Category Archives: Overview

4 Trucking Industry Trends You Should Know About

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One of the great strengths of the trucking industry is how it’s connected to every sector of the US economy, from food service to manufacturing. Virtually every business in the country must have items delivered to it in order to keep its doors open. And that job falls on transportation professionals. On the other hand, that close relationship with so many companies also makes truckers vulnerable to economic ups and downs.

 

Because of this, it just makes good sense for drivers, dispatchers, and freight brokers to stay up to date on current trucking industry trends. Here’s a look at four of them:

 

1. More loads, more money – Two things are driving an upswing in trucking company revenues. One is the slow but steady recovery the national economy is experiencing. Even housing, which has been in the dumps for years, is rebounding as new construction is increasing and home values are rising. Another trend that is benefitting transportation companies is the continuing move among businesses to outsource many functions once handled in-house. This includes delivering products, a job that is increasingly being farmed out to trucking contractors.

2. Not enough drivers – Trucking companies have had difficulty filling positions for years now. That problem is increasing as many transportation professionals near retirement age. Over the next several years, the group of Americans aged 55 or older will increase 30%. The resulting shortage of qualified applicants is also driven by the fact that young people don’t see trucking as an attractive career option. The results for those drivers that remain will be more miles, longer hours, and more pay. Business for freight brokers will increase as well, and the need for their services will only become more crucial as the economy expands.

3. A shift from diesel to other fuels – Diesel prices remain on an upward trend. While the cost of a gallon of fuel varies from one day to the next, the long term forecast is for it to become ever more expensive in the foreseeable future. Because of this, many companies are switching their trucks to natural gas, which is not only cheaper but burns much cleaner than diesel. For example, a recent study by the Conference Board of Canada said that using alternative fuel could save $150,000 in operating costs on a per-truck basis over a 10-year period. US-based Frito-Lay, which maintains a sizeable fleet of tractor-trailers, is already replacing older trucks with ones that run on natural gas. Though they cost more upfront, the savings over the long haul make the change profitable. As this trend accelerates, look for more and more truck stops to offer natural gas depots in the years ahead.

4. Leaner, more efficient operations – The days of trucking companies being able to tolerate wasteful practices and unneeded expenses are over. The period between 2007 and 2011 saw most of these firms go out of business, especially as banks tightened up their lending practices. The forecast for the future is that trucking will remain a profitable business, so long as owner-operators and companies can keep a tight rein on their expense accounts.

 

TruckingOffice Software Can Improve Your Bottom Line

In times like these, owner-operators and freight brokers need every advantage they can get to outshine their competition and take advantage of the growing opportunities in the transportation industry. And that’s why you need to take a serious look at what our trucking software can do for you. It takes the guesswork out of every phase of your business; from handling dispatches to paying fuel taxes and making sure that scheduled maintenance tasks are done on time. Take it for a free one-month test drive. You’ll see for yourself how TruckingOffice can make your company run smoother and more profitably than ever before.

 

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Tips for Finding Affordable Individual Health Insurance

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Running a truck broker business is a fantastic way to earn an excellent income, as well as enjoy flexible hours and the convenience of working from home. As with everything in life there are some tradeoffs, of course. One problem that many self-employed people run into is finding affordable individual health insurance. While this can be a challenge, recent changes in healthcare laws have made more options available than ever before. So here are some tips you may want to consider:

 For many people, the easiest and best way to obtain coverage is simply by joining their spouse’s employer-provided plan. Your husband or wife will need to get in touch with their human resources manager, who can give them information on rates, eligibility periods, and other important details.

  • If this isn’t an option for you, then you’ll need to find coverage on your own. Fortunately, many states have laws ensuring that small business owners can get health insurance at reasonable rates. Details will vary, however, depending on where you live. For example, some states require a minimum of two employees to obtain coverage, while others only mandate that you have a business license and tax I.D. number. To find out about the laws in your area, contact your state insurance commission or a local insurance agent.
  • Often you can save by purchasing health insurance from the same company you have your home and/or vehicle coverage with. Ask your agent if they offer such discounts.

For people with pre-existing conditions like diabetes, obtaining insurance can be very difficult. Here are some options to consider:

  • Some companies offer limited-benefit, or “mini-med” plans, that are open to people with past health issues. If you decide to investigate these programs, it’s important to compare several of them and to check with the Better Business Bureau before going with a particular insurer. Usually you receive five or six doctor visits per year, discounts on certain procedures, and coverage of some hospital-related services. You might also have access to a card to buy reduced-cost prescription medications.
  • Many major insurers offer short-term plans that run for periods from three months to one year. Often the eligibility requirements are less strict than for regular policies.
  • Many pharmacy chains have savings clubs that offer generic or older medicines at greatly reduced costs. Sometimes the cost can be as low as $3.00 for a month of pills. Check with drug stores in your area to see if they participate in these programs.
  • While doctors don’t openly advertise their rates, in many communities a local clinic may purposely set its prices low to help the uninsured. Checking with churches, social agencies, or pharmacists may tell you if there is such a medical services provider in your area. While this isn’t actual insurance, it can assist those who are in good health and only occasionally need to see a physician.
  • All states now have high-risk insurance pools as a result of recent health care reform legislation. While rates vary, acceptance is guaranteed. You can find out about the options in your area by visiting www.healthcare.gov.
  • You might also want to investigate the pre-existing health care program administered at the federal level by the U.S. Department of Agriculture. Like the state high-risk pools, acceptance is guaranteed, but certain guidelines must be met. First, you must have been without coverage for a minimum of six months. Also, you must have what is known as a “qualifying condition” that prevents you from getting coverage from a private insurer. This can require either getting a doctor to fill out the necessary form or applying to an insurance company and receiving a letter of rejection. Rates vary according to age but not overall health.

One thing is for sure: worry and stress will do your health no good at all. That’s just one of the reasons you should invest in TruckingOffice’s trucking management software. You’ll always know how profitable each load is, how many miles are involved in each dispatch, and what is going on with maintenance and driver records. Plus, our state-of-the-art cyber-security keeps your information safe from prying eyes. Contact us to see how TruckingOffice can make your business easier today.

 

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How to Deal With an Angry Customer in 9 Easy Steps

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Success as a truck broker involves learning some basic business skills, and one of the most important ones is knowing how to deal with an angry customer. So here are some tips for what to do when this situation comes along:

1. Don’t take it personal – Most of the time an angry person isn’t upset with you directly; it’s the situation that has them worked up. Understanding this will help you to remain calm during the conversation, no matter what the other person says.

2. Listen – Most of us can hear pretty well, but listening is far more than just that. It means paying attention to the other person and carefully noting what they say in order to understand the real cause of their anger.

3. Empathize – This means putting yourself in their shoes, so you can appreciate why they’re angry. What if you were the driver whose load that was cancelled at the last minute? How would you feel if you had backlogged freight that no one wanted to haul? Ask yourself questions like these during the encounter.

4. Tell them you empathize – This is just as important as step number three. Saying something like “Wow, I’d be mad too if that happened to me!” moves you from an adversarial relationship with the customer to a sympathetic one. This alone can go a long way to relieving the tension and working out the problem.

5. Express regret, but don’t apologize if you’re not at fault – If the issue the person is complaining about is due to a mistake you made, then own up to it by admitting your role. On the other hand, sometimes customers have unreasonable expectations; you can’t control everything that might go wrong with a shipment. But you can always say “I’m sorry that happened to you.”

6. Take ownership – Everyone hates being passed off to another person or department, and as a small business owner your ability to pass the buck is extremely limited. So whether you’re at fault or not, assume the role of problem-solver right away. You can say something like this: “Tell you what, let’s get this issue resolved right now,” then start discussing ways to fix the problem.

7. Ask probing questions – Sometimes a customer says they’re upset about one thing when in reality, the true cause of their anger is something else entirely. In such a case you need to find out what the root problem is so it can be prevented in the future. Here’s an example: you get a call from a supplier who is angry because a driver hasn’t picked up their load yet. You ask how late the trucker is, and the supplier says, “Five minutes, but that’s not the point! He should have called if he wasn’t going to be on time!” By asking a simple question you find out that the person is angry because they feel disrespected, not because the driver is running a few minutes behind. You can then deal with the real issue that has them worked up.

8. Get the person’s consent to a plan of action – In the example above, you might say, “tell you what: I’ll speak with the driver myself, and make sure he understands that he is to call you from now on if he isn’t going to be there right on time. Does that work for you?” Getting the customer to agree to your plan of action is important for moving from a confrontational situation to a cooperative one.

9. End the call on a positive note if at all possible – Once an agreement is reached, tell the customer how much you appreciate their business and ask him or her if you can do anything else. Then, make certain that you follow up on the agreement you made with them.

Of course, the best way to deal with angry customers is to provide such great service that you never have one in the first place. TruckingOffice software gives you the tools you need to do just that, by managing pickup and delivery schedules, invoicing, fuel tax reporting, and every other aspect of a freight brokerage service. Contact us today; we’d be glad to show you how we can help your business run smoother and more profitably than ever before!

 

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How Federal DOT Regulations Affect Safety

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Federal DOT regulations require that trucking company owners have a program to inspect and maintain every truck in their fleet, whether they have one or 1,000. Understanding what’s expected is an important part of running a successful business. Here’s what the DOT says you must do:

  • Keep records of all inspections, repairs, and maintenance
  • Keep on top of DVIRs from all your drivers
  • Periodically inspect all vehicles in your fleet
  • Make sure that the drivers and safety technicians are doing their part in inspecting and maintaining the trucks

3 Steps to Successful Preventative Maintenance

There are three things a fleet owner and/or manager must know to ensure proper maintenance of his or her rigs:

1. Exactly what must be lubricated, checked, and adjusted

2. How often this must be done to comply with regulations

3. When truck components must be either rebuilt or replaced

Truck and tire manufacturers will provide you with the information you need to know for these three steps. But it’s up to you to make sure that the work is done right and on time. For example, keeping an eye on tires is crucial. Non-steering axle tires generally need replacing when or before they are down to 6/32” of tread. Failing to stay on top of these issues can not only get you in trouble with the DOT, it can also compromise the safety of other drivers and make you a target of attorneys looking to cash in on accidents involving big rigs.

TruckingOffice Can Help

Our easy-to-use software can help you to make sure that roadside inspections, regular maintenance, and parts replacement tasks are performed on time before equipment failure occurs. We invite you to try TruckingOffice for free, and find out for yourself how much easier it can make running your business. Click here to start your free trial!

 

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IFTA Reports: The Basics

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October 31 is coming up fast; don’t forget to file your IFTA reports! Here’s a basic rundown of what they are, how to file, and how to make it easier.

1. To put it simply, the International Fuel Tax Agreement (IFTA) is a pact between the lower 48 states and the ten Canadian provinces that requires all interstate motor carriers to report fuel taxes. The agreement doesn’t affect Hawaii, Alaska or the three northern Canadian territories.

2. IFTA was put in place to replace the old fuel tax system, in which trucks were required to have a separate decal for every state they operated in. IFTA simplifies the reporting and paying of taxes.

3. The IFTA pact is intended to simplify the hassle of reporting fuel tax for trucking companies (including owner-operators) who operate across IFTA jurisdictions.

4. The agreement applies to all trucks meeting the qualifications below:

A. Those with two axles and a gross vehicle weight rating or registered gross vehicle weight above 26,000 pounds

B. Those of any weight which have three or more axles

C. Any combination of vehicles with a total gross vehicle weight or weight rating above 26,000 pounds

5. The carrier receives an IFTA license as well as an IFTA decal for each qualified vehicle they operate.

6. The carrier files fuel tax reports every three months. These reports determine either the amount still owed or the refund due the carrier.

7. IFTA applies strictly to vehicles used for commercial purposes. RVs, truck/camper combinations, and busses used for personal pleasure are exempt from it.

8. Whenever fuel is purchased, the amount is logged into the truck owner’s IFTA account. At the end of each quarter an IFTA report is submitted that lists the miles driven and the gallons purchased. The IFTA office in the trucking company’s home state then issues refunds or debits based on those reports.

9. Every owner of a qualified motor vehicle must submit an IFTA application, or have their bookkeeper or accountant do so. Quarterly reports must also be filed so long as the vehicle is operational. This must be done even if the truck isn’t used for commercial purposes for one or more quarters.

10. The reports must be filed by the due dates, which are as follows:

A. For January through March, the due date is April 30th

B. For April through June, the due date is July 31st

C. For July through September, the due date is October 31st

D. For October through December, the due date is January 31st

11. IFTA decals expire every year on the 31st of December. Carriers have until the end of February of the next year to re-register.

12. You might be owed a refund by one or more of the states you drive through, due to a principle in the agreement known as “fuel tax equalization.” In order to receive all refunds that are due to you, be certain to keep complete and accurate records of the mileage logged in each state as well as the amount of fuel purchased in each one.

 

If all of this sounds confusing to you, then you’re not alone. That’s why we developed TruckingOffice—powerful IFTA software that makes fuel tax reporting a simple process. TruckingOffice automatically calculates and records mileage for each dispatch, and has an easy-entry screen for fuel receipts. Your IFTA report is compiled and totaled automatically—no math involved! Our IFTA fuel tax software saves you time, and increases the accuracy of your reports so you don’t overpay. We’d be delighted to show you how we can make not only your IFTA reports but also the other aspects of your business run smoother. Check out our packages here.

 

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Why It’s Important to Use Trucking Maintenance Software

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If you’re wondering why you need trucking maintenance software, then take just a second to do a search on Google for “18 wheeler accidents.” You’ll find page after page of law firms across the country that specialize in suing fleet owners or single truck owner-operators. Those attorneys make a very good living taking folks like you to court.

In a way, though, you can’t blame them. Lack of big rig maintenance is a huge factor in hundreds of highway accidents every year. There are so many things that can contribute to an 18-wheeler becoming a safety hazard. Cracked brake hoses, loose suspension parts, and worn tires are just three of the dozens of things that require checking on a regular basis.

As you know, the DOT requires you to keep strict records of all maintenance you do on your rig(s). But did you know that little things could be costing you big bucks? For example, improperly inflated tires create more road drag, making your MPGs drop and hitting you right in the wallet. With the cost of fuel these days, you need to save every penny you can.

That’s why you should strongly consider using TruckingOffice’s trucking maintenance software. It takes the guesswork out of maintenance tasks. You’ll know at a glance if it’s time for a safety inspection, oil change, or other work. Maintenance will get done on time, every time. Not only will this save you money and keep you and other drivers safe, it will fulfill DOT requirements and give you evidence to back up your side of the story, should you end up in court.

You can take a tour of our software for free. See just how much easier TruckingOffice can make running your business! Then contact us to see how easy it is to use and install. We look forward to earning your business!

 

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How to Choose the Right Trucking Company Software

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Finding the right trucking company software can go a long way towards making your owner-operator business the financial success you want it to be. But as you probably know already, not all computer programs are equal. So here are some tips for picking the right one for your needs.

  • First off, ask yourself what you need it to do. For example, owner-operators have many things to keep up with, such as taxes, fuel receipts, miles driven, maintenance records, etc. So start by making a list of all the things you have to keep track of. Then you can look for a software package that helps you with each of those tasks.
  • Second, visit the company’s website. As a trucker, it’s important that you choose software that has been created with professional drivers in mind. Anyone with a little programming knowledge can put together a computer app. But unless it was created from a trucking point of view, how can you know that it will meet your needs?
  • Can you access your records from any computer? If not, you’ll be chained to doing all of your work from one PC. It’s better to use a program that you can access from anywhere you have an Internet connection. That way you can check and update your records any time, whether you’re sitting at home or using your laptop from a truck stop on the other side of the country.
  • Speaking of your records, it’s important to have backups of all of them, not just in your office or on your PCs, but also on the web. You don’t need an auditor showing up right after a fire, theft, or other disaster destroyed your information. We’ve been through that ourselves back in the day, so we know just how much aggravation and trouble it can cause.
  • Does the software company allow you to try their product before you buy? If not, then why not? The ability to take a program for a test drive before you part with your hard-earned cash is vital. It shows that the seller has confidence in their product and doesn’t mind letting you check it out before you purchase it.
  • Does the provider offer reliable, friendly, American-based support? The last thing you need is having a question or an issue and dealing with someone you can barely understand. An otherwise useful program can be a dud without this important feature.
  • Does the software make sense to you? Are you able to use it without needing a PhD in computer science just to figure the thing out? Programs that aren’t intuitive and easy to understand are worse than useless.

You’ll find that TruckingOffice easily meets all of the above requirements. I run my own trucking company and partnered with my father (a software programmer) specifically to help professional drivers stay on top of their recordkeeping. Each aspect of TruckingOffice focuses on a different part of your business, including IFTA reports, dispatches, loads, invoices, maintenance schedules, and much more. Everything is laid out in a common sense, easy-to-understand format that you don’t have to be a computer whiz to understand. What else could you want from your owner operator software?

If you have a question or concern, we keep daily office hours throughout the week. We’re delighted to hear from our customers and we happily assist with any issues you might be having. Everything is backed up securely and safely on the Internet, allowing you – and only you – to review your records and change them from anywhere you can get online. So try us out at no cost by clicking here, and give us a call if we can help in any way!

 

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TruckingOffice Launches New Online Trucking Software

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TruckingOffice Launches New Online Trucking Software

 

Dallas, TX – TruckingOffice, a specialist in online trucking managment software (TMS), has partnered with Getloaded, a leading internet-based logistics freight-matching site to launch GetloadedOps exclusively for Getloaded members.

 

The product is being launched and demonstrated at the Great American Truck Show in Dallas, Texas on Thursday, August 23, 2012.

 

GetloadedOps is designed to handle the record keeping involved in running a successful trucking business. It can manage dispatching, invoicing, driver settlement, maintenance planning and tracking, IFTA mileage, and reporting. Getloaded members can access this software for only $16 per month. Other, similar, business management tools can cost 5 to 10 times that amount.

 

“Our goal is to make it easy to run a successful trucking company, and together we are able to bring a cost effective solution to Getloaded members”, said Allen Campbell, founder of TruckingOffice. “ As partners TruckingOffice and Getloaded can bring this

great software solution directly to the Getloaded members providing them access to the two

best in business solutions, all in one place.”

 

TruckingOffice is dedicated to building online tools to help owner-operators and small fleets manage their businesses. By providing software that is built by truckers for truckers, they are able to make the software easy to use for anyone in the in the industry.

 

 

About TruckingOffice, LLC.

 

The company was founded in 2005 by Allen and Ron Campbell with the mission of making it easy for owner operators to run their trucking businesses. TruckingOffice is an online trucking management software focused on owner operators. It currently serves customers across the United States and Canada. The company is based in San Antonio, Texas.

 

http://www.truckingoffice.com

 

About Getloaded

 

For more than a decade, Getloaded has supported transportation professionals nationwide as the easiest-to-use Internet load board. Members benefit from easily finding high quality loads and qualified carriers through our convenient 24/7 account access on Getloaded.com, Web-enabled mobile phone, free iPhone and Android apps, and knowledgeable customer representatives. We serve owner-operators, shippers, freight forwarders and brokers with customizable memberships designed to address their specific business goals. With hundreds of thousands of loads available nationwide and a network that includes thousands of experienced carriers and freight providers, Getloaded is here to simplify the

trucking industry. For more information, visit www.getloaded.com

 

Media Contact:

TruckingOffice, 800-253-9647 x704, press@truckingoffice.com

Getloaded, Dane Schwartz, 888-565-3921

 

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What’s New in August

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You asked and we listened!  Five brand new features have been added to TruckingOffice.

  1. Logo – You can now upload your company logo to appear on the top of all your invoices.  Invoices will now have a signature look to them with your logo at the top!
  2. Quick Miles – Get Miles button added to the dashboard.  Have you ever been talking with a customer and want to know the distance between locations without having to create a dispatch?  Now you can click on this button, enter the cities and quickly get the miles.
  3. Invoice email – Email invoices immediately after creating them using the new Send via Email button.  You can directly email the invoice to your customer and it will have your email address as the sender.
  4. Live Chat – Chat in real time with tech support and customer service.  There is a blue Live Chat button on the right edge of the screen when a rep is available to answer questions.
  5. IFTA report by truck – The quarterly IFTA report can now be sorted by units.  You can generate an IFTA report for one specific truck or all trucks together, you choose.


All the reports have been moved to the dashboard for your convenience.

We do listen and what to know what you need to run your business.  If you have an idea or suggestion, do not hesitate to email us at help@truckingoffice.com and let us know what you think!

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Is Incorporating Your Business the Right Way to Go?

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One of the first things truck brokers need to decide is how to set up their firm. The law recognizes a number of ways to do so, including sole proprietors and partnerships. But you may find that incorporating your business is the right way to go. Here’s a look at some of the pros and cons of forming a corporation:

Pros

1. As a sole proprietor or partner, your personal assets are at risk in the event you should ever be sued or fail to pay business-related debts. Your home, bank account, vehicle, and even jewelry can be taken. If you incorporate, however, the only thing that can be taken are the assets of the corporation itself. This alone is enough reason for many business owners to incorporate.

2. Corporations enjoy many tax benefits unavailable to other types of businesses. For example, health insurance premiums can be deducted. And corporate enterprises are taxed at a lower rate than sole proprietorships. By incorporating and paying yourself a salary from your profits, you can significantly slash the amount of income tax you pay. You can even lease a business you own to the corporation, and deduct the cost of the rent from your company’s income.

If you ever want to sell your brokerage, incorporating makes your business more attractive to potential buyers. That’s because the new owners will not be held personal liable for most mistakes you might have made. On the other hand, someone who buys a sole proprietorship can be held liable for what the previous owner did. This can making finding a purchaser very difficult.

3. Keeping you business affairs confidential is much easier if you incorporate. Corporations are entitled to keep much of their information private, in order to maintain a competitive edge. And, if you incorporate in states like Nevada, you are granted additional rights to privacy in your business and financial affairs.

4. When approaching new prospects, being able to introduce your firm as a corporation adds an air of credibility to your presentation that is lacking when you’re a sole proprietorship or small partnership. Having INC. or CORP. after your business name can gain you clients that would otherwise pass you by.

5. Because a corporation can sell stock, you have other ways to raise operating funds besides using your personal credit or going to the bank for a loan. Of course this approach isn’t right for all brokers, but it’s a nice option to have on hand.

6. While we tend to think of corporations as being huge conglomerates, in fact they can be as small as one or two people. So don’t think that you brokerage is too small to benefit from incorporation.

Cons

1. Depending on the state you choose to incorporate in, the procedures for doing so can be expensive and time-consuming. In some cases you might need to hire an attorney to handle the paperwork, which adds additional costs. These requirements vary widely from state to state.

2. Even after you’re incorporated, you must keep detailed record on meetings, expense and revenue information, and many other details. Failure to do so can get you in trouble with the state regulators, and can actually end up costing you money if you need to hire a bookkeeper to handle your financial information.

No matter how you choose to structure your freight brokerage business, you’ll have an edge over your competition when you use TruckingOffice software. that’s because, unlike other truck broker software, you can access our service from any computer with an Internet connection. So you’re not tied to the PC in your office, allowing you to take care of important matters from virtually anywhere. Give us a free try; you’ll be glad you did.

 

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