Case Studies

UIT Code Declarant Case Studies

Alcoholic Beverage Producer

A regional producer of wine and spirits, delivering weekly to 45+ clients — including stores, restaurants, and hotels — across 8 counties. The company generates 75 UIT codes daily for national shipments and manages operations across three systems simultaneously — ERP, SPV, and Excel — to centralize the codes sent to contracted transporters.

Challenges: the lack of a centralized system, repetitive manual work, large volumes, accurate mapping, and transmission between UIT codes, vehicles, and drivers.
LoadHub solution: import UIT codes from SPV or generate UIT codes directly in LoadHub, centralized management of all UIT codes, real-time visibility of UIT code statuses (active, confirmed, invalidated), driver accounts for the transport company, automatic assignment of UIT codes to drivers, and live transport tracking on the map.
Benefit for the Declarant: A single centralized system, time required to transmit UIT to the carrier is ↓~95%, reduced errors, visibility over the location of the goods, and the reduction of the time spent communicating with the subcontractors
Subcontracted Carrier Benefit: Automatic GPS position reporting of transports to ANAF, elimination of the time required for manual assignment of UIT codes to vehicles, and reduced risk of fines.

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Grain Producer

100 UIT codes are generated daily, with dozens of deliveries to ports and factories. Operations involve subcontracted transporters, all coordinated by a single transport coordinator responsible for the entire logistics process.

Challenges: slow UIT code generation both in ERP systems and in SPV, lack of a centralized repository for all UIT codes, UIT codes transmitted to carriers through multiple channels (email, phone, messaging apps), lack of control and visibility over the location of subcontracted vehicles, and increased time spent on phone-based communication
LoadHub solution: multiple UIT code generation methods, including bulk generation via Excel upload, centralized dashboard for managing all UIT codes, real-time vehicle location visibility on the map, operational control over subcontracted transports, beyond the primary carrier
Declarant Benefit: ⁠reduced time spent on e-Transport processes, improved logistics efficiency, reduced risk of fines, and elimination of employee frustration
Subcontracted Carrier Benefits: Elimination of time spent manually transmitting UIT codes to drivers, e-Transport compliance through automatic GPS coordinate reporting to ANAF, and reduced risk of fines.

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Transporter Case Studies

Transport company with vehicles without a GPS system

A family-owned transport company, operating a fleet of eight vehicles, recently expanded its operations by purchasing two additional trucks from Germany. After registering the new vehicles in Romania, the company faced a critical challenge: the GPS provider set a one-month deadline for installing the necessary tracking equipment.

Challenges: the inability to comply with e-Transport regulations until the GPS tracking systems were installed on the newly acquired vehicles.
LoadHub solution: By using the LoadHub mobile app, the company was able to immediately ensure compliance with e-Transport regulations without needing GPS devices to be installed on the new vehicles. This allowed the fleet to operate legally and efficiently from day one, eliminating delays and regulatory risks.
Transporter Benefits: Immediate vehicle operation via the mobile app, with a smooth transition to vehicle-installed GPS once this becomes available, the automatic declaration of GPS positioning to ANAF, ensuring full regulatory compliance, the elimination of manual UIT code assignment, saving administrative time and effort, the avoidance of fines, and mitigating regulatory risk.

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Family-owned transport company where the owner is also an active driver

Managing regulatory compliance can be a major challenge for small transport companies, especially when the owner is also actively driving. This was the case for a family-run transport business operating both national and international transport of general goods with a fleet of four vehicles and no dispatcher.

Challenges: The company relied on clients sending UIT codes via WhatsApp, phone, or email, creating a complex and time-consuming management process. As the owner is also a driver, there is no time to manually update codes or follow up on ANAF reports, putting the company at risk of non-compliance and potential fines.
LoadHub solution: By integrating with the GPS provider and using the LoadHub Driver mobile app, the company could immediately streamline its e-Transport compliance: automatic assignment of UIT codes to vehicles, GPS monitoring of UIT codes submitted to ANAF, a unique, centralised dashboard giving the owner a real-time view of all UIT codes and the status of active trips, whether on the move, paused, or completed
Transport company benefits: The solution provided the company with significant operational advantages, such as: the timely receipt of UIT codes, avoiding fines, the elimination of manual code transmission, minimizing errors and reducing daily operating tasks by ~60%, including managing codes, calls, and status checks, full visibility from a tablet or laptop, allowing the owner to monitor trips without interrupting drivers

By leveraging LoadHub, this small transport company was able to maintain full compliance, save time, and focus on growing the business, all while keeping operations running smoothly on the road.

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Freight Forwarder Case Study

Nationwide distribution project with multiple subcontractors

A freight forwarding company managing a nationwide distribution project exclusively through subcontracted carriers.

Every week, the freight forwarder receives hundreds of UIT codes that must be distributed to the transport companies involved in the project.

Challenges: handling a large volume of data, managing hundreds of UIT codes that must be distributed to carriers, and difficulty in updating vehicle numbers.
LoadHub solution: Unique “Send to Carrier” feature, allowing UIT codes to be distributed through the LoadHub platform directly to the transport company (the Transport Operator) responsible for the shipment. Combined with the LoadPin feature, which enables sending multiple UIT codes in a single action, the time required to manage the distribution project is significantly reduced.
Freight Forwarder Benefits: More efficient communication between the freight forwarder and subcontracted carriers. Reduced staffing requirements for managing the distribution project. Secure transmission and receipt of UIT codes between the Transport Organizer and the Transport Operator. Fast and flexible vehicle number updates whenever required.

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Mixed Company Case Study: Managing Operations as Both Declarant and Transporter

Fruit and vegetable trading and production company with its own fleet

A mixed company with warehouses and its own fleet of refrigerated trucks, specializing in agricultural production and the trading of vegetables and fruits.

High-intensity operations include: daily deliveries to national retail platforms, transfers between regional warehouses, collection of crops from the fields, intra-community acquisitions, and export of own goods across the EU.

High volume of UIT codes generated for: domestic high fiscal risk transports (BRFR), intra-Community acquisitions (AIC), intra-Community deliveries (LIC), and exports.

Challenges: managing numerous UIT codes generated in both the accounting program and SPV, reliance on the digital signature token to modify license plates outside the program, manual distribution of codes to both in-house drivers and subcontractors, limited visibility over internal and external vehicles, risk of errors when declaring codes and reporting GPS data to ANAF for international transports, and exposure to e-Transport fines.
LoadHub solution: a single platform serving both Declarant and Transporter roles. It enables the fast generation of UIT codes through a wizard or by cloning, quick UIT code modification by any user at any time directly from the platform, and the automatic transmission of codes to drivers. The system integrates GPS for your fleet and provides real-time monitoring of all vehicles, both in-house and subcontracted. Features include automatic UIT allocation per vehicle, a centralized dashboard showing the status of each trip (active, paused, completed), rapid code confirmation, and a complete archive for domestic and international deliveries.
Benefits for a mixed company: a significant reduction in e-Transport operating time (over 60%), the elimination of errors in UIT transmission to both in-house and subcontracted fleets, and complete visibility over all activities—internal deliveries, field collections, imports, and exports. Coordinators can monitor everything from a single platform while efficiently managing commercial and logistical flows simultaneously, with guaranteed compliance across all types of transport.

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