Trucking dispatch software: 8 factors to consider

Oct. 4, 2023
How to evaluate trucking dispatch software that is easy to use, will help you grow your fleet, scale with your business, and won’t break the bank. The experts from Truckbase have some tips.

Selecting the right trucking dispatch software is crucial for the seamless operation and growth of your truckload fleet. The ideal software should not only address your immediate needs but also scale with your business. In this article, we explore the essential factors to consider when choosing truck dispatch software, ensuring you make an informed decision that propels your business forward.

Factor 1: Ease of use

A user-friendly and mobile-friendly interface is paramount. Software that is easy to implement and use reduces the learning curve for your team, allowing them to focus on core operational tasks. Look for software that is intuitive, accessible from anywhere, and accommodates the increasingly mobile-centric nature of dispatchers. Solutions like Truckbase, for example, offer both a driver app as well as the even simpler text-based dispatch solution, to ensure dispatching is as mobile-friendly as possible and works the way your drivers like work today, thus minimizing training requirements.

Factor 2: Automation

Automation is a game-changer in eliminating manual, time-consuming tasks, allowing your team to focus on strengthening customer relationships and expanding your business, without expanding your headcount. Software that streamlines operations and enhances efficiency is invaluable. For instance, Truckbase’s AI-powered PDF importer automates load-building and dispatch, which reduces the burden of manual data entry and prevents errors in both invoicing and driver notifications.

Factor 3: Operational visibility

Clear operational visibility and control over load details and dispatch schedules are essential for avoiding conflicts and ensuring smooth operations. Great dispatch software should provide a full calendar view on a single screen, that is dynamic and easy to modify. In turn, your drivers should have a clear and complete view of their scheduled loads so they can plan their work – and their lives – accordingly.

Centralized information and enhanced operational oversight are key to informed decision-making and optimal resource allocation. Truckbase ensures precise conveyance of dispatch details through smart notifications, minimizing the chances of misunderstandings and errors, and allowing for easy tracking of load progress with status updates between drivers, dispatchers, and brokers. This approach of having a single calendar view and dynamic notification settings makes communication with team members and brokers straightforward and effective and allows dispatchers to focus more on securing higher-paying loads and less on paperwork.

Factor 4: Scalability and affordability

As your business grows, your software should be able to adapt to your evolving needs without breaking the bank. Scalable and affordable solutions like Truckbase support growth without increasing overhead, offering features that are beneficial for small to mid-sized fleets, making it a cost-effective choice that doesn’t compromise on quality or features. Be sure to understand the modernity of the technology stack on which your software is built. Legacy tools often mean stagnant code bases, and therefore molasses-paced updates and feature improvements. 

Factor 5: Support and reliability

Dedicated support and reliable software build trust with users and drivers. Your software provider's uptime should approach what’s known as “five nines” – 99.999% of the time, it is up and running. Smooth onboarding and ongoing assistance are crucial for maximizing the software’s benefits. Reliable software with dedicated account management ensures that your team has the support they need when questions or issues arise, fostering a sense of security and trust. Remember, when you’re buying software, you’re partnering with a team – be sure you have senior-level access as needed and that you feel confident in the people you’ll be working with, in addition to the software.

Factor 6: Financial management and invoicing

Effective financial management and instant invoicing are crucial for maintaining healthy cash flow. The ability to track all unpaid and overdue invoices on a single platform improves financial transparency and getting paid faster. Truckbase offers instant invoicing and transparent, automated driver settlements, ensuring smooth back-office functionality and on-time payments. Make sure your TMS integrates with QuickBooks as well, so that your dispatch operation can flow from an initial order request all the way through to appearing on your financial statements. 

Factor 7: Mobile-friendly document management

Simplified mobile communication and integrated document management are vital for drivers on the move. An integrated mobile scanner for managing Bills of Lading (BOLs) and other documents ensures that crucial paperwork is never misplaced. Truckbase allows drivers to scan and upload BOLs directly through the app and send updates on route info and load details via text, keeping drivers in the loop and reducing the need for repeated phone calls. Moreover, AI-trained models in today’s best-in-class TMSes can automatically pull out data from rate confirmations and import them into usable load information in your TMS. 

Factor 8: Back office efficiency and load management

An efficient back office is key to managing dispatches effectively and booking higher-paying loads. Real-time tracking and fleet management optimize operations, allowing for better load management and resource allocation. Truckbase makes every part of your back office more efficient, from driver settlements to invoicing, ensuring that dispatching more trucks per dispatcher is possible and giving dispatchers the tools they need to book higher-paying loads.

Dispatch functionality that integrates with and leverages ELD data is pivotal. Additionally, if you can connect your system with your customers via EDI integrations, you will be able to provide superior service and further reduce manual work and check calls. Truckbase, for example, integrates with over 30 ELD providers, offering real-time visibility and customizable notifications, which are crucial for maintaining high carrier scores and securing premium loads.

EDI and ELD integrations are not just about connectivity; they are about enhancing the very heartbeat of dispatch by providing the real-time data and seamless synchronization needed for superior dispatch operations. They empower dispatchers with the tools and insights needed to make informed decisions quickly, streamline operations, and focus on securing higher-paying loads, thus propelling your business forward in the competitive trucking landscape.

Choosing the right trucking dispatch software is a strategic decision that impacts every aspect of your fleet operations. Consideration of factors such as ease of use, automation, operational visibility, scalability, support, financial management, mobile document management, and software connectivity is crucial. Solutions like Truckbase exemplify the integration of these factors, offering a comprehensive, user-friendly, and scalable solution that empowers fleets to operate smoother, faster, and more reliably. When selecting software, prioritize your fleet’s unique needs and choose a solution that aligns with your business goals, propelling your fleet towards unparalleled growth and success.

Sponsored Recommendations

Heavy-Duty Maintenance Checklist

A maintenance checklist can help ensure you hit everything necessary during an inspection. Check out our free downloadable checklist to help streamline your repairs.

Five Ways a Little Data Can Save Your Company Millions

While most trucking and logistics companies rely on cellular to keep their work fleet connected, satellite has the ability to connect anywhere and through small data transmission...

Fleet Case Study: 15% YOY Growth for ITDS

Learn how this small trucking company scaled significantly and maintained outstanding customer service without adding additional people. Sylectus TMS can automate operations and...

Unlocking Fleet Safety & Efficiency: The Managed Service Advantage

Want to boost your fleet's safety and efficiency? Tune in now to discover the power of Managed Services in optimizing your safety program, streamlining operations, and making ...

Voice your opinion!

To join the conversation, and become an exclusive member of FleetOwner, create an account today!