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Dispatch Trace
Feature Overview

Every Feature Your Fleet Needs

From dispatch to settlement, from compliance to analytics — explore everything DispatchTrace offers to run your trucking business smarter.

Dispatch Operations

Command Your Operations in Real-Time

See every load, every driver, and every status change the moment it happens. No more phone calls, whiteboards, or guesswork.

Real-Time Dispatch Board

A Kanban-style board that shows every active load by status, with live updates across your entire dispatch team.

  • Visual status cards from Draft to Delivered
  • Live updates — changes broadcast instantly to all dispatchers
  • Driver tiles with assigned loads and availability
  • Multi-dispatcher collaboration in real-time

Complete Load Lifecycle

Track every load from booking to delivery with full status history, multi-stop support, and document management.

  • Full lifecycle: Draft, Dispatched, Picked Up, In Transit, Delivered
  • Multiple pickups and deliveries per load
  • Upload and store BOLs, PODs, and rate confirmations
  • Flexible billing: base rate, add-ons, and lumper fees

AI Document Extraction

Upload a rate confirmation PDF and let AI automatically extract and populate your load data — no manual entry required.

  • Smart scanning of rate confirmation PDFs
  • Auto-populate pickup, delivery, and rate details
  • Process payment reports into structured data

Board Notes & Communication

Keep your dispatch team aligned with shared notes directly on the board — no need for scattered emails or texts.

  • Dispatcher-to-dispatcher notes on the board
  • Instant broadcast to the entire team
  • Coordinate without leaving the dispatch interface
See It In Action — Book a Demo
Fleet Management

Complete Visibility Into Every Asset

Track every truck and trailer in your fleet — ownership, location, assignments, and maintenance — all from one place.

Trucks & Trailers
Box Truck #1042 — Active
Sleeper Cab #2087 — Active
Dry Van #3155 — Maintenance

Trucks & Trailers

Manage your complete fleet with support for every vehicle type — Box Trucks, Day Cabs, Sleeper Cabs, Dry Vans, Reefers, and Flatbeds.

  • Track ownership types: Company, Owner-Operator, Rent, Lease to Buy, Load Out
  • Lease and financing cost tracking built into vehicle records
  • Bulk import your fleet from CSV to get started fast
Live Tracking
Truck #1042 Chicago, IL
Truck #2087 Dallas, TX
Truck #3021 Atlanta, GA

ELD Integration

Get real-time truck positions and hours-of-service data pulled directly from your ELD provider — no manual check-ins needed.

  • Automatic GPS position updates for every truck
  • Hours-of-service compliance at a glance
  • Seamless data sync — no separate tracking platform needed
Assignment History
John D. → Truck #1042
Jan 15 — Present
Mike R. → Truck #1042
Sep 3 — Jan 14

Vehicle Assignment History

Know exactly who drove what and when. A complete audit trail of every driver-to-vehicle assignment for compliance and accountability.

  • Full driver-to-asset assignment timeline
  • Audit-ready records for DOT inspections
  • Track assignments across trucks and trailers
Drivers & Payroll

Flexible Pay, Automated Deductions, Zero Errors

Manage every aspect of your drivers — from onboarding and licensing to pay structures and recurring deductions.

5 Flexible Pay Structures

Every driver is different. Choose the pay model that fits — or mix and match across your fleet.

%
Percentage
% of the load rate
% Net
After Commission
% after company cut
$
Flat Rate
Fixed $ per load
$/mi
Per Loaded Mile
$ per loaded mile
$/mi+
Per Total Mile
$ per all miles driven

Driver Profiles & Lifecycle

Complete driver management from hiring to archiving, with CDL tracking, license expiration alerts, and dispatcher assignments.

  • Full lifecycle: Hired, Active, Ready, Suspended, Terminated, Archived
  • CDL number, class, and expiration tracking
  • Assign up to 3 dispatchers per driver in priority order

Co-Driver & Team Support

Run team hauling without the accounting headaches. Link co-drivers to loads with configurable pay splits.

  • Configurable pay splits (default 50/50)
  • Both drivers included in settlement and statement generation
  • Automatic pay calculation for team loads

Automated Recurring Deductions

Set it once and forget it. Automatically deduct truck rent, insurance, ELD fees, and more — on the schedule you choose.

  • Daily, weekly, or monthly frequency options
  • 9 built-in types: Truck Rent, Insurance, ELD, Escrow, and more
  • Create custom deduction types for your company
  • Pause and resume deductions without losing your schedule
  • Auto-completes when the end date or max occurrences are reached
See It In Action — Book a Demo
Settlements & Financials

From Delivered Load to Driver Paycheck

Automate the most time-consuming part of trucking — settlements, statements, and factoring. No more spreadsheet math.

Settlement Breakdown
Tour Earnings $4,250.00
+ Credits $150.00
- Deductions -$680.00
- Fuel & Tolls -$420.00
Net Pay $3,300.00

Settlement System

Automatically aggregate all driver financial activity for a period — earnings, credits, deductions, fuel, and tolls — into a clean settlement.

  • Automatic aggregation of all earnings and deductions
  • Negative balance carry-forward to next settlement period
  • Import fuel and toll charges from CSV
Statement Workflow
Draft Ready Sent Paid

Professional Statements & PDF Delivery

Generate branded PDF statements with full itemization, then deliver them to your drivers via email — all in a few clicks.

  • Professional PDF statements with your company branding
  • Status workflow prevents accidental overpayment
  • One-click email delivery with PDF attachment
  • Automatic co-driver pay split application
Factoring Report
Loads included 12
Total amount $28,450.00
Export format Excel + ZIP

Factoring Integration

Submit delivered loads to your factoring company in batch. Generate reports with all required documents bundled and ready to send.

  • Batch submit loads for accelerated payment
  • Excel reports + ZIP bundles with all supporting documents
  • Automatic accounting status tracking per load
Compliance & Safety

Never Miss a Deadline Again

Automated compliance tracking with two-phase alerts ensures your fleet stays DOT-ready — without the spreadsheet reminders.

Compliance Templates

Define requirements once — Medical Card, CDL, DOT Physical, Annual Inspection, Insurance — and attach them to any driver, truck, or trailer.

  • Reusable templates for any compliance requirement
  • Attach to drivers, trucks, or trailers
  • Auto-resolve previous items when new ones are added

Two-Phase Alert System

Get an early warning when a deadline approaches, then an escalated alarm if it's about to expire — giving you time to act before violations occur.

Warning
Alarm
  • Continuous monitoring — checks every 15 minutes
  • Notifications to Admin, Safety, and Fleet roles

Document Storage

Upload and store compliance documents securely in the cloud. Always have the paperwork ready when an inspector asks.

  • Secure cloud storage for all compliance files
  • Linked directly to compliance items and assets
  • Instant access during audits and inspections
See It In Action — Book a Demo
Platform & Security

Enterprise Security, Startup Simplicity

Built for scale from day one. Role-based access, complete data isolation, real-time notifications, and cloud-native architecture.

7 Built-In Roles
Company Admin
Dispatch Manager
Dispatcher
Safety • Fleet • Accounting

Role-Based Access Control

Give every team member exactly the access they need — and nothing more. Seven built-in roles cover every function from dispatch to accounting.

  • Accounting staff can't modify dispatch; dispatchers can't access financials
  • Dedicated Safety role for compliance-focused team members
  • Two-factor authentication for added account security
Real-Time Notifications
CDL Expiring Soon
Driver John D. — 14 days left
Invoice Generated
March 2026 — $1,245.00

Data Isolation & Real-Time Notifications

Your company's data is completely isolated from every other customer. And you'll always know what's happening with in-app and email notifications.

  • Complete multi-tenant data isolation — your data is yours alone
  • In-app notifications with read tracking and archiving
  • Email alerts for critical events like compliance expirations
  • Persistent notifications — nothing gets lost if you're offline
Performance Metrics
Revenue Per Mile $2.45
Empty Miles 187 mi
Fleet Utilization 92%

Performance Metrics & Data Tools

Track revenue per mile, flag unprofitable lanes, and import data in bulk. Everything you need to make smarter decisions about your business.

  • Configurable RPM thresholds to flag poor and good performance
  • Empty miles tracking to optimize routing
  • CSV bulk import for trucks, fuel, tolls, and deductions
  • Cloud-native — access from anywhere, no software to install

Ready to Streamline Your Operations?

Join hundreds of carriers who manage their entire business with DispatchTrace. Get started today.

Book a Demo Get Started