Running a fleet with spreadsheets, phone calls and paper files might have worked when things were simpler. But as your operation grows, those manual tasks can become overwhelming. If your team spends more time tracking down answers than moving freight, it’s likely time to rethink how you’re managing your day-to-day workflow.

Below, we walk you through some typical indicators that your fleet has outgrown manual processes and how upgrading to a transportation management system (TMS) can help you save time, reduce costs and stay organized as you scale. 

1. Always Chasing Down Information

Does your day-to-day feel like a constant scramble to find the information you need? You’re not alone. Many growing fleets reach a point where manual processes — texts, emails, spreadsheets — just can’t keep up.

• Need to know a driver's location? You’re rapidly firing texts and calls.
• Looking for load details? You’re sifting through a long email thread.
• Trying to assign a truck? You’re scrolling through a spreadsheet with out-of-date information.

If these scenarios feel familiar, a TMS could be a game-changer for your company.

Doing things by hand — like hunting down information that's stored in various locations — takes a lot of time. More importantly, it takes attention away from running your business, whether that’s finding new opportunities, supporting your team or maintaining customer relationships. Disorganization doesn’t just cause headaches; it costs you money.

Thankfully, a TMS can save you money and bring order to all the chaos of manual processes.

2. Experiencing More Downtime

Downtime is welcome when relaxing off-the-clock, but not when running a fleet. That’s because immobile trucks prevent you from making money. As downtime becomes more frequent, it’s a strong indicator that manual processes are slowing you down.

These are some downtime-inducing processes to keep an eye out for:

Scheduling Hiccups

Double-booked drivers or missed pickup windows are common when relying on spreadsheets and memory — resulting in more downtime.

Maintenance Surprises 

Manually tracking service schedules for an entire fleet can lead to missed routine service, meaning unexpected breakdowns and costly delays. 

Slow Response Times

Taking too long to find available drivers or assign loads can delay shipments and negatively impact overall efficiency.

So, what’s the result? Lost revenue, frustrated partners and a reputation hit. Avoid these downfalls and make downtime a less frequent headache by trading the whiteboard for a more modern, reliable solution.

3. Filing Cabinets Are Overflowing

It’s common to deal with a mountain of paperwork when running a fleet. However, if you’re managing it all by hand, you could be burying yourself and your profits in paper.

Vital information like driver and vehicle documents, proof of delivery, bills of lading, invoices and receipts all stack up quickly. But what’s the risk in working with hard copies?

• Lost or Missing Documents: Paper copies can easily get misplaced or damaged, swiftly creating gaps in your records.
• Delayed Payments: When brokers or shippers don’t receive documentation on time, your payments are usually pushed back, sometimes by weeks.
• Human Error: Manual data entry leaves room for human mistakes, which can lead to hiccups like billing disputes or compliance issues.

The solution is a modern TMS, as it digitizes and automates all your document management. Trucking software stores everything in one centralized location that’s accessible anytime and anywhere. Rather than digging through filing cabinets and wasting time fixing typos, enhance your operations and cash flow with a quality TMS.

4. Dwindling Fleet Visibility

Running your fleet based on gut feelings might have gotten you off the ground, but hard data keeps your fleet on an upward trajectory.

When you’re dealing with manual fleet management, it can sometimes be challenging to answer important questions like these:

• Which lanes are most profitable?
• Which customers are slow to pay?
• How common are deadheads and empty miles?
• How much do I owe in fuel taxes?

The digital reporting and documentation capabilities of a TMS help you stay in the know of all these critical details. Plus, with easy access to the data surrounding your fleet, you can make faster, more informed business decisions — especially as your fleet expands.

Grow Your Fleet & Minimize Headaches

As your fleet gains more partners and business, you’ll likely start to feel the squeeze of manual processes and outdated systems. That means it’s time to invest in dependable trucking software like ProTransport. Upgrading systems will be your key to unlocking greater visibility, efficiency and control.

Stop chasing paper trails and start running a smarter fleet with our user-friendly TMS. Contact ProTransport today to get started!