday run and agree a date to review usage.
- Toby to ask the CSM for the contract value.
Risks
As at Fri 9 Oct 2026- Usage is low and depot staff looked once without returning, which weakens the value case before renewal.
- The dispatch export was late twice and the sync ticket is still open.
- Toby's MD is asking what the contract is worth, so the value question is already at leadership level.
Opportunities
As at Fri 9 Oct 2026- Getting finance onto the Friday reconciliation could give the other teams a reason to use B-Viz.
- Mapping client name variants shows value on the accounting data.
Transcript
Laura PenhaligonAfternoon both. Callum, how's the setup going? Did you get the exports into the test folder?
Callum RixAfternoon. Mostly yes. The dispatch one landed fine this morning. The accounting one still has the old client names in it, so I've flagged that to Toby.
Toby WestwoodAfternoon. Hi Laura. Sorry, I've come straight from the depot, so I'll be half listening. Callum's right, the names are the problem.- Laura PenhaligonRight, let's start there. Is it a naming thing in the accounting system, or something on our side?
- Callum RixIt's their side, I think. Someone typed the company names differently on the invoices, and the export keeps whatever they typed.
- Laura PenhaligonThat's the classic one. We don't fix it by hand, we map the variants, so it's one client, not three.
- Toby WestwoodCan we do that? Because I'm not having someone spend a week on it.
- Laura PenhaligonYes. Callum, could you send me the list of client names from the export? I'll set up the matching and you can check it.
- Callum RixWill do. I'll send it this afternoon. It'll be a long list.
- Toby WestwoodBefore we go on, can I ask who's actually using it? We've got a few people looking at it, but I don't think they're all in.
- Laura PenhaligonGood question. Usage is still low, which is normal this early. What we want to see is people going back to it, not just logging in once.
- Callum RixSome of the depot team looked on Friday but didn't come back. I think they need a reason to use it, not just access.
- Toby WestwoodRight. So the reason is the Friday reconciliation. If we can get finance using it for that, the others will follow.
- Laura PenhaligonThat's a good plan. Let's aim for finance on that Friday run, and check next week how it goes.
- Callum RixYes, and I'd rather check it than assume it's been used.
- Laura PenhaligonLet's look at the ticket. You've got one open from last week. What's the current state?
- Callum RixIt's the sync one. The dispatch export was late twice, and it's logged. Our CSM said she's chasing engineering, so it's with them.
- Laura PenhaligonOkay. I won't promise a date on it, I'm not in engineering. I'll make sure the exports are timed so the late ones don't hit the morning view while we wait.
- Toby WestwoodThat's helpful. Ideally it doesn't get in the way of people using it.
- Callum RixCan I ask about the access roles? I want to be sure the depot team only sees their own jobs, not the invoices.
- Laura PenhaligonYes, that's the right instinct. We set roles by team, so the depot sees the jobs and the exceptions, and finance sees the invoices. Nobody sees everything by default.
- Toby WestwoodAnd we check that before we open it up. I'm not having a driver see the client invoices.
- Laura PenhaligonAgreed. We'll test the roles with a couple of people first.
- Callum RixFine. I'll set up the test accounts today.
- Toby WestwoodRemind me what the contract's worth again? Our MD asked and I'd rather not guess.
- Laura PenhaligonProbably best to ask our CSM, since she has the contract details. I'd rather you got it straight from her than from me.
- Toby WestwoodFair enough. I'll ask her.
- Laura PenhaligonRight, next steps. Callum, the client name list and the test accounts. Toby, the Friday finance run and a date for us to look at usage again.
- Callum RixGot it. I'll send them by the end of today.
- Toby WestwoodSounds good. Cheers both.
- Laura PenhaligonThanks both, speak soon.