Are you finally moving beyond spreadsheets and manual data entry to invest in a Transportation Management System (TMS)? If so, you’ve likely realized how overwhelming the selection process can be. With so many platforms offering different features and integrations, it’s easy to feel stuck and kind of like you’re trying to navigate a highway with no road signs.

But here’s the truth: sticking with outdated tools is no longer an option if you want to stay competitive. The transportation and logistics industries are evolving fast, and efficiency is the name of the game. The right TMS won’t just streamline operations, it will help you move freight smarter and reduce costs.

In this guide to TMS selection, we look at the essential criteria for choosing the right TMS for your goals. Whether you’re a small carrier looking for simplicity or a large enterprise craving deep analytics, it’s important to find a system that truly fits.

How to Choose a Transportation Management System: First Steps

You know you need a TMS that streamlines operations, optimizes routes, cuts costs and provides other benefits to your business. But before you start evaluating different platforms, you’ll need to do some preliminary work to help you make the best possible decision. 

Assess Your Current Technology

Before diving into new software, first take stock of what you already have:

• How old are your current systems?
• Are they still sustainable or are they creating inefficiencies?
• Do they integrate with other key platforms, such as a CRM, WMS or accounting software?
• What are the biggest pain points (and bright spots) in your current system?

Determine Your Team & Timetable

Choosing a TMS isn’t usually a solo decision. It may include a team of super users, operations managers and others. Your team should map out priorities and even create test scenarios that mimic real-world business needs.

Once your team is set, determine a realistic timeframe—but don’t let deadlines rush you into a decision that isn’t the right fit.

Choose the Features You’ll Need

Not all TMS platforms offer the same functionalities. Think carefully about which features align with your business goals. Some key features could include route optimization & load planning, carrier management, automatic invoicing and payment processing, real-time tracking, data analytics and beyond.

Consider Necessary Integrations

A TMS should enhance your existing workflow, not disrupt it. Ask yourself:

• Does it replace or integrate with your accounting software?
• Does it sync with your customer relationship management (CRM) platform?
• Can it connect with your warehouse management system (WMS)?
• Will it work with your electronic logging devices (ELDs)?

By asking these questions and taking these steps up front, you’ll set yourself up for a smoother TMS selection process.

How to Decide Between TMS Platforms

Now it's time to evaluate the actual TMS platforms. But how do you decide which one is right for your business?

Take these three steps when deciding on a TMS:

Evaluate Features & Capabilities

Not all TMS platforms serve the same market. One of the biggest distinctions you need to make is whether you need a shipper TMS or a carrier TMS. Shipper TMS platforms focus on optimizing freight movements from a shipper perspective, while carrier TMS platforms are designed to help trucking companies manage fleet operations.

Once you've identified which type of TMS you need, drill down into the specific features each platform offers. Some key TMS functionalities to consider:

• Real-Time Tracking & Visibility: Offers GPS-based tracking and updates
• Route Optimization: Helps reduce mileage and fuel costs
• Freight Invoicing & Payment: Streamlines billing processes
• Employee & Equipment Tracking: Tracks drivers and trucks and provides data on team performance
• Reporting & Business Intelligence: Delivers custom insights for better decision-making

Evaluate Implementation & Support

A TMS is only as good as your ability to use it. A common pitfall when selecting a platform is overlooking the implementation process, which is how the provider gets you up and running. Consider the following:

• How long does implementation take? Will it be weeks, months or even longer?
• What training and onboarding resources are provided? Is it hands-on training, webinars, documentation or something else?
• Is there an additional fee for setup and integration? Some platforms charge significant implementation fees, while others include onboarding support right out of the gate.
• What level of ongoing customer support is available? Is it 24/7 live chat, web-based support or something else?

Evaluate Market Standing

Finally, you need to round out the selection process by researching the company itself. A TMS isn’t just a short-term investment, it’s a core part of your business. So, choose a provider with a strong reputation and proven track record in the industry. Here’s what to look for:

• Years in business: Experience usually translates to stability and reliability.
• Depth of industry experience: Some TMS platforms cater specifically to small carriers, while others are built for enterprise-level customers.
• Customer references and testimonials: Ask potential providers for case studies and referrals from businesses like yours.

ProTransport: Helping Carriers Make Smart Decisions

Choosing a TMS is a major decision that will impact your operations for years. ProTransport's mission is to give truckers the information they need to make smart choices for their business, both on and off the highway.

If you’re in the market for customized technology solutions for accounting, dispatch, safety, maintenance and more, contact one of our representatives to discuss our integrated platform!