Expense Management Software: What Can You Track?

For owners of small trucking companies (those with one to 20 trucks in their fleet) selecting essential expense management software can be intimidating, confusing and, above all, expensive. Such software can often cost thousands of dollars—a major hit to the bottom line of a small fleet operator.

 

So when my dad and I launched TruckingOffice, we had the small operator in mind. Instead of selling them expensive software for $5,000 and saying “good luck,” we offer affordable software that wraps around all daily functions of a trucking business. If a trucker has a load in Texas to Ohio and then another load from Ohio to Texas, he needs to track all these dispatches. They’re all recorded in our system.

 

The entire panoply required to run a business is contained in our expense management software, but gives users the flexibility of paying for it monthly. Owners with just 1 or 2 trucks start at just $20 a month. More sophisticated software is designed for larger fleet operators, but is still reasonably priced; owners with three to seven trucks can log on for a mere $45 a month, while those with eight or more trucks pay just $75. It beats paying thousands of dollars for expensive software that oftentimes doesn’t even suit your specific needs.

 

 

The software also accommodates required data specific to your trucking business, related to shippers, corporate clients, invoices, customers, and the tracking of miles with the standard PC Miler system. We offer a full range of road-originating tasks, such as the dispatching of loads, creation of invoices, tracking of expenses, and more. But TruckingOffice software also allows for accounting of regular office expenses such as telephone and Internet costs.

 

I’m still a trucker, and my dad’s an industry veteran too, and our collective experience guided is in developing our trucker-friendly expense management software. Even the vernacular of the software mirrors the type of lexicon or “trucker lingo” encountered in a trucker’s daily life, so you don’t have to take an accounting course to keep track.

 

Turned off by the cost of other expense management software on the market, many trucking firms use spreadsheets, which is fine, but after a while you might have ten different spreadsheets going, and it gets really complicated really fast. Our software is streamlined, and is designed to help people keep track with minimal effort.

 

Aside from its tailor-made templates for the trucking industry, its flexibility offers further appeal. Customers pay monthly for the software without having to commit to long-term contracts. Instead, the software is automatically renewed month to month, with the option of cancelling at any time.

 

Still, the cost of the product is its biggest appeal; most of the software out there is very expensive—$5,000 to $10,000. You could buy another truck with that kind of money! So would you rather spend that money on expensive software or expand your fleet? Even without the benefit of expense management software for calculation, the answer to that rhetorical question is as clear as the open road.

 

Trucker-Friendly Hotels & Restaurants on I-10

Stretching for 2,460 miles – meandering along the southern U.S. and Gulf Coast states from Jacksonville, Fla. to Los Angeles – Interstate 10 is a well-worn path for truckers. Respite for the road-weary is required along the way, but finding trucker-friendly hotels and restaurants on I-10 can be overwhelming for those unfamiliar with the area. Here are some suggestions:

 

In Las Cruces, N.M., truckers rave about the Teakwood Inn & Suites at 2600 South Valley Drive, located off I-10 and I-25 within walking distance of restaurants, just one block from New Mexico State University. The spacious rooms are reasonably priced between $39 to $109, with free hot breakfast, high-speed wireless Internet and a 24-hour business center. With ample truck parking, an indoor heated pool and guest laundry on site, the place seems tailor-made for truckers.

 

In Houston, similar amenities can be found at the Interstate Motor Lodge at 13213 East Freeway. Truckers at rest have enjoyed regional attractions such as Battleship Texas and nearby Minute Maid Park. Their spa tub is a particularly appealing amenity to the road-weary trucker.

 

The aptly titled Rest Inn at 5530 Interstate 10 East in San Antonio is also among the trucker-friendly. Close to Splashtown, hotel staff provides irons, ironing boards, hair dryers and extra towels/bedding – particularly appealing to the trucking segment.

 

Among hotel chains, La Quinta Inn & Suites have built their properties with the trucking audience in mind. The Beaumont site at 5820 Walden Rd. is a prototypical hotel, with heated spa, pool and fitness center among the amenities. Guest laundry facilities, a complimentary USA Today, and free breakfast further make you feel at home before hitting the road again.

 

Oft-mentioned hotel chains among truckers as being particularly attentive to their needs include Best Western, Budget Inn, Comfort Inn Days Inn & Suites, and Drury Inn & Suites.

 

To be sure, the trucking segment is a demographic hotel chains dare not neglect in their marketing efforts. An abundance of restaurants surrounding such lodging further targets the trucker market.

 

But off the beaten path, dining is often more hit-and-miss. In Arizona, Sunmart No. 605 in San Simon and the Tucson Truck Terminal scored positive reviews, with good eats among its offerings. In traversing Texas, truckers have gushed over the buffet at King’s, off Exit 43 in San Antonio. Rice City at Exit 80 also earned rave reviews for its food, along with Frog City at Exit 86.

 

Given the availability of choices, both for trucker-friendly hotels and restaurants on I-10, a handful of web sites have begun amassing this information, including I10Trucking.com and truckstopreport.com. Handy and exhaustively-researched travel guides catering to truckers can also be ordered at truckdog.com.

 

 

Trucking Management: Properly Securing Cargo

In the area of trucking management, few facets have more real-world implications than loose cargo. A scenario centering on spilled cargo undoubtedly carries with it financial implications to a trucking company, but can also represent costly legal liability.

 

Loose cargo is a big deal. Most of the time, this is a larger concern for flatbeds, but van trailer loads can run into this issue as well. Because of the risk, trucking companies are required to carry a minimum of $1 million in general liability insurance. The lawyers know this, so anytime there’s an accident involving a truck, they typically sue the trucking companies.

 

Believe it or not, the idea of loose cargo has created a cottage industry in the legal profession. Do a quick Google search for “loose cargo,” and you’ll be presented with a seemingly endless list of attorneys seeking to represent clients affected by errant freight. One lawyer in Amarillo, Texas, is upfront about it, boldly billing himself as the Flatbed Trailer Truck Accident Attorney at his firm. And you thought the title on your business card was cumbersome!

 

After so many years in this industry, I’ve got my share of stories related to loose cargo. I had a driver transporting one of my loads on a van trailer once. He was delivering steel parts, so they were heavy, not high volume, and were placed on pallets. He didn’t secure them in any way, and took the turn too fast on an off-ramp and the load shifted on one side. The truck tipped over. That was a real headache for my company – and an expensive one.

 

If you’ve traveled long distances along the highway, you’ve likely seen Department of Transportation officials making big rig inspections off the side of the road. Usually these inspections are centered on freight and equipment, but the road cops often issue fines on the slightest lapse they might witness in how your cargo is secured.

 

There was another guy years ago that was hauling steel coils on a flatbed. He was going up the highway to an off ramp, but it wasn’t the kind that’s like a circle—it was the type that branches off into another highway. Well, he ended up taking the turn too fast, the trailer rolled off to the side, and the coils hit the concrete barrier. So there’s flying concrete debris everywhere, and after the dust settled, more than 40 cars across three or four lanes of traffic had been damaged.

 

I can’t help but chuckle at the thought of that particular incident – what with the mini-tornado of flying debris that the poor truck driver thought would never end. You have to admit, it’s sort of funny to think about – but only because the driver involved was not with my fleet, so it wasn’t my trucking management issue. But this is serious business, and thankfully in both of my anecdotes there were no injuries.

 

Make no mistake: properly securing your cargo is a huge deal in the trucking industry. It’s a common problem that really puts a dent in safety, and the liability usually falls on the trucking company. When there’s an accident involving a truck, you can bet it’s the trucking company that will get sued, because the lawyers know we’re all sitting on at least a million dollars’ worth of liability insurance.

 

So even on the heavier freight, don’t rest your laurels on gravity, thinking the load will stay in place. Secure those loads!

 

Annual Transportation & Strategy Summit

This will be a great oppertunity for anyone in the Laredo, Tx area next week to get some great information from some great industry leaders, and it’s free!  I highly recomend it.

 

Annual Transportation & Strategy Summit

in Laredo, TX!

December 6, 2011

Come listen to industry leaders discuss CSA updates, the NAFTA Pilot Program and the Cross Border Insurance Program! There will be presentations given by the event sponsors and Q&A sessions. A social hour will follow the event.

 

* When: December 6, 2011

Event from 2:00-4:30PM

Social Hour from 4:45-6:00PM

 

* Where: Embassy Suites Laredo

110 Calle Del Norte

Laredo, TX 78041

 

* Cost: FREE

 

Seating is limited and advanced registration is required.

 

RSVP today by calling FleetSavings at 800.264.0119 or email rsvp@fleetsavings.net by November 16 (limit 2 attendees per company).

 

Event Sponsors: Getloaded, Bibby Financial Services, FreightCheck, eTruckerTax, Total Control Insurance Services, FleetSavings and the National Association for Minority Truckers.