What is SAM Onboarding?
SAM Onboarding is a comprehensive platform designed specifically for the last-mile logistics sector. In partnership with Ratnam & Co. Accountants, we provide a unified platform and app that streamlines driver onboarding, ensures compliance, facilitates AI van checks, enables real-time scheduling and incident reporting and features seemless Payments and deductions.
Who can use SAM Onboarding?
SAM serves both logistics carriers (including Amazon DSPs) and drivers in the last-mile delivery sector. Whether you're a business owner managing a fleet or a driver looking for streamlined operations, SAM is designed to meet your needs.
How long has SAM been operating?
SAM launched in March 2024 and has grown exponentially from 5 carriers and 300 drivers to over 75 carriers and more than 7,500 active drivers nationwide.
What makes SAM different from other platforms?
SAM combines driver management, compliance automation, financial services, and real-time operations in one integrated platform. You are in this business to make money, our partnership with Ratnam & Co. Accountants provides unique financial oversight and HMRC compliance support that other platforms don't offer.
How fast is the onboarding process?
SAM enables lightning-fast onboarding - you can add a driver in less than 9 seconds and complete the entire onboarding process in under 9 minutes. Documents are auto-verified and drivers become fully compliant.
What documents are required for onboarding?
The platform requires:
- Driving licence (automatically verified via OCR technology)
- Right to work documentation
- Passport or ID documents
- E-signature capture
Do I need any special equipment or software?
No special equipment is required. SAM works through our web platform and mobile app, which can be downloaded on any smartphone or tablet. Our OCR technology works with standard device cameras.
Is there training provided?
Yes, SAM includes a comprehensive training module with essential safety procedures, compliance requirements, and operational best practices. The training includes interactive elements, quizzes, and takes approximately 25 minutes to complete.
What is AI van checking?
Our AI-powered van checks instantly detect and categorise vehicle damage, enabling quick identification of issues and immediate action for insurance claims or repairs. This automated process replaces manual inspections and reduces processing time.
What documents are required for onboarding?
SAM runs automatic DVLA checks to verify driving licences in real-time, confirming entitlements, points, and disqualifications. You can set this to run weekly or monthly based on your preference
Can I schedule drivers and manage shifts?
Yes, SAM includes intelligent scheduling that enables efficient shift planning, prevents conflicts, and ensures complete coverage while maintaining compliance and performance standards.
What compliance features are included?
SAM automates compliance checks across vehicles, drivers, and audit risks, including:
- Document expiry alerts
- Evidence re-upload reminders
- Accident form submission
- Tax and VAT data storage
- Easily downloadable audit packs
- Real-time dashboard reporting
Is there incident reporting capability?
Yes, SAM captures live incident data through the mobile app, including photos, and uploads it to the platform for real-time visibility and instant claim management.
What financial services does Ratnam & Co. provide?
Ratnam & Co. Accountants, with over 40 years of experience, provides:
- VAT registration and quarterly returns
- Self-assessment tax returns
- Weekly payroll processing
- Business loans and mortgage advice
- Tax optimisation strategies
- HMRC compliance support
- Monthly financial health checks
What is the Flat Rate VAT Scheme?
The Flat Rate VAT Scheme allows you to charge 20% VAT on invoices but only pay 10% to HMRC, keeping the difference. This can significantly boost take-home pay for drivers while maintaining full HMRC compliance.
How much do the financial services cost?
Ratnam & Co. offers flexible engagement options:
- Invoice Only: £15 (refunded once VAT registered)
- Full Service: £15 (includes VAT registration, returns processing, self-assessment, and additional services)
You can upgrade your services anytime during the year as your needs change.
What is the VAT pot system?
The VAT pot helps you build funds throughout the year to cover income tax and other liabilities. It provides peace of mind, smoother budgeting, and ensures regulatory compliance. Any remaining balance is transferred to you within 30 days when you leave.
What financial services does Ratnam & Co. provide?
Drivers and their families can access exclusive benefits including:
- Discounts from 1000+ major retailers
- 4/7 access to Digital GP services
- Mental health support (up to 8 therapy sessions)
- 12 months free van and motor assist insurance
- 1-2-1 life coaching
- Fuel savings and discounts
- Personalised virtual physio services
- Weekly wellness webinars
How do I access driver benefits?
All benefits are accessible through the SAM mobile app once you're onboarded. Simply navigate to the benefits section and follow the instructions for each service.
What financial services does Ratnam & Co. provide?
Our support team is available Monday to Friday, 9 AM to 5 PM. We provide real-time assistance during business hours with prompt responses and practical solutions.
How can I get help?
You can reach us through:
- WhatsApp chat support through the SAM app
- Email: info@samonboarding.co.uk
- Phone: 0207 372 3576
- WhatsApp messages: 07710392020
Do I get a dedicated account manager?
Yes, every user is assigned a dedicated account manager who provides personalised support for queries related to payments, taxes, compliance, and registration, especially during the onboarding process.
How much does SAM cost?
SAM offers competitive pricing with transparent fee structures. Contact us directly for detailed pricing information tailored to your specific needs, whether you're an individual driver or managing a fleet.
Are there different plans available?
Yes, we offer flexible engagement options that can be customized based on your requirements. You can upgrade or modify your services anytime during the year as your business grows.
Is there a setup fee?
Setup details vary based on your chosen service level. Contact our team for specific information about setup costs and what's included in your package.
Is my data secure?
Yes, SAM prioritizes data security and complies with all relevant data protection regulations. All sensitive information is encrypted and stored securely.
Who has access to my information?
Only authorised personnel involved in your account management have access to your data. We maintain strict confidentiality and never share your information with unauthorised third parties.
How long is data retained?
We retain data in accordance with legal requirements and industry standards. Specific retention periods depend on the type of data and regulatory requirements.
How do I sign up?
Visit our website at www.samonboarding.com or contact us directly. Our team will guide you through the onboarding process and answer any specific questions about your requirements.
Can I get a demo?
Yes, we offer demonstrations of the SAM platform. Contact us to schedule a personalized demo that shows how SAM can benefit your specific operation.
What if I need to cancel or change services?
We offer flexible terms and can accommodate changes to your service level. Contact your dedicated account manager to discuss any modifications to your account.
Contact Information:
Website: www.samonboarding.com
- Email: info@samonboarding.co.uk
- Phone: 07845196682/0207 372 357
- WhatsApp messages: 07710392020
- Business Hours: Monday - Friday, 9:00 AM to 5:00 PM
FAQS
Got questions? We’ve got answers.
How much does SAM cost for logistic companies?
SAM is free for businesses to use, helping them onboard, manage and pay their self-employed drivers. Drivers can also choose extras such as full accountancy or invoicing only and financial support, but these are not required to use the platform.
How does SAM assist with driver payments?
SAM ensures your drivers are paid weekly, with all invoices accessible on the platform. Drivers can view their pay details directly on the app and you have the option to download invoices for all your drivers for easy tracking.
How does SAM support compliance for my business and drivers?
At SAM, we know how important it is to stay compliant with carriers and HMRC. All key documents are securely stored on the platform and can be downloaded instantly for audits. If you need further support, our team is available to assist with contract or employment law matters at no extra cost.
How do drivers get started with SAM?
Once you invite your drivers via the SAM platform, they simply download the SAM app and follow the onboarding steps in the onboarding email they receive. They’ll enter their personal details, then upload the documents, sign the agreements, making the whole process quick, simple, and secure.
How do I see how far along the application the driver is?
You can track the driver's progress through the application by checking the icons that represent the completed tasks in the onboarding process, shown in green for completed and red for not completed. This information is available in the onboarding tab.
What do the coloured icons mean on the progress screen?
Red indicates this task is yet to be completed
Green indicates a fully completed task
How can I see how many active drivers I have?
The dashboard will present a total figure of your active drivers, which you can select to go to the entire list. For more details on who they are, all active drivers can be found via the active drivers tab on the ‘My drivers’ page.
How do I offboard a driver?
You can offboard a driver from the ‘Active drivers’ tab by clicking on the 3 dots next to their name and selecting ‘offboard’.
Can SAM save me time onboarding drivers?
From removing the hassle of driver paperwork to making weekly payments effortless, SAM keeps it all simple and stress-free—onboarding drivers in under 9 minutes.
Why should I choose SAM to manage and onboard my drivers?
SAM makes it faster and easier to bring new drivers on board, with a streamlined onboarding process that captures all the required documents in under 9 minutes. Beyond onboarding, SAM helps you retain drivers by offering optional perks such as discounts, 24/7 mental health support, access to a Digital GP and financial tools to help maximise their take-home pay.
Why should I choose SAM to manage and onboard my drivers?
SAM is a cost-effective way for delivery businesses to onboard and manage self-employed drivers. You can onboard your drivers in just under 9 minutes, cut down on admin, automate payments and deductions and use our scheduling module to efficiently plan your shifts and prevent conflicts. Everything you need to stay efficient, compliant and cost-effective, in one platform.
How does SAM help with audits and paperwork?
You can download all driver documents and invoices into a ready-made audit pack in the driver’s profile. This makes it easy to gather the necessary files, saving time and simplifying compliance checks
How do I see drivers’ expired documents?
On the SAM dashboard, there is a section for soon-to-be-expiring or expired documents. You will be able to send a request to your drivers to re-upload their evidence via the app.
How does a driver become active?
Once a driver submits all the necessary documents, including their Service Level Agreement, and receives approval, you can activate them through the onboarding portal.
Can I re-invite an inactive driver?
Yes, you can reactivate an inactive driver on the web portal by selecting the three dots next to their name in the 'Inactive' section and choosing "Activate." If a driver rejoins your company, simply having them re-sign the necessary documents keeps your business fully compliant. Our streamlined process ensures smooth transitions and easy compliance management.
How do I get access to the SAM app?
You’ll need an invitation from the company you’re driving for. This will arrive by email and include your access code along with a link to download the app. If you haven’t received an invite but think you should have, please contact the company directly.
What are the benefits of being a self-employed driver with SAM?
As a self-employed driver using SAM, you stay in control of your work while enjoying the support you need to succeed. You get paid weekly, can track your payments and have all your documents stored securely in one place. On top of that, you’ll have access to optional perks such as discounts at 1000s of retailers, 24/7 mental health services and a Digital GP, helping you boost your earnings and wellbeing while keeping things simple.
I forgot my password to the SAM app — what should I do?
Open the SAM app and tap “Forgot Password.” You’ll receive a one-time passcode (OTP) by email. Enter the OTP, set a new password and you’ll be able to log back into the app.
Will I be registered for VAT?
If you've chosen the Ratnam full accountancy model when you signed the agreement in the app, Ratnam Associates will handle your Flat Rate VAT scheme registration for you. However, if you're on the Invoice Only model, you'll need to register for VAT yourself.
What are the benefits of registering for the flat rate VAT?
VAT-registered drivers typically enjoy higher weekly earnings compared to those who are not registered.
Why do I need to register for self assessment?
As a DSP subcontractor, self-assessment ensures you meet tax obligations and avoid issues with HMRC.
Will SAM complete my tax return?
e
Who should I contact if I have an issue?
To get your issue resolved quickly, please fill out the form on our Contact Us page and we’ll make sure it’s directed to the right team.
How much does SAM cost for drivers?
SAM works in partnership with Ratnam Associates to handle payroll and invoicing. A £15 admin fee applies, but once you register for VAT, this cost is refunded and automatically covered by your VAT pot moving forward.
I can’t upload my documents as it’s giving me an error. What can I do?
Since SAM uses OCR (Optical Character Recognition), errors can occur if the document image isn’t clear. Make sure the photo is well-lit, not blurry, and all details are visible within the frame. Avoid glare and place the document on a flat surface for best results. If you’re still having issues, please contact us at info@samonboarding.com or call 07849 911 285 for support.
What is the Flat Rate VAT?
For self-employed drivers, VAT registration can offer notable financial advantages. In addition to standard VAT registration, HMRC offers the Flat Rate VAT Scheme, specifically designed to simplify VAT processes for small businesses and self-employed individuals. With the Flat Rate VAT Scheme, you pay a maximum of 10% VAT to HMRC and you keep the difference between what you charge your customers and pay to HMRC.
Will SAM Manage my VAT return?
SAM will take care of your VAT return from start to finish, including preparation, submission and paying your VAT liability to HMRC. When you’re registered for VAT, it’s very important that you send us your VAT registration letter. Without it, we can’t charge VAT to your DSP and your VAT pot won’t be created. Not providing this letter could also result in late filing penalties or HMRC assessments. To keep everything running smoothly, please forward the letter to us as soon as you receive it.
Can I re-invite an inactive driver?
Yes, they will handle the process. HMRC will send you a 10-digit UTR number, which you must share with SAM.
How will SAM help me with my end-of-year tax return?
We will contact you to collect the details needed to complete your tax return before the 31 January deadline. To keep things smooth, please reply promptly to the emails or calls. We’re here to make the process simple and stress-free.
What happens with my tax return if I leave the DSP?
If you leave your DSP, let us know and we’ll guide you through the next steps for your tax return. If a separate arrangement is needed, we’ll agree on a fair fee to make sure everything is handled smoothly.
