Trucking dispatch software
Trucking dispatch software for small fleets
Truck Dispatch Portal is trucking dispatch software for small fleets that haul cars: three to thirty trucks, a desk of one to four dispatchers, and an owner who still signs every statement himself. It was built on a fleet of 20+ trucks in Florida and does the week the way that desk does it.
A load is one record, from Booked to Paid
Every car you move is a load: broker, route, the units on it (with VIN and an “inop” flag when the car does not run), pickup and delivery dates, price, pay terms — COD, Net 15, check on delivery. The load carries one status at a time: Booked, Picked up, Delivered, Invoiced, Paid, or Issue when something went wrong and the money should not move yet.
A dispatcher books the load and assigns it to a driver. The driver sees it on the phone, changes the status on pickup and delivery, and photographs the paperwork. The office sees the status change the moment it happens; there is no end-of-day call to ask who delivered what.
Weeks run Monday to Monday
The unit of settlement in car hauling is the week, and the portal is built around it. Each driver has a week; a load falls into the week it was delivered. Fuel from the card import, cargo insurance per week, logbook, IFTA per month, and any other deduction are lines on the same week form, each with a type, so the statement reads the same way every Monday.
The week stepper moves you back and forth; the current week is always fresh when you open it. When a rate changes — a dispatcher’s percent, a company fee — it changes from a week, so last month’s statements stay exactly as they were printed.
Cash and check receipts, as the driver took them
Car haulers get paid at the door more often than any other trucking segment. The driver picks on the phone whether he took cash or a check. Cash counts at once as “cash taken by driver” on his week, which lowers what you owe him. A check is a receipt with a photo; the office confirms it on the Receipts screen and it goes to the bank run.
If the driver tapped cash and it turned out to be a check, he sends a cash-to-check request from the phone and the office confirms or declines it — the week does not change until someone in the office says so.
Invoices with a gate
A check load that has no photo and no note cannot be marked Invoiced, and it does not go into the Excel export either. The rule sounds small, but it is the one that stops a $950 check from disappearing between the driver’s cab and your bank. A note on the load lets it through when the paper is genuinely elsewhere.
Marking a load Invoiced and later Paid is a status change on the same record, so the driver’s week, the broker’s view, and your accounting all read the same fact.
Dispatchers get their own account, not yours
A dispatcher opens his own account from an emailed code. He sees his drivers, their loads, their statuses and positions, and his own dispatch percent. He does not see the company fee, our commission on an owner-operator, a fleet owner’s management fee, or the co-owner share. Two dispatchers can run the same driver as a team and split his gross evenly, each paid his own percent; a dispatch team is paid one line at the team’s rate.
This is the part most small-fleet TMS products get wrong: they give every login the same screens and hope nobody looks. Here the margin lines are owner-only by design.
Fleet owners and co-owned trucks
If you run other people’s trucks, each fleet owner signs in and sees only his trucks — this week and the weeks before. His statement prints gross, your commission, fuel, cargo, logbook, other deductions and cash the driver took, then either “All to owner” (he pays his own driver) or “Calculate salary” (you pay the driver and show the salary). A co-owned truck adds a management fee and the co-owner share. How settlements are automated →
Telegram, where your drivers already are
On the Growth plan and up, the portal talks to Telegram. The week statement and load updates can be posted to the groups you already keep with drivers and dispatchers, so nobody has to open a second app to learn that a load was awarded or a statement is ready.
One phone app for every role
Drivers, dispatchers, fleet owners and the office use the same phone app with the same login as the site. The money is computed by the same core as the web portal, so the payout a driver sees on the phone is the payout the office approves. Positions come from the free Traccar GPS integration; the owner switches tracking on per driver.
What it does not do
It is not an ELD, it does not file your IFTA return, and it does not pretend to be a load board for the whole country. It is the desk: loads, weeks, settlements, fuel, receipts, accounting, and a console that puts one job on one screen. Brokers you work with get a free cabinet to post loads to you and your private network. Broker cabinet →