Some of the workflows we use are “to-do” type lists for onboarding and offboarding. We set these up so that tasks will send to each individual (manager, admin, or employee) when it is time to action the task in the onboarding process. Gusto does not have any advanced workflows, and even their basic workflows mentioned above are more similar to email reminders than typical HRIS workflows. The main benefit of these types of workflows is that they are very beginner-friendly. Gusto offers robust payroll software for contractor drivers within the U.S., and the ideal business size is small to medium. Gusto’s transparent pricing, responsive business model, and free account setup make it an attractive choice for small to medium size trucking businesses.

Turn receipts into data for tax time ✨

While QuickBooks is a powerful tool for financial management, it may not provide all the operational metrics and KPIs essential for the trucking industry. When a trucking company is manually copying data from their TMS into QuickBooks, this consumes valuable time and increases the risk of errors. Trucking software like Truckbase allows for seamless integration, ensuring that data entered in one system is automatically reflected in the other. In the next few sections, we’ll look at how QuickBooks can be used as trucking management software and why you might want to opt for another solution. Axon nailed my assessment of the trucking-specific features category and performed well in general accounting features.

If you need financial management tools, the provider offers a Gusto Wallet app that you can download for free. To evaluate the best payroll for trucking companies, I evaluated 18 of the top payroll software made specifically for trucking companies based on various data points across eight criteria. This level of detail ensures that your financial management is as precise and tailored as your operational strategies. Though it doesn’t have the complex accounting features that QuickBooks offers, it does have a proven track record of simplifying trucker expense management. If you need specialized tools like load and dispatch management, then consider integrating QuickBooks Online with RAMA Logistics Software. Q7 is a great standalone trucking-specific accounting solution, while Rigbooks is ideal if you have a small fleet and want an affordable platform.

The platform also offers project management tools that support quickbooks trucking complex operations, and financial management solutions to keep your business finances in check. In our evaluation of the best trucking payroll software, we compared a mix of trucking software with payroll functionalities and payroll software that would allow payment by miles or loads. We chose solutions that offered the best combination of payroll processing and trucking-specific features, giving priority to the latter. QuickBooks Payroll is ideal for trucking companies that are already using QuickBooks as it integrates seamlessly with the existing QuickBooks system. Moreover, it is also the best choice for trucking companies that want flexible payment options, including next-day and same-day direct deposit capabilities.

Why you can trust Fit Small Business

You can choose between the desktop version or the online version, depending on your preference. Once you have your account, you’ll need to enter your company’s information, including your business name and address, tax ID number, and bank account information. Driver pay can be complex, as different drivers may be paid by the load, hour, or mile. At the end of the week, back office teams must manually review every load, calculate pay by route, factor in fuel costs, and generate driver settlement reports. Unlike other trucking accounting software options, Shoeboxed lets you add an unlimited number of FREE sub-users to your account. Though it’s not designed to be trucking accounting software, QuickBooks can still be a viable option if you have complex accounting needs.

Trucking companies often compensate drivers based on mileage or the number of loads delivered, rather than hourly or salaried pay. Good trucking payroll software should have the capability to calculate driver pay based on these variables, integrating data from GPS tracking, electronic logging devices, or load management systems. The ability to handle complex pay rules and rates for different types of drivers is essential. Some trucking transportation management platforms offer basic truck accounting features like invoicing and expense tracking. TMS solutions, however, primarily focus on logistics and supply chain functions. For comprehensive accounting needs, TMS integration with specialized trucking accounting software is often required.

Final Advice on Buying Trucking Payroll Software

This allows them to monitor when exactly a driver arrives at a pickup location, departs from the location, and delivers the load. For instance, once you complete a load in RSL, reopen the entry form and click the Update QuickBooks button. QuickBooks will then automatically create a draft invoice based on the load details sourced from RSL. Our advice here would be to make a list of the 3-5 key features that you need and see which vendors from this list fulfill all of them.

Driver Qualification Files: What They Are and What Goes in Them

It automates salary calculations, tax withholdings, and payroll record-keeping, freeing up valuable time for core business activities. For trucking companies using a TMS like Truckbase, the integration capabilities of QuickBooks are a significant advantage. This integration facilitates seamless data flow between operational and financial systems, enhancing efficiency and accuracy in financial reporting. The software simplifies the invoicing process, allowing trucking companies to quickly generate and send professional invoices. Moreover, it tracks outstanding invoices and sends automatic reminders to clients, aiding in faster payment collections.

Yes, you can use free general bookkeeping software like Wave for your trucking business. However, a free solution might not be enough if you have complex trucking management needs. This is where we recommend premium software like Q7 or even an integration between QuickBooks Online and RAMA Logistics Software. The RLS integration fills the gaps in trucking-specific features, which is how QuickBooks Online earned another perfect mark in this specialized category. I docked a few points for ease of use, as the integrated features may require a steep learning curve for some users.

• An ideal TMS should support both, offering direct integration for QuickBooks Online and export functionalities for Desktop.
• If you’re leading finance at a trucking company, you’ve likely felt the frustration of outdated systems that can’t handle the demands of fuel costs, driver pay, or IFTA compliance.
• Truckbase is a comprehensive trucking dispatch software designed specifically for over-the-road (OTR) carriers.

The only way to truly reduce data entry and accounting headaches is to eliminate paper tickets and digitally track loads and documentation. But for that to work, the software must be easy for both dispatchers and drivers—something most trucking management systems fail to deliver. From our experience working with hundreds of trucking companies, accounting software alone won’t solve these challenges. You’ll still need to manually enter mileage, fuel usage, driver pay (by mile, ton, or load), and invoice details such as reference numbers and scanned documents. If any details change mid-delivery, updating everything becomes even more time-consuming—especially for bulk haulers managing multiple loads per truck daily.

QuickBooks assists in categorizing and monitoring expenses, providing insights into major cost drivers like fuel, maintenance, and labor. This data is crucial for budgeting and identifying potential areas for cost reduction. Automation in invoicing reduces manual entry errors and speeds up the billing process.

It helps you track revenue and expenses per truck, optimizing routes and identifying profitable customers. This integration also facilitates informed decision-making and enhances regulatory compliance. The basic sub-packages include truck dispatch, load, contact, document, and staff management tools. It costs $24.95 per report for business owners and $19.95 per report for service providers.

• If you need specialized tools like load and dispatch management, then consider integrating QuickBooks Online with RAMA Logistics Software.
• For instance, if you want a straightforward load management solution, RAMA Logistics Software is great.
• There will be dedicated fields for all of the details that you need to convey to the shipper that you’re billing.
• Trucking accounting software is the most affordable option for small trucking businesses.

Gusto is good for small businesses with under 25 employees and/or businesses looking for a very cost-effective solution. The platform’s automatic deductions streamline benefits administration, while person-to-person support and licensed benefits advisors ensure excellent customer service. Previously it was used to submit performance reviews which were done quarterly or semi-annually depending on the role (now using PATI). I would also use it to review the organizational chart for contact info when needed. I also found the quick links and HR/benefit information to be very useful and would frequently login just to find links and information about other company resources. An affordable payroll solution from one of the top names in this type of software, used by thousands of organizations.

When used with QuickBooks accounting software, it can integrate with TMSes, making it one of the best payroll options for trucking companies. With it, you can run unlimited payrolls and pay employees via next- and same-day direct deposits. Keeping track of invoices, expenses, and payments can become overwhelming, especially when you have a fleet of trucks to manage. QuickBooks is a software program that can help you streamline your financial management, and in this article, we’ll show you how to use it for your trucking company. QuickBooks is the accounting platform of choice for thousands of trucking companies and freight brokers across the U.S. But while it excels at bookkeeping and payroll, it isn’t built to manage dispatch, driver settlements, load tracking, or customer communication.