Run It Cool Distribution Runs Away with Podfather Delivery Software
Overview
Run It Cool offers a refrigerated distribution service, delivering chilled and frozen food and drink products across the UK. Working with some of the largest food producers through to specialist product manufacturers, the company delivers to high street names in hospitality and retail, as well as to health and care facilities including NHS hospitals.
The business provides nationwide coverage from its hubs in Aberdeen, Glasgow and Leeds, with 24/7 services including overnight collect and drop-off, event and sample deliveries, and emergency couriers. Run It Cool operates a delivery fleet of multi-temp vans, with larger lorries operating between its three depots, and handles around 2,500 deliveries a week to brands such as Hilton Hotels, Ivy Restaurants and Waitrose.
300 %
company growth
75 %
fleet growth
2,500
weekly deliveries
Challenge
Prior to adopting the software, Run It Cool operated with limited visibility over its rapidly scaling distribution operation. Managing transport and logistics across depots required a reliable method to monitor fleet utilization and automate data flows.
- The business lacked real-time visibility across its expanding distribution operation.
- Back-office workflows required manual intervention to organize delivery planning and coordinate customer reporting.
- Managing information and tracking fleet metrics became unsustainable as the operation looked to extend its geographic coverage.
Solution
Run It Cool implemented Podfather's fleet planning, route optimisation and electronic proof of delivery software across its distribution network. The system automatically plans loads and routes, directly taking into account specific vehicle capacities, driver hours and required customer delivery windows.
This routing data is transmitted automatically to the driver's mobile device, while estimated time of arrival (ETA) details are generated, updated and shared with clients. Additionally, the company integrated automated vehicle check workflows into its daily fleet management routine, requiring drivers to complete two daily safety checks to capture damage and defects.
Results
The deployment of Podfather has enabled Run It Cool to scale exponentially and triple in size while avoiding costly expansions to its back-office team. Intelligent route planning has driven notable business savings by directly reducing total mileage and optimising vehicle usage across its growing fleet of multi-temp vans.
The transition has also completely automated the proof of delivery cycle, enabling drivers to digitally capture signatures, photographs and temperature records on-site. These digital records—which include a temperature read-out from the van when leaving the depot alongside the temperature at the point of delivery—are instantly shareable, eliminating the need for phone calls and messages between the office, vans and delivery recipients.
We introduced Podfather to give us visibility of our distribution operation. And it has 100 percent delivered on that objective. However, we have seen significant benefits above and beyond our original expectation. We have grown exponentially, with our operation three times the size it was then, and our Leeds depot continues to push our geographical coverage week on week. We have increased the number of vans we operate, and we are more informed as to how we use them with more pro-active vehicle checks, intelligent loading and better route planning.
Heather Menzies
Managing Director, Run It Cool
