Step 1
Offer & Contract
Calculate multi-leg rail offers, manage your rate library, and turn quotes into contracts. Sales finally has a tool built for rail - not a generic CRM forced to fit.
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Rail-Flow for rail freight operators
The TMS built for rail freight operations: sales, fleet, execution.
Run your full operation on one platform - from offer to invoicing - with wagon fleet, sales, planning, and execution working off one source of truth. Built for rail, not adapted from road.
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.
The status quo
Rail freight is complex, and margins are thin. Your tools should help, not hurt.
Most rail freight operators run on a stack of legacy IT, Excel, and email — patched together over decades. Here's what that costs your sales, operations, and fleet teams — and how Rail-Flow changes it.
Status quo:
the daily reality
Sales avoids the CRM
Your commercial team uses SAP CRM or a generic tool that can't calculate rail offers. So they don't. Quotes live in Excel; pricing is rebuilt every time; deals slip through the cracks.
Order-to-cash patched across systems
Order intake, planning, execution, and invoicing each live in different tools. Every handover is a re-key. A network spanning multiple countries multiplies the chaos.
Wagon fleet on a different system again
Wagons live in a separate fleet system that doesn't talk to operations. Damages get re-keyed, workshop dispatching is manual, and availability is always one day stale.
Invoicing is a manual reconciliation
You check supplier invoices by hand against what was planned versus what ran. Disputes drag on because the evidence is scattered across systems.
No data for performance KPIs
Utilisation, on-time performance, contract margin, cost-to-serve — scattered across exports and Excel files. By the time you have the numbers, the quarter is over.
With Rail-Flow: the new standard
EROM + CRM your sales team will use
Rail-specific offer logic built in: multi-leg pricing, surcharges, traction + wagon costs. Your team quotes faster, wins more, and the management dashboard finally reflects reality.
One platform, end to end
Contract → order → plan → execute → invoice — all on one platform. Used today across 15 countries by a single Top-3 European rail operator with no swivel-chair workflows.
Fleet connected to operations
Wagon master data, status, damages, and workshop dispatch live in the same platform as orders and planning. Availability is live. ECM-compliant damage reports built in.
Invoices validated automatically
Supplier invoices import and reconcile against planned vs. executed, with currency and VAT handled and every dispute backed by an audit trail.
Operational analytics built in
Service-provider, product, route, and performance dashboards from day one. Pre- and post-calculation. Track planned vs. executed across rail and intermodal. No separate BI project.
THE STATUS QUO
Problems
If you run a rail freight operation, you'll recognise these three.
Margins disappear in process cost
Rail freight has low margins to start with. Then process cost — re-keying between systems, chasing handovers, reconciling invoices manually — eats what's left. Your business doesn't fail in pricing; it fails in friction.
Sales tools weren't built for rail
Generic CRMs can't price a multi-leg rail offer. Your commercial team works around them with spreadsheets, your management can't see the pipeline, and your best salespeople quote what they remember — not what's optimal.
Fleet, operations, and commercial run apart
Wagon availability, train planning, and customer commitments live in three different systems. By the time a deviation reaches the customer, three teams have re-keyed the data and trust has slipped.
WHAT CHANGES WITH RAIL-FLOW
Solutions
Three things every rail freight operator gets when they switch to Rail-Flow.
Efficiency
Cut order-to-cash process cost by automating the work that drags your margin down. One platform handles contract, order, plan, execute, invoice — no swivel chairs between teams or systems.
Visibility
Live status across every train, every wagon, every leg. Pre- and post-calculation built in. Sales sees the contract, ops sees the run, finance sees the invoice — all from the same source of truth.
Connection
Fleet, planning, and commercial on one platform. Connect to your suppliers, customers, and partners via APIs — or pull missing traction and capacity from the Rail-Flow Marketplace.
HOW IT WORKS
From offer to invoicing - end to end on one platform.
Rail-Flow guides every order through five connected stages - so your sales, operations, fleet, and finance teams always see the same picture.
Order-to-cash process timeline
Step 2
Order Management
Receive customer orders, assign wagons and locomotives, generate waybills automatically. Buy traction or capacity from other RUs through the marketplace when your own is full.
Step 3
Plan & Dispatch
Plan train and resource schedules, dispatch operationally, and steer in real time. Internal departments and external RUs run off the same plan.
Step 4
Execution & Visibility
Live track and trace via infrastructure interfaces and GPS. Proactive deviation alerts. Customer and partner portals share the same picture you see internally.
Step 5
Invoicing & Reporting
Automatic import of supplier invoices, validation against planned vs. executed, currency and VAT handled. Pre- and post-calculation built in. Disputes resolved with audit trails.
Products
Built for rail freight operations.
Three products you can adopt individually or as a connected suite. Most rail operators start with the TMS where the operational pain is sharpest and expand from there.
TRANSPORT MANAGEMENT
Run rail operations end to end on one platform.
Transport Management is the operating layer for rail freight operators. Contract → order → plan → execute → invoice, all in one platform. Supports conventional rail freight, intermodal, and finished-vehicle logistics in a single TMS — used today by a Top-3 European rail operator across 15 countries.
OFFER MANAGEMENT AND CRM
The CRM and offer system your sales team will actually use.
Built for the commercial side of rail freight. Multi-leg pricing, rate libraries, traction and wagon cost logic, surcharges, and instant customer offers — none of which fit in a generic CRM. Already replaced SAP CRM at a Top-5 German rail operator.
FLEET MANAGEMENT
Wagon fleet management connected to operations.
Master data, status, positioning, damages, workshop dispatch, and maintenance planning — all linked to the same orders your operations team is executing. GCU-compliant damage reports and ECM-aligned process flow. Fleet visibility stops being a separate spreadsheet.
Ready to see it in action?
See how rail freight operators run on Rail-Flow
Book a 30-minute demo with our RU team. We'll walk through your specific commercial, operations, and fleet workflow — no slides, no pitch.
Customer Stories
How rail freight operators win with Rail-Flow
Real rail operations, real results.
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.
Products used: ROM, PTM
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Features for rail freight operators
Built-in capabilities that matter for rail operations.
The features rail freight operators ask about most often:
all included, all production-ready.
Featured for rail operators
Rail-native offer and pricing logic
Multi-leg pricing, traction + wagon costs, surcharges, customer-specific contract terms — all the rail-specific commercial logic that a generic CRM can't model. Already replaced SAP CRM at multiple operators because their sales teams will use it.
Dynamic pricing and capacity utilisation
Optimise train capacity utilisation with dynamic pricing — fill the empty seats on your trains the way airlines do. On the 2026 roadmap; in active discussion with GreenCargo and other RUs today.
Fleet + operations on one platform
Wagon master data, damages, workshop dispatch, and maintenance planning linked to the same orders your ops team is running. GCU-compliant damage reports built in. No more spreadsheets between fleet and operations.
Rail-Flow Marketplace
Sell spare capacity or source missing traction — on the same marketplace.
315+ rail freight providers across 27 countries already trade capacity on the Rail-Flow Marketplace. List your spare train slots, locomotives, or wagons and turn idle assets into revenue. Or post a request and source what you need in minutes when your own capacity runs out.
Questions rail freight operators ask
The answers we give most often before a demo. Don't see yours? Book a call and we'll answer it directly.
Have a question that's not covered here? Reach out and we'll get back to you within one business day.
How long does implementation take for a rail freight operation?
Most rail operators go live on the core RTMS in 8–14 weeks for a single business line. Multi-country / multi-subsidiary rollouts are phased — no "big bang" required. ROM and Fleet modules roll out in parallel based on your priorities.
Will this replace our existing SAP / MS Dynamics / legacy IT?
Rail-Flow extends your existing stack rather than replacing it. Standard APIs and EDI move data both ways — SAP, MS Dynamics, Bravo, and other legacy systems stay in place. Rail-Flow handles what they were never designed to do.
Do you handle multi-country operations and multiple subsidiaries?
Yes. A Top-3 European rail freight operator runs Rail-Flow across 15 countries and multiple subsidiaries today on standardised order-to-cash workflows. Multi-entity support, multi-currency, multi-language all built in.
Can we phase the rollout module by module?
Absolutely. Most rail operators start where the pain is sharpest: TMS for those with order-to-cash gaps, ROM for those with a sales-side CRM problem, Fleet for those with wagon visibility gaps and then expand once value is proven.
Are other RUs and partners already on the marketplace?
Yes, 315+ rail freight providers across 27 countries trade capacity on the Rail-Flow Marketplace today. PTM for procurement, RSB for locomotive rental, RCB for wagon and traction sharing. Listing as a provider is free.