You're running 3-5 trucks. You're tracking everything in Excel spreadsheets: loads, expenses, IFTA, maintenance schedules, driver pay.

It's taking 15-20 hours per week. You're making mistakes. IFTA filing is a nightmare. You forgot truck #3's oil change and it cost you $8,000 in engine damage.

You need systems. But which ones? When? And how much will they cost?

Here's every fleet management system small trucking fleets actually use, what they cost, when to implement them, and what you get for your money.

When You Need Fleet Management Systems

At 1-2 Trucks: Spreadsheets Are Fine

What you can manage manually:

Load tracking (10-20 loads/month)
Income and expenses
IFTA mileage by state
Maintenance schedules (1-2 trucks = manageable)

Tools that work:

Excel or Google Sheets
QuickBooks for bookkeeping
Paper maintenance logs
ELD for HOS compliance

Time investment: 10-15 hours/month

Cost: $0-$100/month (just QuickBooks)

When to upgrade: When you add truck #3 or when tracking errors cost you money.

At 3-5 Trucks: Time for Software

From industry analysis: "Fleet management becomes complex for small carriers when trucks reach 5-7 units, requiring TMS with automated fleet management modules."

Why you need systems at 3+ trucks:

30-50 loads/month (too many to track manually)
2-4 drivers to coordinate
IFTA across 3-5 trucks (manual calculation = hours)
Maintenance schedules (miss one oil change = $5,000-$15,000 repair)
Driver settlements (manual = errors = angry drivers)

Time saved with software: 10-20 hours/week

Cost: $300-$800/month for all systems

ROI: If you value your time at $50/hour, software saves $2,000-$4,000/month in time. It pays for itself 3-5x over.

At 6-10 Trucks: Systems Are Mandatory

You can't run 6-10 trucks without software. Too many loads, too many drivers, too much data.

Minimum systems needed:

Transportation Management System (TMS)
Fleet maintenance software
GPS tracking
Dispatch software or service
Accounting integration

Time without systems: 40-60 hours/week (full-time job just on admin)

Time with systems: 15-25 hours/week

Types of Fleet Management Systems

1. Transportation Management System (TMS)

What it does:

Load booking and tracking
Customer invoicing
Carrier/driver settlements
Document management (rate cons, BOLs, PODs)
IFTA reporting
P&L by truck, driver, or lane

Why you need it: TMS is the core system. Everything else connects to it.

From industry analysis: "The dispatch feature is the most critical process affecting company profit, helping eliminate truck downtime, reduce deadhead miles, and increase loads with higher RPM."

Options for small fleets:

TruckingOffice ($20-$30/month):

Best for: 1-5 trucks
Features: Dispatch, invoicing, IFTA, maintenance tracking, driver settlements
Pros: Extremely affordable, built for small fleets, easy to learn
Cons: Limited customization, basic reporting

From TruckersReport:

"Trucking Office is easy to learn, can set up for brokerage, invoice, and add expenses."

Ascend TMS (Free basic plan, $50-$150/month for features):

Best for: 3-15 trucks
Features: Dispatch, load tracking, accounting, customizable
Pros: Free basic version, scales as you grow
Cons: Learning curve, some features require paid plans

From TruckersReport:

"You can't beat Ascend for the money. Great customizable features and expands as you grow."

Alvys ($180/month, unlimited users):

Best for: 5-20 trucks
Features: AI-powered dispatch, load creation, communication automation
Pros: Modern interface, AI integration, unlimited users, load-based pricing
Cons: Higher cost for very small fleets

From industry sources: "Subscription starts from only $180/month and includes everything needed to manage a fleet. Features load-based pricing where they only make money when you do."

McLeod ($700-$2,500/month):

Best for: 50+ trucks (overkill for small fleets)
Features: Enterprise-grade TMS, integrations with everything
Pros: Best software available, comprehensive features
Cons: Extremely expensive ($60K initial investment + $700/month minimum)

From TruckersReport:

"Outstanding software, but terribly expensive. Initial investment $60K and $700 per month. We've added modules and we're over $100K now." - jfar28139

Decision guide:

1-3 trucks: TruckingOffice ($20-$30/month)
3-10 trucks: Ascend TMS or Alvys ($50-$180/month)
10-20 trucks: Alvys or custom TMS ($180-$500/month)
20+ trucks: McLeod or similar enterprise TMS ($700+/month)

2. Fleet Maintenance Software

What it does:

Preventive maintenance scheduling (oil changes, tire rotations, inspections)
Work order management
Parts inventory tracking
Maintenance cost tracking by truck
Automated reminders (prevents missed maintenance)
DVIR (Driver Vehicle Inspection Report) tracking

Why you need it:

One missed oil change = $5,000-$15,000 engine repair. Software reminds you automatically.

From industry analysis: "Without a proactive and preventative maintenance system in place, vehicles are more likely to break down unexpectedly, which can often require costly emergency repairs."

Options for small fleets:

TruckingOffice (included in $20-$30/month plan):

Basic maintenance tracking
Service reminders
Cost tracking

Fleetio ($4-$8/truck/month):

Best for: 5-50 trucks
Features: Preventive maintenance, work orders, fuel tracking, DVIRs
Pros: Affordable, mobile app, integrates with many TMS
Cons: Separate system (doesn't include dispatch)

AUTOsist ($5-$10/truck/month):

Best for: 3-20 trucks
Features: Maintenance reminders, fuel card syncing, expense tracking
Pros: Simple interface, fuel integration
Cons: Limited fleet-specific features

Samsara ($30-$50/truck/month - includes GPS):

Best for: 10+ trucks with budget
Features: Maintenance tracking, GPS, dash cams, DVIRs, fuel tracking
Pros: All-in-one platform, excellent hardware
Cons: Expensive for small fleets, requires hardware purchase

Decision guide:

1-5 trucks: TruckingOffice maintenance module (included)
5-15 trucks: Fleetio ($4-$8/truck/month)
15+ trucks: Samsara or similar all-in-one ($30-$50/truck/month)

3. GPS Tracking and Telematics

What it does:

Real-time truck location
Route history
Idle time tracking
Fuel efficiency monitoring
Driver behavior (harsh braking, speeding)
Geofencing

Why you need it:

From industry analysis: "32% of companies that implemented a GPS vehicle tracking system saw a positive return on investment (ROI) within just 6 months."

How it saves money:

Reduce fuel waste (5-15% savings)
Prevent unauthorized truck use
Improve customer communication ("Where's my truck?")
Lower insurance (some insurers give 5-10% discount)

Options for small fleets:

Geotab ($30-$40/truck/month rental, or $80-$120 hardware purchase):

Best for: 5+ trucks
Features: GPS tracking, fuel monitoring, driver scoring, maintenance integration
Pros: Excellent data analytics, third-party app marketplace
Cons: Requires hardware installation, expensive

From comparison analysis: "Price ranges for buying-to-own are between $80 and $120 for a single unit, while renting a hardware unit and software from a third-party service will cost you $30 to $40 per vehicle, per month."

Samsara ($30-$50/truck/month):

Best for: 10+ trucks
Features: GPS, dash cams, DVIRs, fuel tracking, maintenance alerts
Pros: All-in-one system, excellent support
Cons: Higher cost, hardware required

From comparison analysis: "Samsara starts at $27 per month, though pricing typically starts around $30-$50 per vehicle per month."

Verizon Connect ($25-$50/truck/month):

Best for: 5-20 trucks
Features: GPS, route optimization, dispatch integration, compliance
Pros: Strong fleet management features
Cons: Hardware costs extra

Decision guide:

1-5 trucks: Skip GPS or use basic ($20-$30/month)
5-15 trucks: Geotab or Verizon Connect ($30-$40/month)
15+ trucks: Samsara ($30-$50/month)

4. Dispatch Software (or Service)

What it does:

Finds loads for your trucks
Books loads with brokers/shippers
Negotiates rates
Tracks loads in progress
Coordinates driver schedules

Two approaches:

Option A: Dispatch Software

You still do the work (find loads, book them)
Software helps organize and track
Cost: $50-$300/month

Option B: Dispatch Service

Someone else finds and books loads for you
You focus on managing drivers and operations
Cost: 5-8% of gross revenue

When to use software vs service:

Use software if:

You enjoy dispatch work
You have time (20-40 hours/week)
You have established broker relationships
You're running 1-3 trucks

Use service if:

You hate dispatch work
You don't have time (managing 3+ trucks full-time)
Driver retention is suffering from inconsistent freight
You want to focus on growth instead of daily dispatch

Dispatch software options:

Load boards (DAT, Truckstop, 123Loadboard):

Cost: $100-$300/month per board
Not dispatch software, but where you find loads
Still requires you to call, negotiate, book

TMS with integrated dispatch (Alvys, Ascend, TruckingOffice):

Included in TMS cost
Helps organize dispatch workflow
You still do the work

Dedicated dispatch platforms:

Less common for small fleets
Most small fleets use TMS + load boards or dispatch services

5. Accounting Software Integration

What it does:

Tracks income and expenses
Generates invoices
Pays drivers
Tax reporting (1099s, quarterlies)
P&L statements

Options:

QuickBooks Online ($15-$50/month):

Industry standard
CPAs love it
Integrates with most TMS
Required: Get QuickBooks even if you have other systems

TMS with built-in accounting:

TruckingOffice, Ascend, Alvys all include basic accounting
May be sufficient for 1-5 trucks
5+ trucks: Use TMS + QuickBooks (TMS feeds data to QuickBooks)

Total Cost Breakdown by Fleet Size

1-3 Trucks

Minimum setup:

TruckingOffice: $20-$30/month
QuickBooks: $15-$30/month
Load boards (optional): $100-$300/month
Total: $35-$360/month

Time saved: 5-10 hours/month

ROI: Marginal. Mostly about accuracy (IFTA, maintenance) vs time savings.

3-5 Trucks

Recommended setup:

TMS (Ascend or Alvys): $50-$180/month
QuickBooks: $30/month
Maintenance software (if not included): $20-$40/month
GPS tracking: $90-$150/month (3-5 trucks × $30)
Load boards: $100-$300/month
Total: $290-$700/month

Time saved: 15-25 hours/week

ROI: If you value your time at $50/hour, software saves $3,000-$5,000/month. ROI is 5-10x.

5-10 Trucks

Recommended setup:

TMS (Alvys or similar): $180-$500/month
QuickBooks: $50/month
Fleet maintenance (Fleetio): $40-$80/month (5-10 trucks)
GPS tracking (Geotab or Samsara): $150-$500/month
Dispatch service (optional): 6% of revenue = $3,000-$6,000/month
Total: $420-$1,130/month (without dispatch service)
Or: $3,420-$7,130/month (with dispatch service)

Time saved: 30-50 hours/week

ROI: Massive. You couldn't run 5-10 trucks without systems.

Implementation Timeline

Month 1: Choose and Set Up TMS

Week 1-2:

Research TMS options (demos, free trials)
Sign up for chosen TMS
Input existing data (trucks, drivers, customers)

Week 3-4:

Train yourself (watch tutorials, call support)
Book first loads through TMS
Generate first invoices

Time investment: 20-30 hours

Month 2: Integrate Accounting

Week 5-6:

Set up QuickBooks
Connect TMS to QuickBooks (if integration exists)
Import historical data

Week 7-8:

Run parallel systems (old spreadsheets + new software)
Verify accuracy

Time investment: 10-15 hours

Month 3: Add Maintenance and GPS

Week 9-10:

Set up maintenance software
Input truck info, maintenance history
Set up preventive maintenance schedules

Week 11-12:

Install GPS devices (if using hardware-based)
Configure tracking and alerts

Time investment: 15-20 hours

Month 4+: Optimize and Expand

Ongoing:

Add more features as needed
Train drivers on new systems
Review reports, adjust processes

Time investment: 5-10 hours/month

Total implementation time: 50-75 hours over 3-4 months

What this replaces: 15-25 hours/week of manual work (780-1,300 hours/year)

Common Mistakes

Mistake 1: Choosing Software That's Too Complex

The scenario: You buy McLeod ($60K + $700/month) for your 5-truck operation. You spend 100 hours learning it. You use 10% of its features.

From TruckersReport:

"McLeod's target market is companies with 50 trucks and up."

Solution: Start with TruckingOffice or Ascend. Upgrade when you outgrow it (at 15-20+ trucks).

Mistake 2: Buying Too Many Separate Systems

The scenario: You buy:

TMS from Company A
Maintenance software from Company B
GPS from Company C
Accounting from Company D

None of them integrate. You manually enter data into 4 systems.

Solution: Buy integrated systems (TMS + maintenance + accounting in one) or ensure they integrate before buying.

Mistake 3: Not Training Drivers

The scenario: You buy $500/month of software. Drivers don't use the mobile app. They still call you for everything. You get zero benefit.

Solution: Train drivers on DVIRs, GPS, mobile dispatch. Make it part of the job.

Mistake 4: Skipping Maintenance Software

The scenario: You buy TMS and GPS but skip maintenance software. You forget truck #3's oil change at 450,000 miles. Engine failure costs $18,000.

Solution: At minimum, use maintenance reminders (included in most TMS). Set calendar alerts. Track everything.

What Small Fleet Owners Actually Use (Forum Insights)

From TruckersReport discussions:

5-truck fleet: "Paying $37 per month for basic TMS but need more robust features."

3-truck fleet: "Sticking to spreadsheets unless investing in proper software."

20+ truck fleet: "Software prices were north of $30K. Ended up with McLeod."

General advice from forum: "Don't cheap out. There's a reason some are so low priced. Make sure it does everything without needing separate programs."

Most common choices:

TruckingOffice (1-5 trucks)
Ascend TMS (3-15 trucks)
Proprietary/custom systems (15+ trucks)
McLeod (50+ trucks)

How FF Dispatch Replaces Dispatch Software

We're not fleet management software. We're a dispatch service that works alongside your TMS.

What we provide:

Freight sourcing and booking (we do the dispatch work)
Rate negotiation
Load tracking and communication
You use your TMS to manage operations

Why small fleet owners use both:

TMS handles:

Accounting and invoicing
Driver settlements
IFTA reporting
Maintenance tracking

FF Dispatch handles:

Finding loads
Booking loads
Rate negotiation
Load coordination

Why this works: You get the organization of TMS ($50-$180/month) plus the freight sourcing of dispatch (6% of revenue) without spending 30 hours/week on load boards.

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

If you're spending $180/month on TMS plus 30 hours/week finding loads, dispatch service completes the picture. TMS organizes your business, dispatch fills your trucks.

Bottom Line

Fleet management systems are essential at 3+ trucks and mandatory at 5+ trucks.

When to implement:

1-2 trucks: Spreadsheets + QuickBooks ($15-$30/month)
3-5 trucks: TMS + maintenance + GPS ($290-$700/month)
5-10 trucks: Full TMS + fleet software ($420-$1,130/month)

Best systems for small fleets:

TMS:

1-5 trucks: TruckingOffice ($20-$30/month)
3-15 trucks: Ascend TMS ($50-$150/month) or Alvys ($180/month)
15+ trucks: Alvys ($180-$500/month)

Maintenance:

1-5 trucks: TruckingOffice included
5-15 trucks: Fleetio ($4-$8/truck/month)
15+ trucks: Samsara ($30-$50/truck/month)

GPS:

1-5 trucks: Optional or basic ($20-$30/month)
5-15 trucks: Geotab ($30-$40/truck/month)
15+ trucks: Samsara ($30-$50/truck/month)

ROI:

Software cost: $290-$700/month (3-5 trucks)
Time saved: 15-25 hours/week
Value of time saved: $3,000-$5,000/month (at $50/hour)
ROI: 5-10x

Implementation:

Month 1: Set up TMS (20-30 hours)
Month 2: Integrate accounting (10-15 hours)
Month 3: Add maintenance + GPS (15-20 hours)
Total: 50-75 hours over 3 months

Common mistakes:

Choosing too complex/expensive (McLeod for 5 trucks)
Buying non-integrated systems (manual data entry across 4 platforms)
Not training drivers (software unused = zero benefit)
Skipping maintenance software (one missed service = $5K-$18K repair)

What small fleet owners actually use:

TruckingOffice (most common for 1-5 trucks)
Ascend TMS (popular for 3-15 trucks)
Alvys (modern alternative, AI-powered)
QuickBooks (accounting, universal)

The decision: At 3+ trucks, systems pay for themselves in time savings and error prevention. At 5+ trucks, you can't operate without them.

Start simple (TruckingOffice + QuickBooks for $50/month), then upgrade as you grow. Don't buy McLeod for 5 trucks.

Sources:

Fleet Management Systems for Small Trucking Fleets

When You Need Fleet Management Systems

At 1-2 Trucks: Spreadsheets Are Fine

At 3-5 Trucks: Time for Software

At 6-10 Trucks: Systems Are Mandatory

Types of Fleet Management Systems

1. Transportation Management System (TMS)

2. Fleet Maintenance Software

3. GPS Tracking and Telematics

4. Dispatch Software (or Service)

5. Accounting Software Integration

Total Cost Breakdown by Fleet Size

1-3 Trucks

3-5 Trucks

5-10 Trucks

Implementation Timeline

Month 1: Choose and Set Up TMS

Month 2: Integrate Accounting

Month 3: Add Maintenance and GPS

Month 4+: Optimize and Expand

Common Mistakes

Mistake 1: Choosing Software That's Too Complex

Mistake 2: Buying Too Many Separate Systems

Mistake 3: Not Training Drivers

Mistake 4: Skipping Maintenance Software

What Small Fleet Owners Actually Use (Forum Insights)

How FF Dispatch Replaces Dispatch Software

Bottom Line

Ready to Earn More Per Mile?

When You Need Fleet Management Systems

At 1-2 Trucks: Spreadsheets Are Fine

At 3-5 Trucks: Time for Software

At 6-10 Trucks: Systems Are Mandatory

Types of Fleet Management Systems

1. Transportation Management System (TMS)

2. Fleet Maintenance Software

3. GPS Tracking and Telematics

4. Dispatch Software (or Service)

5. Accounting Software Integration

Total Cost Breakdown by Fleet Size

1-3 Trucks

3-5 Trucks

5-10 Trucks

Implementation Timeline

Month 1: Choose and Set Up TMS

Month 2: Integrate Accounting

Month 3: Add Maintenance and GPS

Month 4+: Optimize and Expand

Common Mistakes

Mistake 1: Choosing Software That's Too Complex

Mistake 2: Buying Too Many Separate Systems

Mistake 3: Not Training Drivers

Mistake 4: Skipping Maintenance Software

What Small Fleet Owners Actually Use (Forum Insights)

How FF Dispatch Replaces Dispatch Software

Bottom Line

Ready to Earn More Per Mile?

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