Logistics & transport

Manage the external workforce in warehousing, handling and transport, peaks included

Pactos brings requirement, providers, shifts, records and billing into one system and reports deadlines before they become a risk.

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Companies that run their external workforce with Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
Everyday reality

Five places where warehousing, handling and transport get stuck

  1. Order peaks
  2. Decentralized ordering
  3. Records at the gate
  4. AÜG deadlines
  5. Invoice verification
Without Pactos

Peaks come up at short notice

Christmas, promotion days or stocktaking often push the staffing requirement up sharply within a few days. Without a fast process, bottlenecks arise or too much is ordered as a precaution.

With Pactos

One request, all providers

You report the requirement once and the request goes to the suitable providers. Who has seen it, accepted or declined is visible immediately. Templates for role and site make extra coordination by email unnecessary.

Without Pactos

Every site orders on its own

Many branches order independently and keep their own lists. Centrally, that means there is no overview of volume, providers and costs.

With Pactos

Order locally, see it centrally

The sites can still order themselves, but along clear approvals per entity and cost center. Procurement sees all requirements, orders and costs centrally, without having to collect lists for it.

Without Pactos

At the gate, the record decides

A forklift certificate, a driver card or a safety instruction has to be valid when the person starts. If a record is missing, either the shift stands still or unnecessary risk arises.

With Pactos

An expiry date instead of a ring binder

Records are stored directly with the person, including validity and a reminder before expiry. If something is missing you see it before the assignment and not only when it is too late.

Without Pactos

AÜG deadlines run in the background

Equal pay and the maximum assignment period are often tracked on the side in Excel. It becomes critical when a deadline is only noticed at the next audit.

With Pactos

The clock runs along in the system

Pactos tracks the assignment days for every person and every hirer, accounts for interruptions and warns in good time before a deadline. That way you see early which assignments need attention in the coming weeks.

Without Pactos

Many premiums, laborious invoice verification

Nights, Sundays, public holidays, shift allowances, different rates and changing hours quickly make consolidated invoices hard to follow. Checking every line individually costs time.

With Pactos

From the shift to the invoice in one process

Purchase order, approved times and invoice are reconciled with one another directly. Discrepancies come to light before payment, and costs can be analyzed by site and cost center.

Who works for you

Three occupational groups you look for, and one service you buy

In logistics, different occupational groups come in through staffing providers, each with their own requirements and records. Contracts for work and services follow a different model. Pactos maps both in the same system.

Warehousing and handling

Warehouse assistantsOrder pickingLoadingSorting

This is where the largest volumes and often the shortest-notice demand arise, especially at peaks and during absences. Frequently several providers work at one site or on one shift at the same time.

What matters

The provider's temporary staffing license, safety instruction before the assignment starts, equal pay from the tenth month, maximum assignment period per person and hirer.

Driving and industrial trucks

Forklift driversReach trucksProfessional driversShunting

On these assignments a personal record decides whether someone may drive. If it has expired or is missing, the person cannot be deployed.

What matters

Authorization for industrial trucks, category C/CE driving license, driver card, driving and rest times, a valid professional driver qualification.

Dispatch and specialist roles

DispatchShift managementWarehouse ITProcess consulting

Fewer people, but often particularly important for ramp-ups, system changes or vacancies in the control functions. Depending on the role, the assignment runs as staff leasing or on a freelance basis.

What matters

With freelancers, the distinction from false self-employment, contract and performance documentation, access rights to systems.

Contracts for work and services

PackingReturnsSorting systemCleaningMaintenance

Here you are not buying individual hours but a clearly delimited service. The subcontractor uses their own people for it and directs the work themselves.

What matters

A clean distinction from leasing, a separate chain of instruction, records for subcontractors too.

The modules that make the difference in logistics

Every module is part of the standard. These six are particularly relevant to day-to-day logistics, and each one leads to the full description.

Requests and guided buying Report a requirement, distribute it to provider groups in stages, and track orders with their status. Shift planning Plan shifts per site, hall and gate and see gaps before the ramp is waiting. Timesheets Capture and approve hours digitally: the basis for the invoice being right. Compliance check Retrieve and check clearance certificates and provider documents automatically. Billing and invoice verification Map surcharges, collective agreements and cost centers, check the invoice against order and record. Analytics Analyze volume, costs and provider performance per site, at the push of a button.
Reporting a staffing requirement in Pactos: role, quantity, shift model, site and distribution route in one form.
The view from the Pactos platform for the module highlighted at the time.
Records and deadlines

What has to be evidenced in logistics

These records are part of what decides whether a person may be deployed. Pactos keeps them directly with the person, the provider and the assignment, and gives a reminder in good time before they expire.

An overview for orientation, as of August 2026, not legal advice. Which records your operation needs in an individual case depends on collective agreement coverage, the activity and the site.

Four things that run differently after the rollout

Shifts filled faster

One request reaches all suitable providers at the same time. You see immediately who has responded and where an answer is still missing.

Deadlines are reported, not discovered

Equal pay, the maximum assignment period and expiring records are tracked in the system. The person responsible is informed in good time, before a deadline is reached.

Invoices that match the shift

Purchase order, timesheet and invoice are reconciled with one another directly. Discrepancies in hours, premiums or cost centers come to light before payment.

One picture across all sites

Volume, costs and performance can be analyzed directly by hall, entity and cost center. Nobody has to collect lists from several sites first.

What customers achieve with Pactos

70 % less administrative work when requests and assignments run centrally through Pactos instead of through mailboxes and lists.
25 % less effort in candidate management thanks to CV scoring, duplicate checking and interview scheduling.
> 5.000 staffing providers in the network, for short-notice demand at sites where your regular vendor cannot deliver.
FAQ

Common questions from logistics and transport

How quickly are we ready before the next peak?
The start depends less on the software than on your master data: sites, cost centers, approval routes and the list of providers. Once those are in place, the first site is productive within a few weeks; further sites follow the same pattern.
Can our branches still order themselves?
Yes, and that is expressly intended. The sites still report their requirement themselves, only with templates and approval stages per entity and cost center. The difference is not who is responsible, but visibility: procurement and head office see the same picture.
What happens when a forklift certificate or an instruction expires?
Records sit with the person, with a validity date. Before expiry, the responsible role at the provider and at the client company gets a reminder. If a record is missing, that is visible before the assignment — not only when someone is standing at the gate.
We work with master vendors. Does Pactos fit that?
Yes. Master vendor, single vendor and mixed models can all be mapped, separately by region if needed. Master and sub vendors have their own roles and permissions, so each party only sees what it is allowed to see, and you still keep the chain across every level.
How do the hours from the warehouse get into the system?
Times are captured and approved digitally instead of travelling on paper. For operations with their own time management there are interfaces, among others to SAP, Infor, zvoove and TiMaS; the approved records are then the basis for invoice verification and billing.
Does that apply to subcontractors and Statements of Work as well?
Yes. Alongside staff leasing, work and services can be managed with their own records, including subcontractors' documents. The distinction from staff leasing remains a question of how the contract is drafted and how it is actually carried out. The system documents it, it does not decide it.

What logistics operations work with at Pactos

Vendor Intelligence

The VMS for the external workforce: staffing requests, providers, assignments, times and billing.

Compliance Intelligence

Retrieve and check your providers' documents and certificates automatically.

Tender Intelligence

Run a tender and compare when a site needs new providers.

Workforce Intelligence

Ask questions about shifts, records and costs in natural language.

Keen to find out more about Pactos?

In a joint call we show you where time is lost today and what the process looks like with Pactos.

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