Dispatch vs Self-Dispatch for Small Fleets (2-3 Trucks)

You're running 2-3 trucks. You spend 6 hours per day on load boards booking freight for your drivers.

Your dispatcher friend says: "Pay me 6% and I'll handle all that."

You think: "6% of $45,000/month = $2,700. That's $32,400/year. I can do this myself for free."

But can you? And more importantly, should you?

Here's the math on dispatch vs self-dispatch for small fleets, when it makes financial sense, how much time you actually spend, and why some fleet owners use a hybrid approach.

The Reality of Self-Dispatching a Small Fleet

Time Investment for Self-Dispatch

One truck (you driving):

• Load planning: 30-45 minutes/day
• Booking loads: 15-30 minutes/day
• Rate negotiation: 15 minutes/day
• Total: 60-90 minutes/day = 7.5-11 hours/week

Two trucks (one hired driver):

• Load planning: 60-90 minutes/day (2x trucks)
• Booking loads: 30-60 minutes/day
• Rate negotiation: 30 minutes/day
• Driver coordination: 30-45 minutes/day
• Problem-solving (breakdowns, delays): 30-60 minutes/day
• Total: 3-4.5 hours/day = 21-32 hours/week

Three trucks (two hired drivers):

• Load planning: 90-120 minutes/day
• Booking loads: 45-90 minutes/day
• Rate negotiation: 45-60 minutes/day
• Driver coordination: 60-90 minutes/day
• Problem-solving: 45-90 minutes/day
• Total: 5-7 hours/day = 35-49 hours/week

Translation: At 3 trucks, dispatch becomes a full-time job.

What "Self-Dispatch" Actually Means

Daily tasks:

• Check load boards (DAT, Truckstop, 123Loadboard)
• Call brokers for rates
• Negotiate rates (often 5-10 calls per load booked)
• Send rate confirmations
• Track drivers
• Replan when delays happen
• Book backhauls
• Coordinate pickup/delivery appointments
• Handle claims/issues

Hidden time costs:

• After-hours calls from drivers (truck breakdowns, delivery issues)
• Weekend planning (booking Monday loads on Friday)
• Emergency re-routing when loads cancel

The rule of thumb from industry analysis: "If you opt to dispatch-it-yourself, just make sure you record how much time you're spending and use $70 per hour as a rule of thumb."

Cost-Benefit Analysis

Dispatch Service Costs (2026)

Percentage-based pricing:

• Industry standard: 5-10% of gross revenue
• Typical for small fleets: 6-8%
• Lower end (minimal service): 4-5%
• Full-service: 8-10%

Flat-rate pricing:

• Per truck per week: $300-$600
• Per truck per month: $1,200-$2,400

Example: 2-Truck Fleet

Gross revenue:

• Truck #1: $15,000/month
• Truck #2: $13,000/month (hired driver)
• Total: $28,000/month

Dispatch cost at 6%:

• Monthly: $1,680
• Annual: $20,160

Dispatch cost at flat rate ($400/week per truck):

• Monthly: $3,200 (2 trucks × $400/week × 4 weeks)
• Annual: $38,400

Percentage-based is usually cheaper for small fleets.

Self-Dispatch "Cost" (Your Time)

Your time investment: 25 hours/week (2 trucks)

Opportunity cost calculation:

Option A: You could be driving truck #1

• 25 hours/week dispatching = 100 hours/month
• If you drove those 100 hours: 5,000 miles/month
• At $1.80 net per mile (after fuel): $9,000/month = $108,000/year

Option B: You could be managing/growing the business

• Adding truck #3
• Improving driver retention
• Building direct shipper relationships
• Planning expansion

Your "free" self-dispatch actually costs $9,000/month in lost driving income (if you're not driving because you're dispatching).

Break-Even Analysis

2-truck fleet grossing $28,000/month:

Dispatch service (6%):

• Cost: $1,680/month
• You can drive truck #1
• Net from driving: $6,000-$8,000/month (after truck expenses)
• Net advantage of using dispatch: $4,320-$6,320/month

Self-dispatch:

• Cost: $0
• You can't drive (too busy dispatching)
• Net from driving: $0
• You save $1,680 but lose $6,000-$8,000 in driving income

Winner: Dispatch service (by $4,320-$6,320/month)

3-truck fleet grossing $42,000/month:

Dispatch service (6%):

• Cost: $2,520/month
• Your time: Free to drive or manage
• Net cost: $2,520/month

Self-dispatch:

• Cost: $0 cash
• Your time: 40-50 hours/week (full-time dispatch job)
• Can't drive, can't focus on growth
• Opportunity cost: $6,000-$9,000/month

Winner: Dispatch service (by $3,480-$6,480/month)

When Self-Dispatch Makes Sense

Scenario 1: Single-Truck Owner-Operator (You Driving)

Your situation:

• 1 truck
• You drive it
• Time between loads: 1-2 hours for booking next load

Best approach: Self-dispatch

Why:

• Dispatch cost (6% of $15,000) = $900/month
• Your time investment: 7-10 hours/week
• You're already not driving during downtime (loading, unloading, breaks)
• $900/month saved > value of 10 hours/week

Exception: If you have consistent dedicated freight (same lanes, same shippers), dispatch might still make sense for relationship management and growth.

Scenario 2: 2 Trucks, You're Still Driving

Your situation:

• 2 trucks total
• You drive truck #1
• 1 hired driver on truck #2
• You dispatch between loads

Best approach: Hybrid (dispatch for truck #2, self-dispatch for your truck)

Why:

• You naturally have downtime while driving (can book your own loads)
• Hired driver needs consistent freight (dispatch keeps them busy)
• Dispatch cost for 1 truck (6% of $13,000) = $780/month
• Much easier than dispatching both trucks

Scenario 3: You Hate Dispatch Work

Your situation:

• 2-3 trucks
• You despise calling brokers and negotiating rates
• Dispatch work stresses you out
• You'd rather focus on driver management and operations

Best approach: Full dispatch service

Why:

• Your mental health and business focus are worth more than $1,680-$2,520/month
• Better to pay for dispatch and focus on what you're good at
• Stress from self-dispatch leads to mistakes, bad decisions, burnout

When Dispatch Service Makes Sense

Scenario 1: 2+ Trucks, You're Not Driving

Your situation:

• 2-3 trucks
• All driven by hired drivers
• You're managing the business full-time

Best approach: Dispatch service

Why:

• Your time is better spent on driver management, maintenance, growth
• 25-50 hours/week on dispatch prevents you from scaling
• Dispatch cost (6%) is lower than opportunity cost of your time

From industry analysis: "Obviously, $30k-$50k for the average salary of a full-time dispatcher is too much for an owner operator and even for some small fleets to take on. With an independent dispatcher, the financial risk is reduced because you'll typically only pay a flat rate or a percentage of each load."

Hiring a full-time dispatcher: $3,000-$4,000/month Using dispatch service: $1,680-$2,520/month (6% of $28K-$42K)

Dispatch service is cheaper and no employment overhead.

Scenario 2: Driver Retention Is Your Priority

Your situation:

• Hired drivers quit because truck sits idle
• You spend hours finding loads but can't keep all trucks moving
• Driver turnover costs you $5,000-$10,000 per driver (recruiting, training, lost revenue)

Best approach: Dispatch service

Why:

• Professional dispatchers keep trucks moving consistently
• Drivers see consistent miles and paychecks
• Driver retention improves dramatically
• One prevented driver quit pays for 6+ months of dispatch

Scenario 3: You Want to Scale Beyond 3 Trucks

Your situation:

• Currently 2-3 trucks
• Plan to add trucks 4-6 in next 12 months
• Self-dispatch is already consuming 30-40 hours/week

Best approach: Dispatch service NOW (before you add more trucks)

Why:

• Dispatch infrastructure in place before scaling
• Easier to add truck #4 when dispatch is already handled
• You focus on hiring drivers, managing operations, securing financing
• Can't scale if you're buried in daily dispatch work

Hybrid Dispatch Models

Many small fleet owners use a combination approach.

Model 1: Dispatch Peak, Self-Dispatch Slow

How it works:

• Use dispatch service during busy seasons (Q4, peak shipping)
• Self-dispatch during slow seasons (Q1-Q2)

Benefit:

• Save money during slow months
• Professional help during chaos months

Cost:

• Varies monthly based on usage
• No long-term commitment needed (month-to-month dispatch services)

Model 2: Dispatch New Drivers, Self-Dispatch Your Truck

How it works:

• You self-dispatch your own truck (you're driving it)
• Dispatch service handles hired drivers' trucks

Benefit:

• You maintain direct broker relationships
• Hired drivers get consistent freight
• Lower dispatch cost (only paying for 1-2 trucks, not all 3)

Cost:

• 6% of hired drivers' trucks only
• Example: 3 trucks total, dispatch for 2 = 6% of $26K = $1,560/month

Model 3: Dispatch Find Loads, You Negotiate Rates

How it works:

• Dispatch service sources loads (searches load boards, contacts brokers)
• You review and approve rates before booking
• You handle final negotiation for higher-value loads

Benefit:

• Dispatch saves you hours of searching
• You control final rates and broker relationships
• Lower dispatch fee (4-5% instead of 6-8%)

Cost:

• Reduced dispatch fee for limited service
• More involvement required from you

Questions to Ask Dispatch Services

Before hiring a dispatch service, ask:

1. "What's included in your percentage?"

• Load searching and booking?
• Rate negotiation?
• Paperwork (rate cons, BOLs)?
• Tracking and check calls?
• Problem resolution (delays, breakdowns)?

2. "How many trucks do you currently dispatch?"

• Red flag: Over 50 trucks per dispatcher (too many to manage well)
• Ideal: 15-30 trucks per dispatcher

3. "What's your average rate per mile?"

• Compare to your current rates
• If they're getting $2.20/mile and you're getting $2.40/mile, their 6% isn't worth it

4. "What regions/lanes do you specialize in?"

• Match your operation (regional, long-haul, specific states)
• Dispatchers with lane expertise get better rates

5. "What's your contract term?"

• Red flag: 12-month contracts (hard to exit if service is bad)
• Ideal: Month-to-month or 90-day trial

6. "Do you charge setup fees or monthly minimums?"

• Some charge $500-$1,000 setup fee
• Some require minimum monthly fees regardless of loads

7. "How do you handle slow weeks or downtime?"

• Do you still pay the percentage if the truck doesn't move?
• (Most percentage-based services: no loads = no fee)

How FF Dispatch Handles Small Fleet Dispatch

We specialize in small fleets (2-10 trucks) and understand the challenges of keeping multiple trucks moving.

What we provide:

• Full dispatch for all your trucks from one point of contact
• Consistent freight across all lanes (Midwest, South, East Coast)
• Rate negotiation focused on $2.40-$2.80/mile average
• Driver coordination (we communicate delivery times, delays, etc.)
• Single settlement for entire fleet (simplified accounting)

Why small fleet owners use us:

Time management: At 2-3 trucks, self-dispatch becomes 30-40 hours/week. Our dispatch service frees your time to focus on driver management, maintenance scheduling, and business growth instead of calling brokers all day.

Driver retention: We keep all your trucks moving consistently. Drivers see steady miles and paychecks. Lower turnover saves you $5,000-$10,000 per driver in recruiting and training costs.

Scalability: When you're ready to add truck #4 or #5, dispatch infrastructure is already in place. You focus on finding good drivers, not finding more loads.

Contact: (302) 608-0609 or gia@dispatchff.com Pricing: 6% of gross revenue per truck No long-term contracts - month-to-month service

If you're spending 30+ hours/week on dispatch for 2-3 trucks, we handle freight so you can focus on managing your fleet.

Bottom Line

At 2-3 trucks, dispatch becomes a full-time job. The question isn't "Can I afford dispatch?" It's "Can I afford NOT to use dispatch?"

Self-dispatch makes sense if:

• You have 1 truck and drive it yourself
• You enjoy dispatch work
• You have 2 trucks and still want to drive truck #1
• You have dedicated freight (don't need load boards)

Dispatch service makes sense if:

• You have 2+ trucks with hired drivers
• You're not driving (managing full-time)
• Driver retention is suffering from inconsistent freight
• You want to scale beyond 3 trucks
• You value your time over $70/hour

The math (2-truck fleet):

• Dispatch cost: $1,680/month (6% of $28K)
• Your time saved: 25 hours/week
• Value of time saved: $7,000/month (if you drive instead) or $7,000+/month (if you focus on growth)
• Net benefit of dispatch: $5,320/month or $63,840/year

The math (3-truck fleet):

• Dispatch cost: $2,520/month (6% of $42K)
• Your time saved: 40-50 hours/week (full-time job)
• Value of time saved: $8,000-$10,000/month (if you drive) or unlimited (if you scale)
• Net benefit of dispatch: $5,480-$7,480/month or $65,760-$89,760/year

Time investment comparison:

• 1 truck: 7-11 hours/week (manageable)
• 2 trucks: 21-32 hours/week (part-time job)
• 3 trucks: 35-49 hours/week (full-time job)

Common objections answered:

"But I'm saving 6%!"

• You're losing 30-50 hours/week
• At $70/hour, that's $8,400-$14,000/month in opportunity cost
• You're "saving" $1,680-$2,520 while losing $8,400-$14,000

"I can get better rates myself!"

• Maybe. But are you getting $2,520/month BETTER rates?
• If not, dispatch is cheaper

"I don't trust anyone else with my business!"

• Valid concern
• Try hybrid approach: dispatch for hired drivers' trucks only
• Or use month-to-month service (no long-term commitment)

Hybrid approaches:

• Dispatch peak season, self-dispatch slow season
• Dispatch hired drivers, self-dispatch your truck
• Dispatch finds loads, you approve rates

The decision point: When dispatch work prevents you from driving (losing $6,000-$8,000/month in income) or prevents you from scaling (adding truck #4-5), dispatch service pays for itself 3-5x over.

From industry sources: "Instead of spending hours searching for loads, drivers can focus on delivering freight while their dispatcher secures new shipments."

At 2-3 trucks, your job shifts from driver to fleet manager. Dispatch services let you manage people and operations instead of spending 40 hours/week on load boards.

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Sources:

• How Much Does Truck Dispatch Service Cost? [2026 Pricing Guide] - O Trucking LLC
• Self-dispatch trucking vs. using a dispatching service - SmartHop
• Pros & Cons Of Self-Dispatch Trucking - Advanced Trucking
• Dispatch Services for Owner-Operators - DAT
• How Much Do Dispatchers Cost and Is It Worth It? - American Truckers LLC
• From Owner-Operators to Fleets: How Dispatch Republic Is Changing the Dispatch Game in 2026
• A Practical Guide to Truck Dispatching Services - FreightWaves