Dispatch software programs help a trucking company, service company or for hire vehicle company to streamline the process of sending out vehicles and collecting payments. Choosing the most appropriate program for your needs may prove to be a difficult decision.

Because of the numerous software programs available, you should take the time to consider each one before making a final decision. Consider the following dispatch software basics to help make your decision as easy as possible:

1. Use free trials to help you decide what features are most important for your dispatch software program.

2. Pick dispatch software that has a support package included.

3. Upgrade the dispatch software to customize it to fit your company's needs.

Action Steps for Sizing Up Dispatch Software
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Try the dispatch program before you buy it

Many dispatch systems have a free online trial for at least two weeks. Taking advantage of these free trials allows you to decide if the dispatch program meets all of your needs in a user friendly way.

I recommend: You can find a free trial of dispatch software at dESCO. This company offers an online trial that doesn't require a download or you can opt to download the software for a 30-day computer based trial. DrDISPATCH offers a free trial version of their software. This company also offers a guided tutorial and videos to help you discover the full potential of the software.

Find dispatch systems that offer good support options

When you first begin to use a new truck dispatching software system, you may need some help learning how to use certain features. Finding truck dispatch programs that offer email, phone and chat support ensures that you will get help within a short amount of time. Some companies may even offer an on site training program when you purchase the dispatcher software.

I recommend: Intac International offers free unlimited technical support for the first twelve months you own the Wintac dispatch software package. Virtual Dispatch offers on site training. This company also offers email and phone support.

Consider upgrading the truck dispatch software

It may prove difficult to find a truck dispatch program that meets all of your needs. If that is the case, you should consider upgrading to a more comprehensive program, even if it means you end up with features you don't really need. Many dispatching programs are modules, which means you can purchase only the modules, or functions, that you need.

I recommend: Cheetah offers basic dispatch software with optional upgrades. The programs offered feature dispatch and tracking capabilities with the option to upgrade to a package that includes route planning. Aurora sells basic dispatch software programs that have numerous upgrades to customize the package. You can get online or phone support to help you choose the best options for your needs.

Tips & Tactics for Smart Use of Transportation Dispatch Software

Helpful advice for making the most of this Guide

• •  Consider hiring a trainer to show your employees how the transportation scheduling software works to ensure no shipments are delayed or sent to an incorrect destination.

There's nothing quite so old economy as a fleet of repair trucks, delivery vehicles and service reps roaming a territory. Seems we'll never get over the human touch, and we'll clearly never be able to do without someone to bring us the goods and services we need to keep working.

But the unavoidable reality of having to touch your customers gets a huge New Economy boost out of cutting-edge dispatching software. No whiteboards and faded city maps here. This stuff jacks into your customer database, flips Web maps on the fly and can manage accounting on the side — even beam data to handheld devices in the field.

Covered in this guide to transportation dispatch software:

1. Dispatching software suites and dispatch software applications for general use
2. Specialized truck dispatch software
3. Transportation dispatch software for scheduling service calls
4. Specialized dispatch software applications for routing and scheduling dispatch software, and transportation accounting software applications

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Dispatch and scheduling software keeps the workday on track

People in the field need data, but they also need a central point guiding them from call to call and handling the constant need for feedback and details on the customer. All around transportation dispatch and accounting software can be a good answer.

I recommend: Empowering your central dispatcher is a matter of training but also of providing a complete suite of transportation dispatch software to put all the facts at their fingertips. Take a look at dispatching software vendors like Desco, InsightDirect, and ProBusinessTools. For more information about vendors of dispatch software applications, see the Business.com directory pages on dispatch software and fleet management software.

Dispatch software is highly customized for trucking

Sending out a fleet of 18-wheelers is a big job, even national in scope. Timing things like drop-off and fuel down to the minute can save big on the bottom line. Truck dispatch software is key.

I recommend: If your needs are strictly trucking, consider specialized truck dispatch software from Cheetah, Aurora, Axon, Dr. Dispatch, and Strategy Systems.

Computer-aided dispatch software can drive service industry profits

Dispatch software is quickly replacing a roomful of call center techs when it comes to keeping service reps moving on their daily calls. Most work hand-in-hand with transportation accounting software applications and small business favorites like QuickBooks and offer global positioning satellite linkups to track service people in the field.

I recommend: Vendors of service-industry specialized dispatch software include Evron, MyServiceForce, and High5Software. There's more on technology for managing logistics and transportation, including transportation accounting software applications, at Business.com.

Service dispatching software includes route scheduling in advance

Because of the 24/7 nature of Web information you can now have a call center set up service calls at any hour and then have your trucks ready to roll by light.

I recommend: Truck dispatch software applications vendors include InterGis, Senarc, and ServicePower. See more on mileage and routing software, driver log software and additional transportation dispatch and accounting software at Business.com.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Tractor trailers are not the same as taxicabs. Make sure you buy a transportation dispatch software that is robust enough but also specialized to your needs, like truck dispatch software or transportation accounting software.
• •  Can't seem to make it work for you? Talk with the vendor about custom solutions. They'll often do Web development on transportation dispatch and accounting software for cheap if they think your company is a decent guinea pig for a new product.
• •  Watch out for long-term contracts and onerous software licenses. You might outgrow the transportation dispatch software or transportation accounting software you start on. If it's a good fit, there should be no need to sign off on years of exclusivity.

The pricing and costs of dispatch software depends on the type of program you need, how you will pay for the program and the number of users who will use the program at the same time.

Consider the following industry specific guidelines concerning the pricing and costs of dispatch software programs:

1. Look at all the options, including upgrades, for purchasing truck dispatching software programs.

2. Find a budget friendly individual transportation for hire software program that includes route planning.

3. Consider the benefits of a contract based dispatch program for service calls if you have numerous simultaneous users, including dispatch personnel and service technicians.

Action Steps
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Know the price of truck dispatch software programs

Truck dispatching software prices depend largely on the number of trucks you have on the road at one time, the number of dispatchers and the upgrades or additional features you need. Another consideration is that Internet based trucking dispatch software is usually more affordable and mobile than disk based systems.

I recommend: DrDISPATCH has a trucking dispatch program that can be integrated with QuickBooks. The dispatch program also includes a transport broker software program. Prices start at around $1,000 for the basic dispatch software. Strategy Systems is an Internet based dispatch software program. This company sells monthly packages starting at around $125 a month.

Price individual transportation for hire dispatch programs

Individual transportation for hire dispatch programs are usually Internet based programs that include routing software to make it easy for your drivers to choose the fastest and most efficient route for pick ups and drop offs. Take the number of vehicles in your fleet that run at the same time into account when choosing a program.

I recommend: TaxiCentral has a large selection of dispatch software for taxi services. The prices start out at about $250 down and $125 a month after the down payment. Mobile Knowledge is a work for hire software company that sells numerous software packages, which start at around $700. If you opt for a monthly contract, expect to pay a minimum of $100 a month for a basic package.

Look at the prices for service call dispatch systems

Service call dispatching programs are designed to take into account the length of time it should take to complete a job. These programs usually feature billing software and, in some cases, online repair tickets. While it is possible to purchase these programs at a flat rate, that rate depends on the number of dispatchers and technicians that use the program at one time, which can get expensive. A more cost effective option is usually a contract based program that is a flat monthly or yearly rate, regardless of the usage.

I recommend: Intac International specializes in service industry software. This company offers the Wintac program, which starts at around $600 per simultaneous user. This company offers trade up grants and start up grants to qualified businesses. FieldRanger offers a mobile GPS based dispatch system that is priced on a contract, which starts out as low as $25 a month.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Make sure that the transportation software you purchase is compatible with your computer's operating system. If you want to synchronize the program with accounting or inventory software, find out if you can integrate the software.

Using dispatch software can help dispatchers to be more efficient. For example, rather than manually set up schedules or routes, dispatchers can rely on dispatch software to automatically do all of this grunt work for them. Another advantage to using this software is that managers can produce reports. They can find out if the company generated revenues or losses. Many dispatch software applications will integrate with Microsoft Excel. In order to get the best use out of dispatch software, here are key terms with which to be familiar.

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Dispatch software

Dispatch software comprises several modules, including routing, invoicing, revenue reporting, order entry, and fuel tax. A good dispatch software will also integrate with other third-party software applications, such as QuickBooks and Microsoft Excel.

I recommend: Go to Dr. Dispatch Transportation Software to become familiar with the different modules of this software.

Fuel tax reporting

Fuel tax reporting involves reporting all of the truck fleet activity as well as recent taxes. The dispatch software ensures that the manager will report the right fuel taxes for each state. Managers can create various fuel tax reports, such owner operator and IFTA.

I recommend: Visit Mile to understand more about fuel tax reporting.

Work order

A work order consists of an order that a business received from the customer or client. A work order can also be produced from within the organization. It can either be a service or product. The dispatch software can send and manage multiple work orders, including carriers and pick-ups and drops.

I recommend: Go to Arcline 2000 and find out more about its work order component.

Scheduling

Scheduling involves assigning tasks to employees. Dispatch software helps the manager or scheduler to schedule these tasks more efficiently. In addition, the software will notify the employee of what tasks it needs completed.

I recommend: ConnectWise PSA provides comprehensive information about its scheduling software.

Accounting

Accounting consists of reporting financial transactions. Dispatch software will automatically show financial information, such as accounts receivable and accounts payable, net profit and net loss, as well as the amount of outstanding orders.

I recommend: Read more about the accounting module by visiting Axon Trucking Software.

Routing

Routing entails delivering items from one area to another one. Dispatching software will not only automatically create the routes, but it will find the best way to deliver these items.

I recommend: Visit Intergis to learn about its automated routing function.