TRANSPORT MANAGEMENT SYSTEM
The operating system for rail and intermodal logistics
Cut manual work by up to 90% and accelerate every step from planning to invoicing. One platform connects your operations, customers, and suppliers across the rail and intermodal chain.
Leading operators run on Rail-Flow: 1M+ transports a year.
THE PROBLEM
Rail logistics still runs on Excel and email.
The day-to-day reality for most operators: fragmented tools, manual handovers, and zero real-time visibility.
Fragmented scheduling
Plans live in Excel, updates run through email, and status calls hit the phone. No single source of truth for contracts, orders, capacities, and progress updates.
Limited visibility
Shipment status is scattered across providers and tools. Delays surface late after the customer has already noticed.
Copy-paste between systems
Order data gets re-typed into the next system. Numbers get hunted down in inboxes, Excel files, and partner portals. The day fills up with admin, and there is no time left for the work that actually matters: planning the next transports properly.
THE RAIL-FLOW ANSWER
One connected system. Full control.
Here is how Rail-Flow TMS replaces the chaos with clarity.
Integrated planning
Plan, dispatch, and re-book from one connected system. Updates flow automatically to all partners along the chain.
Real-time transparency
Live ETD / ETA, exception alerts, and proactive notifications. Your team and your customers and suppliers always know what is happening.
Automated operations
Auto-generated documents, automated customer and supplier communication, and fast billing reconciliation across the entire transport lifecycle.
HOW IT WORKS
Before, during, and after transport, covered end-to-end
The TMS automates manual work and accelerates communication across every phase of the transport lifecycle. Your dispatchers focus on handling deviations, the system takes care of the rest.
Before Transport
Every transport starts on a solid basis. Manage customer and supplier contracts, slot agreements, and pricing in one place. Plan capacity, calculate routes, and turn incoming bookings, via interface, portal, or Excel upload, into validated, dispatched shipments automatically.
During Transport
Know what is happening before your customers ask. Live ETD / ETA from infrastructure providers, supplier interfaces, and GPS. Proactive alerts for delays and non-conformities reach your dispatchers, and your customers and suppliers automatically. Your team handles the deviations that matter; the system handles the updates.
After Transport
Every transport closes itself. Operational and commercial closing run on the actual service performed, auto-matched against contracts and execution records. Invoicing and post-calculation are completed in days, not weeks. CO₂ reporting and performance analytics fall out of the same data, ready for customers, auditors, and management.
.avif)
"Rail-Flow is becoming the operating layer for our rail logistics order-to-cash process. The real value for us is that it gives us a realistic path to standardize that process step by step – with end-to-end visibility instead of isolated tools."
SEE THE TMS LIVE
Bring your biggest bottleneck.
We will show how the TMS handles your specific workflows.
KEY FEATURES
From order to invoice - automated end-to-end.
Each feature covers a critical part of the transport life-cycle. Click through to learn more about what each one does and how it works in practice.
From order to dispatch. Automatically.
Automated Order Processing
Bookings arrive via interface, portal, or Excel upload, and become validated, dispatched shipments without manual touch. The system checks equipment fit, dangerous-goods rules, and data completeness on every order, then splits complex bookings into the right legs for the right carriers across rail, truck, barge, and short-sea.
Always know where every train is.
Real-Time Track & Trace
Live train tracking via infrastructure providers, supplier interfaces, and GPS data. ETD / ETA updates flow automatically to your team and your customers. Pro-activereal-time notifications for delays, non-conformities, and deviations. Decision support helps dispatchers resolve issues before customers notice.
Close every transport. Faster.
Invoicing & Commercial Closing
Every transport closes on the actual service performed, not on what was originally booked. Billing lines auto-match against contracts, slot agreements, and execution records, so post-calculation and invoicing run in days instead of weeks. CO₂ figures and mode comparisons fall out of the same data, ready to send to customers, auditors, and management.
_converted.avif)
SECURITY & COMPLIANCE
Built to enterprise security standards, and hosted entirely in the EU.
Independent certifications, EU data residency, and full documentation of our security controls available on request.
Customer Stories
See how operators and forwarders run their logistics with Rail-Flow TMS
Real results from companies using Transport Management to digitize their rail and intermodal operations.
Railway Operator
Running Offer Management & Transport execution for European Vision Rail
Captrain runs six legal entities across European rail freight markets. Before Rail-Flow: each entity managed sales separately, scattered information, inconsistent offer templates, through put times that stretched across weeks, and management with no view of the pipeline across the group. With Rail-Flow Offer Management and CRM: one sales architecture, six brands, one shared customer database underneath. Pipeline visibility from inquiry to award across every entity, and standardised offer documents that reflect the right brand, the right contract terms, every time.
MORE FEATURES
Every part of the transport life-cycle, in one platform.
Twelve more features cover everything from contract to closing, plan and dispatch, handle deviations, run portals for customers and suppliers, and connect to the systems you already use.
Contract Management
Customer and supplier contracts, slot agreements, and pricing structures in one place - the basis for every order, dispatch, and invoice.
Capacity & Slot Planning
Plan train programmes, manage slot agreements, and align capacity with demand across your network and partner trains.
Program Coordination
Monthly, weekly, and daily programme coordination with customers and service providers. Day-accurate forecasts, confirmation workflows, and change-request handling.
Dispatch & Execution
Drag-and-drop planboard for trains, wagons, and load units. Multi-leg journeys, wagon sets, and first-and-last-mile coordination in one view.
Deviation Handling
Proactive alerts and decision support for delays, non-conformities, and incidents. Resolve issues before they escalate, and before customers notice.
AI Document Processor
Convert incoming emails, PDFs, Word, and Excel files into structured orders automatically. Multilingual, validated, and ready for dispatch.
LET'S TALK
Talk to Michael. Get a tailored demo.
Personalised 30-minute demo with one of our TMS experts. We walk through your bottleneck, live in the system. You leave with a clear plan, and a no-pressure next step.
.avif){kind=avatar}
Michael Bott
Head of Sales
+49 69 96 75 97 68
m.bott@rail-flow.com
Frequently asked questions
The questions we hear most often during TMS evaluation. Anything missing? Just ask during the demo.
Have a question that's not covered here? Reach out and we'll get back to you within one business day.
Most customers go live in 6–12 weeks, depending on scope, integrations, and data migration. We provide a dedicated onboarding manager throughout the process.
Yes. Transport Management works standalone and connects seamlessly to ROM, Fleet Management, and the Marketplace when you are ready to expand.
Rail-Flow connects to your ERP, telematics, and partner systems via 180+ productive EDI / API integrations. SAP, Microsoft Dynamics, and custom systems are all in scope. New integrations are typically built in weeks, not quarters — and the cost stays predictable because the connectors run on the same platform.
Yes. Most customers run a phased rollout — by country, business unit, or transport type — and operate Rail-Flow in parallel with their legacy system during cutover. We help define the migration sequence so contracts, orders, and master data move over cleanly, without disrupting daily operations.
Rail-Flow is ISO 27001 certified, GDPR compliant, and hosted entirely in the EU — full documentation of our security controls is available on request. For customers with stricter requirements, we also offer a dedicated private-cloud deployment at additional cost, hosted under your own data-sovereignty terms.
MORE PRODUCTS
Explore the rest of the platform.
Transport Management is one part of the platform. These products connect seamlessly to extend your operational coverage.
Fleet Management
Manage wagons, locos, and rolling stock with full life-cycle visibility and telematics integrations.
Terminal Operating System
Manage terminal operations end-to-end: gate-in/out, container handling, slot management, and yard planning.
Offer Management and CRM
Manage customer relationships, build structured offers, and track every deal - from first request to signed contract.