Dispatch Software for Trucking

 There are many TMS Dispatch systems out there that say they are the best trucking dispatch software.  However, are they really? Oftentimes, when we are contacted for a demo of our dispatch system, we are told that the potential client has already been through several systems and is unhappy for several different reasons. Maybe they encountered surprise costs.  Alternatively, poor support.  And, what we hear the most, is it just doesn’t do what they need.

And, what are you looking for?  Easy? Affordable? Efficient? A dispatch program that fits your business needs?

What does a Fleet dispatch software program need to offer, to be the best?

What does TMS Digital Dispatch offer

• Our customers will tell you Easy to use.
• Our software makes it easy to edit and make changes
• Our dispatch software for trucking companies is highly configurable.  You can configure screens, buttons, menu options and much more per user or group of users.
• We include customizing forms and reports for each customer’s individual needs
• We include a fuel card interface and an accounting interface. *
• We offer custom programming.
• We have a great support team with a great response time.
• TL loads
• LTL loads
• Cross-docked loads
• Split loads
• Deadhead trips
• Brokerage
• Multi-company setup, for example: Logistics and Brokerage loads can be created in one dispatch but billed to two separate accounting companies. Or you can purchase two separate dispatch programs, one for logistics and one for brokerage
• Billing, which includes custom invoices and options to break out revenue based on load criteria
• Settlements (pay drivers, owner operators, carriers, agents, salesmen, and trailer leasing).
• Assessorial charges, including Fuel Surcharge rating table, by the effective date. Assessorial charges can even be automated by customers or with auto-rating.
• Security with user logins and options to restrict access for users or groups of users to specific parts of the program.
• Logging User and group events in log files.
• We interface with many 3rd party integration choices. For example for accounting, you may want to post to QuickBooks.  Our next customer may want to post to Microsoft Dynamics.  Or, perhaps you want our dispatch to calculate loaded and empty miles, via PcMiler.  Maybe our next customer prefers Rand McNally. Or Google Miles. The same with ELDs and Fuel Cards.  We more than likely already have an interface with them.  If not, we are usually able to write one.**
• ** If we do not currently have an interface to a 3rd party program, we check to see if they offer an API. Alternatively, import/export options.  If it is something we feel all future customers may benefit from, we will write the interface.  If not, or if it appears to be quite involved, we will give you a custom programming quote and let you decide if you need it.

With every new sale, great suggestions or requests for changes in the dispatch program not only enhanced Dispatch, but made it a good fit for each client.

To read more click here.

Ransomware protection: How fleets can double down?

Ransomware is something you too often hear about on the news.  Or maybe something your computer-savvy fishing buddy has brought up. A survey by IDC revealed that 37% of global organizations had been victims of a ransomware attack in 2021. However, you might be a bit dismissive because you cannot imagine a ransomware attack ever happening to your freight business.

Let me tell you, right now, a trucking company or any business for that matter should NEVER assume they are too small or not significant enough to be targeted by ransomware attack.  Small businesses, especially, are typically easy targets because they often do not have the business ransomware protection or the resources to implement comprehensive security protocols.  Because of this, it makes them far more vulnerable and easier to attack.

In addition, there are far more small businesses to attack than large ones. Smaller companies are, in fact, a prime target. Not to mention, whether you realize it or not, trying to recover from ransomware can be challenging! Trust me; we have had to help clients in the past.

So, what exactly is Ransomware?

Trend Micro tells us that Ransomware is a type of malware that prevents or limits users from accessing their system, either by locking the system’s screen or locking the users’ files until a ransom is paid. More modern ransomware families, collectively categorized as crypto-ransomware, encrypt certain file types on infected systems and force users to pay the ransom through specific online payment methods to get a decryption key.

 

Ransom Prices and Payment

Ransom recovery prices vary depending on the ransomware variant and digital currencies’ price or exchange rates. Because of the cryptocurrencies’ perceived anonymity, ransomware operators often demand bitcoins as ransom payments. Alternative payment options such as iTunes and Amazon gift cards are also being used by recent ransomware variants. Among 95% of ransomware-related losses, Verizon reported a median loss of $11,150. Losses, however, ranged from $70.00 to $1,250,000. It should be noted that paying the ransom does not guarantee that users will get the decryption key or unlock tool required to regain access to the infected system or files being held hostage.

 

The following is from Transport Topics.

Titan Transfer is one trucking company that has experienced the impact of ransomware firsthand. According to Tommy Hodges, the company’s chairperson, it’s been hacked twice during the past year, resulting in “total disruption” of Titan’s day-to-day operations.
Titan was luckier than most. Hodges said those files were rebuilt in four days, adding that it was a nightmare going without computers for four days.

The Sophos study found that criminals behind successful ransomware attacks often break promises to restore files once the ransom was paid. On average, victimized organizations in the study that paid ransoms only got back 65% of their data. According to the study, only 8% of organizations forking over money to the extorters could retrieve all of their files.
Source: Transport Topics

 

Ransomware protection for fleets

This year’s successful ransomware attacks have proven so visceral that President Joe Biden nudged U.S. companies to take ransomware protection seriously by issuing an executive order. With the threat of ransom attack expected to reach new heights in 2022, many trucking and logistics companies are doubling down on their defenses against the scourge to ensure they have done everything they can to avoid becoming its next victim. Here are a few things you can do to guard against ransomware from CISA.Gov (Cybersecurity & Infrastructure Security Agency):

Tips

• Identify assets that are searchable via online tools and take steps to reduce that exposure
• Protecting Against Ransomware
• Good Security Habits
• Understanding Anti-Virus Software
• Understanding Patches and Software Updates
• Using Caution with Email Attachments
• Choosing and Protecting Passwords
• SMB Security Best Practices
• Website Security
• Operational technology assets are vulnerable to rising ransomware.

 

How do we protect your data?

With TMS Digital, you can rest assured that you are both protected and secure!  The TMS Digital system’s data resides and is hosted on our parent company, Protected Harbor’s, data servers.

Cyber security is critical to us, and our ransomware attack protection uses several tools to assure that your data is safe and secure from ransomware, phishing, viruses, and malware:

• Antivirus – Windows Defender
• Backup Solution – System Center Data Protection Manager
• DDoS\Malicious Network Activity – Elastic Search
• Proactive Monitoring – PRTG
• Geo-IP Filtering – pfBlockerNG 

Ransomware Impacts and Preventions for Transportation

The critical element of a cybersecurity strategy is using a layered approach, such as you see listed above.  Plans will include putting the systems preventative measures in place, stopping an attack in progress, recovery after a cyberattack, and strategies for Insurance and the aftermath.

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Hot Shot Trucking

Hot shot trucking is a type of trucking that carries relatively smaller LTL, time-sensitive loads to accessible locations. For example, a critical piece of equipment is needed at a job site in a timely fashion. One website says that Hot shot drivers are essentially the minutemen of trucking. Instead of a semi, think of a standard, super duty pick-up truck hauling farm equipment or appliances. Expedited freight is normally limited to a gross weight of 36,000 pounds. Can also refer to the truck hauling the freight, which can be as small as a one-ton pickup hauling a flatbed trailer.

While hot shot trucking does not require a Commercial Driver’s License for loads under 10,000 lbs., all drivers are required to obtain a Motor Carrier Authority Number and need to be approved to drive by the Federal Motor Carrier Safety Administration. For approval, you must meet the physical requirements for driving, so check with the FMCSA website for the requirements of drivers before investing any further.

While a CDL license is not required for hotshot trucking, it is recommended. All hotshot drivers are required to file an Interstate Operating Number (MC number) in addition to a DOT number.  If a hotshot trucker has a CDL and a larger trailer, he or she could haul loads weighing up to 26,000 pounds.

Note: Hot Shot trucks do not need IFTA license and IRP hot shot plates if they are under 26,000 pounds. It is optional to register with IFTA if the truck owner operator wishes to do so.

 

Hotshot Service

A well run hotshot service can bring in from $60,000 to $120,000 gross income per year, possibly more. Most hotshot's expenses—fuel, maintenance, insurance, licenses and fees, tolls, etc. —are approximately half of the gross income. In addition, of course, quarterly estimated payroll taxes.

When it comes to finding work for hot shot drivers, most turn to load boards. Load boards are essentially marketplaces for transportation professionals to post quick, small load jobs for willing drivers.

Different  Classes of trucks used in hot shot hauling:

Class 3 medium-duty trucks have a weight limit of 10,001-14,000 pounds. Mainly contractors and last-mile delivery drivers use this class, but you can also use them for lighter hotshot loads.

Class 4 medium-duty trucks have a weight limit of 14,001-16,000 pounds. These are heavier trucks but classified as non-commercial.

Class 5 medium-duty trucks have a weight limit of 16,001-19,500 pounds. Many of the lightest commercial trucks are categorized as Class 5.

 

How to become a hotshot driver

If you are interested in a career as a hotshot driver or even if you would enjoy picking up cargo loads to occasionally supplement income, follow these 6 steps: (source: indeed.com)

 

1. Get a valid driver's license

Hotshot drivers need a basic class D driver's license. This is the standard license most citizens receive when they apply for a license. As long as cargo loads they haul are under 10,000 pounds, a hotshot driver does not need a commercial driver's license (CDL) that truck drivers have. It is also important to maintain a clean driving record so that clients know they can trust drivers with cargo.

 

2. Apply for a USDOT number

A United States Department of Transportation (USDOT) number is a form of identification that is needed for safety reports, incidents, and for audits. Hotshot drivers can apply for a USDOT number through the Federal Motor Carrier Safety Administration's website. Filing for a USDOT number could be a $300 charge and is necessary to fulfill legal requirements of hauling cargo for clients.

If you accept loads that need to be driven across state lines, you also need a MC number to operate out-of-state.

 

3. Purchase equipment

Hotshot drivers typically operate a pickup truck. The appropriate model of truck depends on the sizes of loads you may haul for clients. Hotshot driver's also commonly pull trailers to accommodate cargo. When choosing a trailer consider not only the weight and equipment of the loads you want to haul but also ensure that your vehicle can pull a trailer. Here are the types of trailers to choose from for hotshot drivers:

Gooseneck trailer: These trailers carry large loads and require a special hitch. These are very stable trailers, which makes them an excellent choice for a variety of loads.

Bumper pull trailer: Bumper pull trailers are inexpensive and short but can support up to 10,000 pounds.

Tilt deck trailers: This type of trailer has a tilt which makes is easier to load and unload heavy equipment and other cargo using a hydraulic system.

Low boy trailer: These trailers have a variable height and can lower to the ground for loading and unloading cargo.

Dovetail trailers: This type of trailer is ideal for hauling cars and other vehicles because it accounts for wheels.

 

 

4. Buy liability insurance

Buying liability insurance is an important step for hotshot drivers to protect themselves and their businesses. Your USDOT number can help insurance providers determine the right amount of coverage for you. Here are important questions to ask insurance providers before purchasing insurance to ensure you have enough liability coverage:

What does the insurance policy cover?

How do you submit an insurance claim for accidents?

What amount does insurance pay for accidents?

What are some ways you can reduce your premiums?

Insurance policies for hotshot truckers usually range from $7,000 – $12,000 per year. The average price for hotshot insurance is $10,284. This is based on 1-truck and trailer and being new in the business.

 

5. Build a professional network

Building a professional network of potential clients and other hotshot drivers could be beneficial in granting job opportunities. Professional networks are valuable resources to refer to with questions about the industry and can help you to keep up with changes in the industry. Your contacts may also serve as references to help you obtain more career opportunities and advancements.

To build a network as a hotshot driver, consider joining social media groups and forums. You may also attend conferences for drivers or companies who may employ you.

 

6. Search for cargo loads and deliveries

After you have received the proper licenses and equipment to haul cargo, look for jobs. Hotshot drivers find work on load boards, which are websites with postings from businesses and private clients in need of expedited delivery. There are free load boards that drivers can access to find work. This is a great option for hotshot drivers who are just starting their careers.

There are also subscription-based load boards, which list higher paying delivery requests. Since access to these boards requires a fee, the information and job opportunities are usually up to date, lucrative, and more reliable.

How to Become a Truck Dispatcher

 Have you ever considered working as a dispatcher for a trucking firm but weren't sure how to get started or what it entails?

Furthermore, what exactly is a dispatcher and what does he or she do? Is there a course for truck dispatchers? Do you need a truck dispatcher license to work as a dispatcher? How do you go about getting a dispatching job with a trucking company? Is it possible to find an independent truck dispatcher? Is this a demanding job?

Oh my, there are so many questions, and I'll do my best to answer them all.

To begin, what exactly is a truck dispatcher? He or she works for a trucking company (a carrier) and makes contact with clients and/or brokers in order to obtain loads. He compiles information such as where the load will pick up, where it will deliver, what type of freight is being hauled, and what time and day it should pick up and deliver.

What is the client willing to spend to have that load picked up and delivered, most importantly? A truck and driver are then “dispatched” to pick up the load by the dispatcher. He provides the driver with all necessary information, including directions and specific instructions. The driver will keep him informed on the load's progress, and the dispatcher will inform the client.

A dispatcher's work entails a lot of time on the phone and can be a difficult one. He or she must maintain track of the whereabouts of the trucks, trailers, and drivers, as well as if the loads are being picked up and/or delivered on schedule. The dispatcher is responsible for notifying the client and assisting the driver in resolving the issue if the load delivery is delayed due to a truck breakdown or other issues. He'll also haggle over the client's payment to see if the job is worth his company's time.

At times, it can be overwhelming.  However, that does not have to be the case! Not if that dispatcher is using a great dispatch software like TMS Digital Dispatch!  TMS Digital Dispatch keeps track of the load information, including the customer/client that will be billed, the pickup and delivery locations, appointment times, the rates, the driver, truck and trailer statuses and locations and so much more!

Why TMS Digital Dispatch?

 When it comes to selecting a new logistics software package for your trucking company, you have a lot of options. How do you tell which dispatch software is suitable for you when it comes to dispatching your trucks with all of the Transport Management Systems available?

I'm sure you've already done your homework and discovered that some are so pricey that they make you gasp. Furthermore, you may have previously tried the “cheap” ones and discovered that they were priced that way for a purpose.

Given that you're reading this, I'm guessing you're interested in learning more about TMS Digital Dispatch. Let me tell you something.

To begin with, our dispatch program has been in place for more than 35 years. Two, we are cost-effective. We aren't "cheap," but our prices won't give you a heart attack either! Your dispatchers will find it simple to maintain track of their loads, vehicles, drivers, and trailers with our dispatch software. Finally, our program is flexible.

As mentioned above, we have been around for over 35 years.  During that time we have fielded almost every type of request a dispatch could ask for and have incorporated those suggestions into our program.  Along with the standard TL, LTL, Crossdock, Deadhead, Brokerage and Intermodal features and options, we will also customize your invoices, broker fax agreements, Load Sheets and reports to fit your business needs.

TMS Digital Dispatch integrates with the majority of today's popular accounting software. Our customers like being able to separate revenue into distinct GL accounts. For example, additional charges on a load, such as detention or truck wash, can be tracked to different revenue GL accounts than haul revenue.

TMS Digital Dispatch integrates with the majority of today's popular accounting software. Our customers like being able to separate revenue into distinct GL accounts. For example, additional charges on a load, such as detention or truck wash, can be tracked to different revenue GL accounts than haul revenue.

IFTA fuel tax

 A brief history is provided below. The following is a quote from the IFTA Best Practices Page.

“Before the IFTA, each state had its own licensing and reporting system for fuel usage taxes. Carriers have to navigate different systems for their licensing needs due to the lack of a coordinated system. A license and fuel tax filings were necessary for each jurisdiction where a carrier traveled. The carrier was required by many.

To collect and distribute fuel taxes, a tax collection mechanism was devised in 1983 that was loosely based on the International Registration Plan. Because each jurisdiction would be in charge of licensing, renewals, tax reporting and auditing its registered licensees, each jurisdiction would be responsible for licensing, renewals, tax reporting, and auditing its registered licensees. The maintenance of a single license, decal, and consolidated database by a single jurisdiction benefited jurisdictions and licensees. The first jurisdictions to sign on were Arizona, Iowa, and Washington. Over the next three years, a group of people made changes to the agreement, which the membership adopted as IFTA. The bottom 48 states and ten Canadian provinces had joined by the end of 1996.”

What is Transportation Management System TMS?

If you are like me, you hate it when folks throw acronyms around.  In addition, if you are new to trucking, TMS is possibly a new term you are not familiar with?

Transportation Management System, Transportation Management Solutions, Transportation Management Software, Trucking Management System, Trucking Management Software, Transcranial magnetic stimulation.  All synonymous. Well, except for that last one.  Just seeing if you were paying attention.

Below is a nice definition from the Oracle.com website: TMS System Article by Oracle

“A transportation management system (TMS) is a logistics platform that uses technology to help businesses plan, execute, and optimize the physical movement of goods, both incoming and outgoing, and making sure the shipment is compliant, proper documentation is available.

Sometimes known as a transportation management solution or transportation management software, a TMS provides visibility into day-to-day transportation operations, trade compliance information and documentation, and ensuring the timely delivery of freight and goods. Transportation management systems also streamline the shipping process and make it easier for businesses to manage and optimize their transportation operations, whether they are by land, air, or sea.”

Ok, the TMS Digital TMS Dispatch probably will not help you much in regards to air or sea, but we got you covered for land! Our TMS Dispatch system, which began over 35 years ago, was created to replace Dispatch boards.  Yes, dispatchers used to write on blackboards or white boards and try to keep track of their loads.  Can you imagine?!?

TMS Digital Dispatch evolved from a simple easy way to create and dispatch loads into a full-fledged transportation system that allows you to, not only do truck load, LTL, Split, Cross-docked and Brokered loads, but, in addition, so much more!

TMS Digital Dispatch is typically hosted on our state of the art servers to protect you from viruses and ransomware. In fact, you can run our Protected Desktop from anywhere that you have internet access and know that it is safe and secure at all times.  Read more about Protected Desktop here.

With every sale we have made, we often are asked this question, “But can it do “insert impossible ‘must have’  here”?  We always answer, “Yes”, and if we cannot do it now, our Ace # one programmer can make it happen in near future!  He always does!

Our TMS Management Dispatch system is not a boring, limited, off the shelf program.  It is highly customizable and can be as simple or as complicated as you need for your Trucking business. Because your business is not an ‘off the shelf’, fits in a box type of company, neither is our software. Perhaps you have an unusual formula for paying drivers and your poor bookkeeper burns the candle at both ends trying to do payroll each week. Tell us how you pay your drivers and we will write a formula and automate the calculations for you!

Maybe you have a complicated rating system for one of your customers and as much as you love their business, calculating what they owe you is mind-boggling.  Well my Goodness, hold my beer! We excel at that kind of thing! Our Auto-rating option, built into dispatch and our great support team is always at hand to help you create custom functions to calculate even the most complicated rate!

We offer so many custom options and configuration settings.  Customize screens, buttons, and menu options. Setup users and user groups with secure logins. Set restrictions for a user to see only certain menu options, buttons and screens.   In addition, we customize your forms and reports!  Read more here

TMS is for Brokers, too! Track carriers and what loads belong to them.  We will provide you with a custom broker-fax load sheet, formatted specifically to your specifications.  You can email it right from the load as you broker the load to your carrier.  As you are brokering, we provide a snapshot view of what the load revenue will bring versus what you have contracted for your carrier for his portion.  Instantly see the profit margin.  Many reports are, also, available to give you fast detail of how your brokerage business is faring!

In addition, if you use Agents, easily identify, track and sort which loads they obtained for you, as well as their commission!

In addition, for those companies that are watching their overhead, we can easily set our TMS Transportation Management System Dispatch let you operate both your Trucking and your Brokerage companies from one program. Easily identify which loads belong to which company and setup filters where Dispatchers only see their own loads. Bill and Settle loads to their respective accounting company.  You can even track them, to their own respective GL Revenue accounts. Your Bookkeeper will love that!

We also have accessory programs, for example our Fuel Card program that lets you download from popular (and unpopular) fuel card companies.  For example, Comdata, EFS, TCH and many more.  This program works with our Dispatch program to automate advances and/or adjustments to driver and owner-operator pay.  When settling their loads, you will already have the corresponding cash advance amounts charged against the card, as well as fuel purchases that need to be reimbursed or subtracted. We, also, have a wonderful Equipment Maintenance program for keeping track of Repair orders and services due.  It also can interface with your accounting package for billing for outside work done and paying for parts purchased from third parties.

Contact us today for a free demo and trial! Contact us!