Get worxTMS ready to test in about 15 minutes. Four quick steps get your company set up, your first driver on the map and your first job booked. You don't need to set up everything at once.
Quick start: ready to test in 15 minutes
1
Settings: your company
Click Settings. Search your address or click Locate & Autofill, check the company name and street number, set your TimeZone, and click Update Company Setting. On the Vehicles tab, add your vehicles.
Your company address is your depot. worxTMS measures every route from it, including the empty kilometres.
2
Members: your first driver
Click Members, then New. Enter a username and password, the driver's name and email, set Member Type to Driver, and click Save & Close. This is the driver's login for the app.
Testing on your own? Add yourself as the driver and use your own phone.
3
Switch on tracking
- On the driver's Android phone, install worxTMS from Google Play (free)
- Log in with the driver's username and password
- Allow all permissions, and set location to Allow all the time
- Switch the tracking toggle from red to green
- On your computer, open Shipments and refresh until the driver shows on the map
Driver not on the map? Check they are logged in, location is Allow all the time, and the toggle is green. Then refresh Shipments.
4
Book a test job
Click Create, choose House Account and Default Service, search a pickup and a drop-off, enter pieces and weight, click Next, then Save on the Route page. On Shipments, click Assign Carrier, choose Own Driver, your driver and a vehicle, and Save. The job appears in the driver's app.
✓ You're ready to test
Your company is set up, your driver is on the map and your first job is booked. Try it out: update the stops in the app, share the worxLIVE tracking link, and watch the job move.
Set up the rest, step by step
Do these when you are ready, in this order. Each one makes your real jobs faster and more accurate.
1
Vehicles and trailers in detail
Settings > Vehicles. For each vehicle enter the Vehicle Reg, choose the Unit (Rigid Vehicle, Power Unit / Horse, or Trailer) and body Type, the load space size and Max Weight, and the tracker under Device if it has one. Click Save.
Tip: put the size in the registration, for example CTT02 - 4 Tonner, so your team picks the right truck at a glance.
2
Office staff and customer logins
Add the rest of your team the same way as your driver: Members, New, choose the Member Type, Save & Close.
- Office Staff: works in worxTMS with you. Set Invoicing to No if they should not create invoices
- Customer: your customer's own login. Choose the customer in Customer Link. They see only their own loads, live, with statuses, PODs, waybills and invoices, and they can book new jobs. Customers come from your accounting system, so set this up after step 4
- More drivers: one Driver login per driver, so each one sees only their own jobs in the app
Starter includes 3 extra logins and Professional unlimited. Nobody needs their own paid account.
3
More about the driver app
Drivers use two tabs every day:
- Shipments: their active, upcoming and completed jobs, each stop with its contact and a map. Tapping the map icon opens Google Maps for directions
- Fuel: log each fill-up from the cab: vehicle, odometer, oil added and litres
At each stop the driver taps the location name and sets the status: Accepted, En Route, Arrived, Collected or Delivered. Every change is time-stamped and shows on your Shipments page straight away.
No Android phone? Use the driver link: click the link icon next to the driver's name on the job card and send it to them. It opens in any phone's browser. Or fit a tracker in the vehicle and link it on the Vehicles tab under Device.
Battery savers on some phones close the app and stop tracking. If the driver keeps dropping off the map, turn battery optimisation off for worxTMS in the phone's settings.
4
Accounting: customers, services and invoices
Your customers and services come from your accounting system, and your invoices go back into it. Click Integration and choose the option that suits you:
| You use | Choose | Cost |
|---|---|---|
| QuickBooks Online | The QuickBooks Online tab | Your QuickBooks subscription |
| Xero | The Xero Accounting tab | Your Xero subscription |
| No accounting software | The Front Accounting tab: free accounting built into worxTMS | Free |
| Only your own deliveries, no customers to bill | Nothing: keep using the House Account | Free |
QuickBooks Online or Xero
- Open the tab and click to connect. Sign in to QuickBooks or Xero and allow worxTMS to connect. The tab then shows Connected and your company name
- Your customers and services come across by themselves, so there is nothing to retype
- When you click Invoice in worxTMS, a draft invoice is created in QuickBooks or Xero. It becomes final when it is emailed, and a copy of the POD goes with it
- Changes, voids and emails you make in QuickBooks or Xero update back into worxTMS. So one person can run the trucks in worxTMS while another keeps the books in QuickBooks or Xero
FrontAccounting (free)
- Open the Front Accounting tab and connect. A FrontAcc menu appears at the top
- Fill in FrontAcc > Settings > Company Setup (it prints on your invoices), add your customers with their email addresses, and add your services, for example 1 Tonner, 4 Tonner, 8 Tonner
- Record payments, send statements and see who owes you, all in FrontAcc
Then, whichever you chose: on the Integration page tick your Services, choose the Fuel Surcharge item if you want the surcharge as its own invoice line, choose any customers who must give a PO number, and click Save.
Do this before Rates and Fuel. If you build rate sheets first, you will have to choose their customers and services again afterwards. Every customer needs an email address in your accounting system so invoices can be emailed.
Using FrontAccounting? Tick Editable description on every service you create (FrontAcc > Settings > Services). Without it, the invoice shows only the service name and not the shipment number and route.
5
Your regular addresses
Click Addresses, search the address, fill in the company name, contact and number, check the street number, and click Add Address. When you book a job, typing 4 letters finds your saved addresses first.
6
Rates and fuel
Rates: name a rate sheet, add a row per service with its Minimum Charge, Charge per Stop, Base Rate and rate per km for each leg, choose the customers, and click Add Rate Sheet. Every job for those customers then prices itself.
- Base Rate: the starting price, added to every job; distances and stops are added on top
- Minimum Charge: if everything added together comes to less, the Minimum Charge is used instead
- Charge per Stop: only for stops between the first and the last
Fuel: log each fill-up under Fuel > Add Fuel (or in the app), and set up a surcharge sheet under Fuel & Surcharge. worxTMS then works out the fuel surcharge and shows each job's profit after fuel.
Fuel price changed? Choose your surcharge sheet, add the new date and price, click Submit, then Update Surcharge Sheet. Submit alone does not save it.
7
Subcontractors and worxLINK (optional)
Settings > Carriers > Connections. Add a subcontractor by name, or add their worxTMS Company ID to link with them on worxLINK. Linked companies receive your loads in their own worxTMS, and you keep seeing the truck, the status and the POD.
Links work one way. For them to send loads to you as well, they add your Company ID too.
Your first real job, start to finish
1
Book it
Click Create, choose a real customer and service, add the customer's reference, the pickup and drop-off (add more with Add Stop), pieces and weight, and click Next.
2
Route it
Click the stops in the order they will be done, or click Optimize Pickups and Optimize Deliveries, then Save. The route sets the distance, the price and the waybills.
3
Check and save the price
Tick the job card and click the eye icon. The Costing tab shows how the price was worked out. The price itself is on the $ (Billing Lines) tab: check line 1, add any extras with + Add Item, and click Save.
Save the price on the $ tab, not in Override on the Costing tab. If the fuel surcharge is its own line, line 1 is the price before surcharge, or the surcharge is charged twice.
4
Assign it
On Shipments, click Assign Carrier. Choose Own Driver with the driver and vehicle (and trailer if used), or External Carrier for a subcontractor. Click Save. The job appears in the driver's app.
5
Let everyone follow it
Click the link icon next to the customer name on the card to copy the worxLIVE link. Send it to anyone who needs to follow the load: your customer, the receiver waiting for the goods, the owner of the goods. No app or login needed, no prices shown, and it switches off on delivery.
Regular customers can also have their own login (see Office staff and customer logins above) and see all their loads, PODs and invoices at any time.
The other link icon, next to the driver's name, is the driver link. It can change statuses, so send it only to the driver.
6
Deliver it
The driver taps each stop in the app and sets the status: Accepted, En Route, Arrived, Collected, Delivered. At delivery they enter who received the goods and scan the signed paperwork. worxTMS adds the GPS location and time. The dot after the drop turns green when its POD is attached.
7
Invoice it
On the Delivered tab, check every dot is green, click Invoice and Ok. The invoice is created in QuickBooks Online, Xero or FrontAccounting. Then click the red email icon to send the invoice with every POD attached in one email (in QuickBooks and Xero this also makes the draft final). When it turns green, click the tick to move the job to Completed.
Voiding an invoice (hover the invoice number, click X) currently also removes the PODs from the drops. Keep the invoice email so you can attach them again before you re-invoice.
Want every detail? Read the full guide
The Getting Started Guide covers all of this in 61 pages, with a screenshot for every page, a setup checklist and a glossary. Open the PDF to read, print or download it.
Frequently asked questions
Do I have to set everything up before I can use worxTMS?
No. Try a test job with the built-in defaults first, then set up the rest during your 30-day free trial.
Is the free trial really free?
Yes. 30 days, no credit card, no contract and no automatic renewal. If you don't subscribe, it simply ends.
Do I need accounting software?
No. Use the House Account if you only do your own deliveries. If you already use QuickBooks Online or Xero, connect it. If you have no accounting software, switch on the free FrontAccounting built into worxTMS.
Where do drivers get the app?
On Google Play: search worxTMS. It is free, and drivers sign in with the login you create under Members. iPhone drivers can use the driver link.
Where do I save the price of a job?
On the job's $ (Billing Lines) tab. Check line 1 and click Save before you invoice.
Why is my invoice missing the shipment number and route?
With FrontAccounting, tick Editable description on the service, then void the invoice and invoice again.
Can I keep using QuickBooks Online or Xero?
Yes. Connect it on the Integration page. Customers and services come across, invoices are created there as drafts, and changes, voids and emails you make in QuickBooks or Xero update back into worxTMS.
Can my customer see their loads without phoning me?
Yes. Send a worxLIVE link for one load to anyone who needs it, or give a regular customer their own login to see all their loads.
Which plan do I need?
Count the extra logins you need besides your own. Up to 3 is Starter (R199.99 a month); more is Professional (R499.99 a month). Both include every feature, unlimited vehicles and unlimited jobs.
Related articles
- Step 1: Set up your company details: the Settings tab in detail
- Rates page: make your jobs price themselves
- What does each kilometre cost you? work out your cost per km before you set rates
- QuickBooks Online and Xero integration: connect your accounting system
- FrontAccounting integration: free accounting built into worxTMS
✓ You're ready to go
Book, route, price, assign, track, deliver and invoice: that is your everyday routine in worxTMS from now on.
Start simple. Test the basics first, then add features as you need them.