A transport management system (TMS) is software that runs the day-to-day work of a transport company in one place: booking loads, waybills, tracking vehicles, proof of delivery (POD), invoicing and costs. Many small transport companies still run on WhatsApp, Excel and paper. It works, until it doesn't. This article explains why a small transport company needs a TMS, and how to tell if it's time.
Signs you've outgrown WhatsApp and Excel
If a few of these sound familiar, a TMS will save you time and money:
- Customers phone you all day asking "where's my truck?"
- You spend hours chasing PODs from drivers and subcontractors.
- Invoices go out days or weeks after delivery, so you get paid late.
- Job details are spread across WhatsApp chats, emails, notebooks and spreadsheets.
- You subcontract loads and lose sight of them until the subbie calls back.
- You're not sure which trips actually make money after fuel.
- Everything stops when you're away from the office, or when one person is off sick.
7 reasons small transport companies need a TMS
1
Every job in one place
Each load is captured once, with the customer, pickup and delivery stops, times, cargo and price. Everyone in the business works from the same information, and nothing gets lost in a chat thread.
2
Live tracking without the phone calls
See your vehicles live on a map, from a driver app or an in-vehicle tracker. Share a tracking link with your customer so they can follow the delivery themselves, which saves both of you time.
3
PODs the moment the load is delivered
The driver marks the stop as delivered and scans the signed paperwork with their phone. The POD is on the job straight away, with the time and location of delivery recorded. No more chasing paperwork.
4
Faster invoicing and better cash flow
Once the POD is in, the invoice can go out the same day, with the POD attached. Customers have what they need to approve payment, so there are fewer queries and you get paid sooner. For a small transport company, cash flow is everything.
5
Know your costs and which loads make money
Fuel is usually your biggest cost. A TMS that tracks distance and fuel can show your cost per kilometre, work out fuel surcharges and show profit per trip, so you can quote with confidence instead of guessing.
6
Subcontract without losing control
When you pass a load to a subcontractor, you're still responsible to your customer. A TMS that connects to your subcontractors lets you keep tracking the load, see the POD and receive their invoice, as if it were your own truck.
7
Run your business from your phone
Small transport owners are rarely behind a desk. A cloud TMS lets you create loads, check trucks and send invoices from your phone, wherever you are.
"But a TMS is expensive and complicated"
That's the main reason small operators don't use one. Many systems are built and priced for large fleets. worxTMS was built differently. It was built by a transport operator for his own trucks, and it's priced so small transport companies can afford it:
- From R199.99 per month, with a 30-day free trial, no setup fees and no contract
- Create your first load straight after registering, before any setup
- A simple driver app, or no app at all with an in-vehicle tracker
- Free built-in accounting, or connect Xero or QuickBooks Online
What to look for in a TMS
Whichever system you choose, check that it has:
- Load booking with multi-stop jobs and online waybills
- Live vehicle tracking and a shareable tracking link for customers
- Electronic POD (e-POD) captured on the driver's phone
- One-click invoicing linked to your accounting system
- Rate sheets and fuel surcharges so pricing is consistent
- Fuel and cost tracking to see profit per trip
- Subcontractor management with tracking of subcontracted loads
- Mobile-friendly screens for office and drivers
- A price that fits your size, with no long contract
Frequently asked questions
What does TMS stand for?
TMS stands for transport management system (sometimes called transportation management system). It's software for planning, running and invoicing transport jobs.
Do I need a TMS if I only have one or two trucks?
Yes, if you're spending time on paperwork, phone calls and chasing PODs. Small operators often benefit most, because the owner is doing everything. An affordable TMS gives that time back.
Will my drivers cope with an app?
Keep it simple. The worxAPP has two main tabs, Shipments and Fuel, and drivers mainly tap a stop to update its status. If drivers don't want an app, a cheap in-vehicle tracker handles the tracking instead.
Do I have to change my accounting system?
No. worxTMS connects to Xero and QuickBooks Online, or you can use the free built-in accounting system.
How long does it take to get started?
You can create your first load within minutes of registering, using default settings. Add your vehicles, drivers and customers as you go.
✓ Ready to stop chasing PODs and phone calls?
Start your 30-day free trial of worxTMS and run your transport business from one system. Read Getting Started with worxTMS for a step-by-step setup guide.
Built by a transporter, for transporters. Affordable, simple and ready from your phone.