‍How to Choose a Dispatch Software for Trucking Your Teams Will Actually Use

When choosing a dispatch software for trucking, consider the following:

• How easy is it to use? For your dispatchers and drivers to adopt the tool, it should align with how they want to work. We’ve seen companies invest in software, only for dispatch teams to stick with spreadsheets because it’s easier. Similarly, some software requires drivers to download an app for dispatch instructions, but if that’s too much hassle, they may not use it.

• Will it reduce admin and repeat data entry? Dispatch software should save time across your processes, not just dispatch. The best tools bring all relevant information (loads, routes, driver availability, etc.) onto one screen and cut down on repetitive data entry. 

• Is it right for your type of business? If you’re a bulk hauler, you’ll need tools to handle documentation and capture specific info like tonnage and reference numbers from BOLs and scale tickets. On the other hand, brokers may need tech support to find and qualify carriers. Ensure the software is flexible and tailored to your needs.
  
  
• Does it integrate with other tools? After dispatch, you may use ELDs to track vehicles or QuickBooks for accounting. Without native integrations, you’ll spend more time on data entry or have to build and maintain integrations yourself.

In this guide, we introduce 4 dispatch software tools for trucking companies to help you find the best option. We’ll start with Toro TMS, our trucking management software designed specifically for bulk haulers.

Toro TMS helps bulk haulers save hours every day on their dispatch and back-office tasks. Book a demo to see how for yourself. 

Toro TMS: The dispatch software for bulk haulers

Toro TMS is our dispatch-first trucking management software, designed to make it easier for bulk haulers to dispatch, track, and manage multiple loads per truck per day.

We know that bulk haulers typically enter the same data four to six times for every load. With Toro, your office teams only need to enter load data once. And for repeat loads, no data entry is needed at dispatch next time.

One company that has saved time using Toro TMS is Jeffres Trucking, a bulk hauler with about 40 trucks that specializes in aggregates and agricultural commodities.  

“[Toro] has lightened my load and freed up so much of my time that I can focus on higher value tasks for our business,” says Darci Jeffres. “I was contemplating hiring another person in our office, but thanks to Toro there’s no longer a need.” 

In this guide, we’ll show you in detail how Toro TMS can speed up your dispatch process and save you time on data entry across your trucking business—from creating loads to accounting.

Use premade templates to effortlessly build out repeat loads

One of the most time-consuming tasks for dispatchers is filling out load information. Typically, you’ll need to enter pickup and delivery details multiple times, even for repeat customers. 

Toro solves this by offering customizable load templates, ensuring you only need to enter data once. You can create reusable templates that include:

• Key customer data, including contact details, addresses, and more.
• Type and tonnage of commodity.
• Delivery routes, including pick up and stop locations.
• Reference numbers and invoicing details.
• Any other information that needs to be associated with each load.

Once you’ve set up a load, all your key information is collected in the same place, ready to be assigned to an order and driver. This enables you to:

• Ensure drivers have all the information they need.
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• Create repeat orders in bulk, so you don’t need to re-enter details next time a similar order comes in.
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• Autopopulate the same data into every mention of that load downstream—so that information is ready to use for invoicing, driver pay, and accounting. 

All the information you enter into your load can be easily edited. When you edit the load data, the updated information will automatically be reflected across all your other processes down the line. 

See live driver availability to make assigning loads a breeze

In the Toro dispatch screen, alongside your loads, you’ll be able to see everything else you need to quickly set up orders and get them out on the road. 

• Drag and drop to assign loads to drivers. On the left, you can see your live orders, populated from your load templates. On the right, you’ll see a calendar view of your drivers’ availability. Assign loads by simply dragging and dropping them into available space on your drivers’ calendar. This way, you can schedule loads without having to message back and forth to understand whether drivers are available. 

• Access driver information in one click. Information on your drivers is pulled from their own personal page within Toro. These pages feature drivers’ HR information, pay details, loads driven, and personal calendar—all of which is synced in real-time with the dispatch view.

• Sync driver data with loads, to cut data entry downstream. Once you’ve assigned a driver to a load, their pay information and hours worked are automatically associated with that load. When your back office comes to process driver settlements or send a customer invoice, they won’t need to revisit each route to calculate miles driven or labor hours. Instead, all that information is populated automatically right from dispatch.
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• Manage your truck fleet operations in the same interface. Click through to the “Trucks” tab to see each vehicle’s service history, maintenance needs, and any other relevant information.
  

We built this intuitive view to make it as easy as possible to get load information out to drivers—and to maintain visibility over everything you need to optimize your dispatch. 

Send out driver instructions via text message—the way drivers prefer

Many dispatch software solutions require drivers to download a mobile app or log in to an online portal to receive dispatch instructions. 

In our experience, most drivers avoid this and may not use it at all, forcing dispatchers to input information into the system and then text separately.

Toro TMS simplifies this by automatically sending text messages to drivers. Once a load is ready to dispatch, the dispatcher clicks “Send dispatch to driver,” and Toro populates the details into a text message. This reduces data entry and ensures drivers get the information in the way they prefer.

What’s more, every message includes a unique URL for drivers to upload any documentation related to the order—no app downloads or logins required. 

In the portal, drivers can simply snap a photo of relevant documentation—such as a bill of lading (BOL) or scale ticket—and submit it. Toro then extracts the data and links it to the order, or you can use it to verify the driver-entered data. 

This eliminates the need for drivers to collect multiple papers, and your back-office teams won’t have to sift through paperwork to find reference numbers for driver pay, emails, or accounts. 

Track & edit loads in real-time for perfect visibility

Once you’ve sent out dispatch instructions, dispatchers can monitor the status of all loads and orders directly within Toro. 

There’s no need to ask drivers for updates or guess ETAs. Toro gives you a live view of exactly where your trucks are, including:

• Their geographical location in real-time.
• The status of each order—whether loads have been scheduled, picked up, or delivered.
• How many stops have been completed and how many remain on the trip. 

This is powered by Toro’s integrations with ELD and GPS tracking technology, including Geotab, Omnitracs, and Motive. It ensures you know exactly where your drivers are, in relation to the orders and loads they’re carrying.

You can also share this live information with your customers. Simply send them a link to their unique customer portal, where they can track the status of their delivery in real-time.

Automate data entry to save 70% of time on back-office tasks

Efficient dispatch software benefits more than just your dispatch team—it can streamline your entire business.

Toro helps companies cut back-office data entry time in half by autopopulating real-time data across all processes. 

Once load data is in Toro, there's no need to enter it again for customer invoices, driver pay, or IFTA filings:

• Generate and send invoices in bulk. Toro eliminates the need to collate PO numbers, BOL references, and delivery information. Invoices are autopopulated from live load data—simply click “create invoice,” and it’s ready to send, with the customer’s email automatically included.

• Pay drivers effortlessly and on time. Toro automates the driver pay process by extracting pay preferences and work done from each driver’s personal page, instantly calculating what they’re owed.
  
  
• Easily file IFTA declarations. Toro tracks your drivers’ routes in real time, ensuring accurate tax calculations for each state. File your IFTA declaration with just a few clicks.
  
  
• Sync financial information with QuickBooks instantly. Once you’ve processed driver pay, invoices, and IFTA, sync the information directly with QuickBooks. Toro integrates with both QuickBooks Online and Desktop, supporting whichever version you use.
  
  Discover more: QuickBooks trucking software: Save 70% of time on back-office tasks

Speed up dispatch and simplify operations with software built for bulk haulers

Toro was designed with companies handling high volumes of loads and paperwork in mind. 

It’s intuitive and easy to use, ensuring seamless adoption across your business:

• Reusable templates to reduce data entry on repeat loads. As a bulk hauler, you'll manage many repeat orders. Toro lets you build and save templates, eliminating the need to start from scratch each time.
  
  
• No technical knowledge or driver downloads required. Skip the hassle of forcing your team to download apps they won’t use. With Toro, dispatch instructions are easily sent via text message.
  
  
• In-person onboarding for guaranteed success. Video tutorials often fall short. That's why our team will come to your office to ensure you’re fully set up and confident using Toro.
  
  
• Customer support when you need it most. We guarantee a maximum 30-minute response time for support requests between 9am-9pm ET, so you’ll always have the help you need.

Want to learn more about Toro TMS? Book a demo to see how it can work for you.

3 alternative dispatch solutions for trucking companies

Toro TMS may not be the best fit for all trucking companies. In the rest of this article, we highlight alternative dispatch tools that could better meet the specific needs of your business.

1. Turvo: Dispatch software for brokers & hybrid logistics firms

Brokers face unique challenges when preparing loads and qualifying carriers. A key feature for brokers is dispatch software with load board integration, allowing you to easily view available carriers and match them with shippers.

Turvo is a TMS built for brokerages and hybrid logistics firms. It integrates with multiple load boards, including DAT, Parade, and Truckstop.com, helping you find the most profitable routes and carriers. 

Other useful features that Turvo offers brokers include:

• Automations to streamline workflows for offering shipments to carriers.
• Personalized notifications and alerts.
• Inventory management tools.
• Analytics for visibility into fleet performance and profitability of routes, carriers, and loads.

2. AscendTMS: Dispatch functionality for the smallest carriers

Dispatchers for smaller carriers typically have fewer loads and drivers to manage, meaning they experience less pressure compared to mid-sized bulk haulers. This is especially true for those focused on over-the-road routes, rather than multiple shorter routes daily.

AscendTMS is a dispatch tool tailored to trucking companies with small fleets. It offers functionality for brokers, carriers, and shipping companies, but it’s most valuable for teams seeking a simple, affordable TMS that can manage a minimal number of loads. The dispatch view resembles a spreadsheet, with load data organized by rows and columns.

A standout feature of AscendTMS is its free, lifetime training to help you maximize the platform’s potential. It’s a good approach, but some users have warned that Ascend’s customer service may not always be as responsive as desired.

3. LoadMaster (by McLeod Software): Dispatch for enterprises 

McLeod Software offers LoadMaster, a dispatch platform designed for carriers, particularly those with enterprise-level operations. This platform is ideal for fleets ranging from hundreds to thousands of trucks.

Key features of LoadMaster include:

• Integrated weather forecasting, helping dispatchers assess whether routes will be impacted by adverse conditions.
• Driver load preferences for better routing and load assignments.
• Less-than-truckload (LTL) features, to enable you to consolidate loads into pallets.

McLeod is an established name and it has the benefit of an interface that’s customizable to your enterprise’s needs. However, some customers suggest that its user experience could be improved, with unnecessary steps to complete tasks.

Grow your trucking business and minimize data entry with Toro TMS 

In this guide, we’ve highlighted key features to look for in a dispatch software for trucking, along with valuable platforms for owner-operators and brokers. 

If you’re looking for trucking dispatch software as a bulk hauler, there’s no better place to start than Toro TMS. It’s built to be as user-friendly as possible, helping you save hours daily on dispatch operations and grow your business without adding new staff:

• Load templates that let you enter data just once for multiple orders.
• Clear visibility on driver availability, so you can easily assign loads.
• Automated driver messaging to dispatch quickly.
• A fully integrated system, benefiting you from dispatch to bookkeeping.

Ready to try Toro TMS for yourself? Book a demo to see how it can grow your trucking business.