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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
Maintenance Entry
Unit Truck #1042
Vendor Western Truck Service
Labor + parts $1,842.00
Driver share (25%) $460.50
AI-extracted from invoice PDF

Maintenance That Tracks Itself

Log every truck and trailer repair with vendor, labor, parts, and totals. Drop the shop’s invoice PDF in and AI fills the form for you — then driver cost-share lands on the next settlement automatically.

  • In/out date tracking with invoice number and vendor
  • Labor and parts itemized; tax and fee adjustments built in
  • Driver cost-share % auto-creates a settlement deduction
  • Vendor directory and shop history per unit
  • Cloud-stored invoices and estimates linked to each entry
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
Accounts Payable
Truck #2087 · Lease to Buy 36 / 60 mo
Remaining $36,400.00
Trailer #3155 · Rent $1,200/mo
Next due Apr 1, 2026
Truck #1042 · Lease to Buy Paid off
Remaining $0.00

Accounts Payable for Leased & Rented Equipment

Every truck and trailer on lease-to-buy or rent is automatically tracked as a liability. See total contract value, remaining balance, and full payment history per unit — no separate spreadsheet, no surprise balloon payments.

  • Auto-computed Total and Remaining Balance per leased/rented unit
  • Full payment history with projected upcoming due dates
  • Filter by equipment type, ownership, or status; search units, VINs, leasors
  • Paid-off units roll off automatically; terminated equipment hidden by default
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

Digital Permit Book

When a DOT officer asks for a driver’s paperwork at the roadside, the driver opens one link, taps in a PIN, and shows everything in seconds — no paper folder, no expired certificates left at home.

  • Per-driver public URL with PIN gate — no driver login required
  • Driver, truck, trailer, and company documents in one place
  • Download a single bound PDF for the inspector on the spot
  • Configurable section order so the binder matches your audit checklist
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.

8 Built-In Roles
Company Admin
Dispatch Manager
Dispatch
After Hour
Safety
Fleet
Accounting
Guest

Role-Based Access Control

Give every team member exactly the access they need — and nothing more. Eight built-in roles cover every function from day-shift dispatch to a Guest read-only account for owners who just want to watch.

  • Accounting can’t modify dispatch; dispatchers can’t open financials
  • Dedicated Safety and Fleet roles for compliance and asset management
  • After Hour role for night and weekend dispatchers with scoped access
  • Guest role for stakeholders who need read-only visibility (owners, partners)
  • 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
Your Companies
Midwest Carriers, LLC
Active
Great Plains Freight
Switch →
Riverside Logistics
Switch →

Multi-Company Switching for Holding Companies

Operate a holding company with multiple carriers under one roof? One DispatchTrace login switches between every carrier you have access to. Each company stays a fully isolated tenant — separate data, separate users, separate billing, separate compliance — but the people running the group never juggle multiple logins.

  • One login, every carrier you administer
  • Granular per-company role assignment — admin one carrier, accountant on another
  • Complete data isolation — a dispatcher at one carrier can’t see another’s loads
  • Independent billing per company — one invoice per tenant

Ready to Streamline Your Operations?

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

Book a Demo Get Started