Today
Dispatch spreadsheet
Erased and rebuilt every week. One person’s copy is always the real one.
Trucking Management System · 20–500 trucks
The trucking TMS that does the data entry for you
Dispatch, driver pay, settlements, compliance and maintenance in one platform. Drop in a rate confirmation and the load builds itself. Built for US fleets running 20 to 500 trucks.
$100/mo + $1 per load · No per-seat pricing · Onboarding in a day, not a quarter
The problem
Four systems that never talk to each other
A spreadsheet for dispatch. A second spreadsheet for driver pay. QuickBooks for invoicing. A filing cabinet for compliance. Every number gets typed at least twice, and the settlement is where the mistakes finally surface.
DispatchTrace replaces all four.
Today
Pay spreadsheet
Deductions applied by hand. Someone is short $200 and nobody can say why.
Today
QuickBooks
Invoices re-keyed off the rate confirmation. Cash sits still while it waits.
Today
Compliance binder
A medical card expired in March. You find out at the scale house.
What actually makes it different
AI that does the typing
Six places in the product where a document used to become twenty minutes of data entry. The extraction fills the form, tells you plainly that AI filled it, and asks you to check it — because a wrong appointment time costs you a load.
-
01
Rate confirmations
Customer, stops, appointment windows, rate and reference numbers — straight onto the load.
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02
Factoring payment reports
Every payment, invoice and check number read off the PDF and matched to what is outstanding.
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03
Maintenance invoices
Parts and labour off the shop invoice, then the driver’s share posted onto their settlement.
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04
Driver applications
A PDF application becomes a driver record with the compliance checklist already started.
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05
Titles and registrations
VIN, plate, weight and expiry read off the document and written onto the truck or trailer.
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06
Mileage estimation
Loaded and empty miles per leg, so pay-per-mile drivers settle without a manual lookup.
Dispatch
A board that updates itself
Every dispatcher sees the same board at the same moment. Changes push over a live connection — no refresh button, no stale copy, no arguing about whose spreadsheet is right.
Live, not refreshed
Drivers, trucks, trailers, loads and board notes all broadcast the moment they change.
Five statuses, no theatre
Scheduled, In Progress, Delivered, Cancelled, TONU. The states a dispatcher actually uses.
Group and filter by anything
By driver, truck, customer or status. Sort, search, and drag to move a load between days.
Columns that stay put
Each person picks their own columns and order. The layout is saved per user, per company.
Board notes with an expiry
“Home Thursday, back Monday.” Pinned to the driver for exactly as long as it matters.
Truck position on the load
Location and odometer pulled from the ELD every 15 minutes, shown against the load’s progress.
The whole platform
Thirty-six modules. One login. One bill.
Not a dispatch tool with accounting bolted on later. Everything below ships today, in one product, at one price.
Dispatch
- Real-time dispatch board
- Loads and tours, full lifecycle
- Trip activity log
- Customers and no-buy list
- Board notes
- Co-driver 50/50 split
- Lumper fees and accessorials
Fleet
- Trucks and trailers
- Assignment history and audit trail
- Maintenance and repair orders
- Scheduled services by date or mileage
- Maintenance vendor directory
- Lease and rent payment ledger
- ELD position sync
Safety and compliance
- Driver records and lifecycle
- Two-phase expiry alerts
- Digital permit book
- Insurance across nine policy lines
- Accident registry and claims
- Contractors and supplied drivers
- Company-level compliance
Driver pay
- Six pay structures
- Settlements with credits and deductions
- Recurring deductions engine
- Fuel and toll CSV import
- Balance carry-forward
- Branded PDF statements
- Statement approval workflow
Money and reporting
- Load billing and invoicing
- Factoring batches and export
- Aging and receivables
- Accounts payable and calendar
- 1099 reporting for drivers and contractors
- Revenue per mile and utilisation
- Dashboard with drill-down
Platform
- Eight roles, assigned per company
- Multi-company and holding groups
- Append-only audit log
- Saved table layouts per user
- In-app and email notifications
- API keys and read-only REST API
- Nightly automated backups
Roadside
Hand the officer your phone
The digital permit book is a share link with a PIN and an expiry date. No app, no login, no account for the officer. Registration, insurance, the IFTA licence, MCS-90 and the authority letter come up as one bound PDF, loaded page by page so it opens on a bad signal at a scale house.
QR code
Generated per truck. Print it for the cab or send it to the driver.
PIN gate
The link alone is not enough. A short PIN is required to open the book.
Expiring link
Set how long the share stays valid. It closes itself afterwards.
No login
Nothing to install and no account for the officer at the roadside.
Driver pay
The deductions apply themselves
Truck rent, insurance, escrow, ELD fees. Set the amount, the run day and how many runs are left, and the schedule posts to the settlement on its own — every week, without anyone remembering. Pause it, resume it, and see every run it ever made.
6
pay structures, from percentage to per-loaded-mile
9
built-in deduction types, plus your own
3
recurrence frequencies, with retroactive catch-up
1099
reporting for drivers and contractors at year end
Holding groups
Run several companies from one login
Switch companies from the header without logging out, and hold a different role in each one — Accounting in the first, Safety in the second. The group view keys on the VIN rather than the company, so a truck that moved between entities is one row with each company’s record beneath it. If it is still active in both, it says so.
Cross-company lists
Drivers, trucks and trailers rolled up across every company you have access to.
Roles stay per company
Access is granted one company at a time. Nothing leaks sideways between entities.
Conflicts surfaced
An asset still active in two companies is flagged, not silently merged.
Where it fits
Between the spreadsheet and the six-figure TMS
| Capability | Spreadsheets + QuickBooks | Dispatch-only tools | DispatchTrace |
|---|---|---|---|
| Dispatch board | Manual | Strong | Real-time, multi-user |
| Driver settlements | By hand | Basic or none | Six pay types, automated |
| Compliance tracking | A binder | Usually separate | Built in, two-phase alerts |
| Factoring workflow | Manual | Rare | Batch, export, AI reconciliation |
| Time to first load | Immediate | Days to weeks | Same day |
| Typical monthly cost | Cheap, until it breaks | Per seat | $100 + $1 per load |
Pricing
One plan. Priced on what you haul.
No per-seat fee, so the whole office can have a login. No module upsell — every feature on this page is included. Invoiced monthly.
$100 / month
+ $1 per load
A fleet running 200 loads a month pays $300. Unlimited users, all modules, every company in your group.
Questions
Straight answers
Which ELD providers do you support?
EVA ELD and Hive ELD today. We pull truck location and odometer every 15 minutes and show it against the load. We do not pull hours-of-service or DVIR, and we do not ask you to switch ELD providers — if you run Motive or Samsara, DispatchTrace works alongside it and that connector is on the roadmap.
Do you integrate with my factoring company?
Not by API. You build the batch in DispatchTrace, export the Excel summary and a ZIP of the load documents, and send it to your factor the way you do now. When their payment report comes back, AI reads it and matches every payment to the right invoice.
Does it replace QuickBooks?
For everything trucking-specific, yes — load billing, settlements, statements, factoring, aging and 1099s all live here. There is no QuickBooks connector, so your bookkeeper still handles general ledger and taxes in whatever they use today.
Is there a driver app?
No. Drivers do not get logins. The one thing built for the roadside is the digital permit book, which opens from a QR code on any phone with no app and no account. A driver app is on the roadmap, not shipped.
How long does setup take?
A day, not a quarter. We create your company, import drivers, trucks and trailers from a spreadsheet, and you dispatch the same afternoon. There is no implementation project and no consultant.
What size fleet is this for?
Twenty to five hundred trucks, with the typical customer around fifty. Below about twenty, a spreadsheet still just about works. Above five hundred, you are probably buying an enterprise TMS with a dedicated implementation team.
How much does it cost?
$100 a month plus $1 per load created that month. No per-seat fee and no per-truck fee, and every module is included. A fleet running 200 loads a month pays $300. Invoices go out monthly and are due within ten days.
Who can see what?
Eight roles — Company Admin, Dispatch Manager, Dispatch, Safety, Fleet, Accounting, After Hours and Guest. Roles are assigned per company, so someone can do Accounting in one entity and nothing at all in another. Every change is written to an append-only audit log.
See it on your own loads
Thirty minutes, screen shared, using a rate confirmation you send us beforehand. You will see your load built by the extraction, not a canned demo.