Running a small to medium sized trucking fleet comes with unique challenges. Between managing dispatch operations, tracking fuel taxes, handling payroll, maintaining vehicles, and keeping customers updated on their shipments, fleet owners often find themselves overwhelmed with administrative tasks that take time away from growing their business.
At Strategy Systems, we understand the daily pressures facing trucking companies and have developed StrategyLive to streamline your operations. This comprehensive guide will walk you through everything you need to know about selecting the right trucking software to help your fleet operate more efficiently and profitably.
While larger trucking companies have long relied on sophisticated transportation management systems, small to medium sized fleets are discovering that the right software can level the playing field. Here are several compelling reasons why trucking software has become essential rather than optional:
Operational Efficiency: Eliminate hours of manual paperwork and data entry by automating dispatch, billing, and reporting functions. What once took your office staff hours can now be completed in minutes.
Improved Cash Flow: Faster billing and invoicing mean you get paid sooner. Modern trucking software can generate invoices immediately after delivery, significantly reducing your accounts receivable cycle.
IFTA Compliance Made Simple: Fuel tax reporting is one of the most time-consuming requirements for trucking companies. Quality trucking software automatically tracks mileage by jurisdiction and calculates your quarterly IFTA reports, saving countless hours and reducing errors.
Better Customer Service: When customers call asking about their shipment, you need answers immediately. Real-time tracking and online customer portals allow shippers to check their load status anytime, reducing phone calls to your office.
Data Driven Decisions: Understanding which lanes are profitable, which customers provide the best margins, and where you can improve efficiency requires good data. Trucking software provides the reporting and analytics you need to make informed business decisions.
Not all trucking software is created equal. When evaluating options for your fleet, make sure the system includes these essential features:
The heart of any trucking operation is dispatch. Your software should make it easy to enter load information, assign drivers and equipment, track load status from pickup to delivery, and communicate changes efficiently. Look for systems that provide a clear view of available trucks and drivers, making it simple to maximize asset utilization.
IFTA reporting can be a nightmare without the right tools. Quality trucking software automatically tracks miles by state and province, records fuel purchases, calculates quarterly tax obligations, and generates required reports in the proper format. This alone can save your company hundreds of hours per year.
Your trucking software should streamline the entire billing process. This includes generating accurate invoices based on rate confirmations, handling accessorial charges correctly, supporting various billing methods like flat rate or per mile, and integrating with your accounting system. The faster you can invoice, the faster you get paid.
Keeping track of driver information, licenses, medical cards, and equipment maintenance schedules is critical for compliance and safety. Your software should alert you to upcoming expirations, track vehicle maintenance history, manage repair costs, and help you schedule preventive maintenance before breakdowns occur.
Modern shippers expect visibility into their shipments. Look for software that provides online tracking portals where customers can check load status without calling your office. This feature not only improves customer satisfaction but also reduces the administrative burden on your staff.
Integrated mapping helps dispatchers plan efficient routes, calculate accurate mileage for rating, and provide drivers with directions. This feature saves time and improves accuracy throughout your operation.
Trucking software comes in two primary formats, and understanding the difference is important for your decision:
Cloud-based trucking software like StrategyLive runs entirely online through your web browser. You access the system from anywhere with an internet connection, and your data is securely stored on remote servers. This approach offers several advantages including no expensive servers to maintain, automatic updates and backups, access from any device anywhere, and predictable monthly costs with no large upfront investment.
Traditional on-premises software is installed on your company's servers and computers. While this gives you complete control over your data, it also means you are responsible for hardware costs, software updates, backups, and IT support. For most small to medium sized fleets, the flexibility and lower total cost of cloud-based systems make them the better choice.
Switching to new trucking software might seem daunting, but with the right partner, the transition can be smooth and manageable. Here is what a typical implementation looks like:
Initial Consultation and Demo: The process begins with understanding your specific needs and operations. A quality software provider will walk you through a demonstration showing how the system handles your daily tasks. This is your opportunity to ask questions and see if the software fits your workflow.
Data Migration and Setup: Your software provider should help transfer essential data from your current system, including customer information, carrier details, truck and trailer information, and driver records. The system is then configured to match your business processes and requirements.
Training and Support: Comprehensive training ensures your team knows how to use all the features effectively. Look for providers that offer multiple training sessions, clear documentation, and ongoing support. With StrategyLive, we make sure your staff is comfortable with the system before going live.
Go Live and Optimization: After training, you begin using the software for daily operations. The best providers continue working with you during this period to address questions, refine workflows, and ensure you are getting maximum value from the system.
Learning from the mistakes of others can save you time and money. Here are common pitfalls to watch out for:
Choosing based on price alone often leads to selecting software that lacks critical features or adequate support. The cheapest option usually costs more in lost productivity and frustration. Look for value rather than just a low price.
Overlooking training and support is another critical error. Even the best software is worthless if your team does not know how to use it effectively. Make sure your provider offers comprehensive training and responsive support.
Ignoring scalability can create problems as your fleet grows. Choose software that can expand with your business without requiring a complete system change in a few years.
Failing to involve your team in the decision process often results in poor adoption. The people who will use the software daily should have input into the selection. Their buy-in is essential for successful implementation.
At Strategy Systems, we have designed StrategyLive specifically for the needs of growing trucking companies. Our software is easy to learn and easy to use, which means your team can be productive quickly without extensive technical training.
StrategyLive includes everything you need to run your trucking operation efficiently: complete dispatch management, automated IFTA fuel tax reporting, streamlined billing and invoicing, comprehensive payroll processing, integrated mapping and routing, online customer shipment tracking, and vehicle maintenance management.
What sets StrategyLive apart is our commitment to your success. We offer zero commitment with no contracts to sign, allowing you to see the value for yourself without long term obligations. Our support team is always available to help you get the most from your software investment.
Managing a small to medium sized trucking fleet is challenging enough without struggling with inadequate software or manual processes. The right trucking software can transform your operation, saving time, reducing errors, improving customer service, and ultimately increasing profitability.
Strategy Systems has helped countless trucking companies modernize their operations with StrategyLive. Our cloud-based system provides all the tools you need without the complexity and cost of traditional enterprise software.
Contact us today for your online demo and discover how easy trucking software can be. See for yourself why trucking companies trust StrategyLive to manage their daily operations. Let us show you how our software can help your fleet work smarter, not harder.