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Vehicles, drivers, brokers and references · How-to guide

Add an external integration reference

Store an optional CRM, ERP or order reference for reconciliation with an external system or API workflow. The guide follows the Help Centre standard: exact route, prerequisites, ordered steps, verification and operational boundaries.

Audience: Administrators and authorised Bilty operations staffPermission: Relevant Bilty Management capabilityModule v1.0.0
Jump to steps
Where to goBilty Management → Dashboard → Step 3
Before you startRequired access: Relevant Bilty Management capability. Work on the correct tenant and record. Use least privilege and review any dependency or protected workflow warning before continuing.

What you’ll accomplish

Store an optional CRM, ERP or order reference for reconciliation with an external system or API workflow. Bilty Management keeps drafts, issued records, public capability links, finance, integration events and audit evidence as connected but separately verifiable records.

How the workflow fits together

Select or quick-add fleet and broker records and retain external integration references. Use the module's current status, permission checks, warnings and linked records to decide the next supported action. Where a downstream invoice, WhatsApp queue item, webhook, PDF, POD record or audit event applies, verify it separately.

Follow these steps

  1. Go to Bilty Management → Dashboard → Step 3.
  2. Confirm the active tenant, intended Bilty record and your permission before entering or changing data.
  3. Complete the supported workflow: Store an optional CRM, ERP or order reference for reconciliation with an external system or API workflow.
  4. Review the displayed validation, dependent fields and any privacy, finance or integration warning before continuing.
  5. Save, submit or run the action once and wait for the module response.
  6. Reopen the relevant register or record and verify the final status, linked records and audit evidence.

Fields and decisions to review

VehicleVehicle number and stored driver context come from the module vehicle register.
BrokerBroker/transporter records are selected independently and are required for issue.
TelephoneStored contact numbers remain record data; public verification does not expose them.
External referenceThe optional external reference supports CRM/ERP/order reconciliation.

Record, audit and evidence checks

Reopen the relevant Bilty record or register and confirm its identifier, current status, related parties, timestamps and connected evidence. Check the audit/compliance, payment, public-link, report, API, webhook or WhatsApp evidence that applies to this workflow rather than relying only on a success alert.

How to confirm it worked

Return to Bilty Management → Dashboard → Step 3 or the resulting register and verify that the stored state matches the intended action. For any downstream automation, confirm the downstream record or queue/log entry as a separate completion check.

Technical basis for this guidance

This guide was checked against controllers/Bilty_management.php; models/Bilty_management_model.php; views/admin/dashboard.php; views/admin/quick_modals.php. It documents only behaviour exposed or enforced by the supplied module; internal secrets, raw signature payloads and unsupported future workflow assumptions are intentionally excluded.

Controls, checks and common mistakes

  • Work only on the intended tenant and Bilty record.
  • Do not bypass a missing permission, validation blocker or protected status by changing unrelated settings.
  • Verify the stored record, downstream integration state and audit evidence after any material action.
Data and workflow safetyConfirm the exact Bilty, authorised audience and final stored status before issuing, publishing a link, recording payment, changing shipment state or sharing a document.
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