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If you’re looking for a QuickBooks trucking software, you likely want to:
- Spend less time on invoicing, payroll, and tax filings.
- Reduce manual data entry between dispatch and accounting.
- Gain better insights into profitability and expenses.
QuickBooks offers useful features for trucking companies, such as expense reports broken down by fleet and driver, as well as local tax calculation tools. However, it lacks industry-specific functions to streamline operations.
From our experience working with hundreds of trucking companies, accounting software alone won’t solve these challenges. You’ll still need to manually enter mileage, fuel usage, driver pay (by mile, ton, or load), and invoice details such as reference numbers and scanned documents. If any details change mid-delivery, updating everything becomes even more time-consuming—especially for bulk haulers managing multiple loads per truck daily.
The only way to truly reduce data entry and accounting headaches is to eliminate paper tickets and digitally track loads and documentation. But for that to work, the software must be easy for both dispatchers and drivers—something most trucking management systems fail to deliver.
That’s where Toro TMS stands apart. With Toro:
- Dispatch teams enter load information just once. Everyone downstream—including drivers and your back office—has immediate access to that same data. And for repeat work, no data entry is needed the next time.
- Drivers can take pictures of load documentation and upload them directly to a shared platform, no app download required.
- Back-office teams can process driver pay, customer invoices, and tax filings without reentering any load data.
- Accounting can send all necessary load, payroll, and invoicing information to QuickBooks with a single click—again, with no repeat data entry.
Plus, unlike many other TMSs, Toro integrates with both QuickBooks Online and QuickBooks Desktop, making it easy to sync your accounts no matter which software edition you use.
In this guide, we explore how bulk haulers can save 60–70% of their time on back-office tasks by using Toro TMS with QuickBooks.
Toro TMS is a trucking management solution tailored to the specific needs of family-owned bulk haulers. Book a demo to see how it can save you time in your business.
1. Enter load data once, at dispatch, to reduce admin time downstream
A typical trucking company must enter the same information on each load at least four times—from dispatch to accounts. You’ll create the load, copy the details to drivers, add them to customer invoices, and use that info to calculate driver pay.
And if you’re not using QuickBooks or another accounting software, you’ll likely need to re-enter data even more frequently.
With Toro TMS, you create the load, and enter the data once. From there, your entire workflow—from driver pay to customer invoices—will be automatically populated with all of the necessary information.
In Toro, your entire workflow starts with dispatch. From the main dispatch screen, you can:
- Create load templates for recurring or similar orders. With load templates, you won’t need to recreate order details from scratch each time. Simply add the pick-up and delivery locations, load type, tonnage, and any other relevant information, and reuse it for repeat orders.
- Easily edit load details in real-time. If you need to adjust any order information, just edit it, and the new data will be automatically updated throughout the system. For example, if you update the load’s weight, the new measurement will refresh across driver pay and customer invoicing as well.
- Assign loads to available drivers. In Toro’s dispatch screen, you can see driver availability in real-time alongside all the loads you build. It’s easy to visualize whether drivers are on a job already, or whether they have other commitments, such as medical appointments. This way, you don’t need a manual system to track driver availability at all.
- Track the status of loads from pick-up to delivery. Toro’s intuitive visuals make it easy for dispatch teams to see how long a load will take, as well as the progress the driver is making in real-time. Toro syncs with electronic logging devices (ELDs) attached to each truck, so you get a live picture of each delivery’s status and any delays.
All dispatch data is attached to the order, and Toro automatically populates downstream processes like payroll, invoicing, and financial reports.
2. Let drivers receive dispatch information and upload order documentation on their phones
Drivers don’t want to have to download an app or sign in to a portal to receive load instructions or upload documentation. If drivers aren’t using your TMS, it’s not very useful for your dispatch or back-office teams either, as they’ll still need to manually re-enter all of the ticket information.
With Toro TMS, you can simply message delivery instructions to drivers on their phones.
When you assign a load, the message will be prepopulated with all the information they need—and dispatchers only have to click send. In our experience, the simplicity of this system significantly improves adoption rates.
The message also includes a unique link where drivers can upload digital copies of any documentation, such as bills of lading (BOL) or scale tickets. All drivers have to do is click on the link, take a photo of the document, and click “submit”.
This removes one of the most painful tasks for your back-office team—sifting through piles of documentation to find relevant data and reference numbers. Plus, it ensures documents won’t be misplaced or damaged.
In fact, your back-office team doesn’t need to manually extract data from these digital documents. Toro can automatically pull the information and add it to the relevant order. (Alternatively, you can have drivers input the data and use the image as verification.)
Once the load information is entered, no one needs to reenter it again—whether for invoicing, payroll, or tax filings. Toro becomes a single source of reliable information that connects your dispatch team, drivers, and back office.
3. Generate and send invoices in bulk, in seconds—not hours
After a load has been delivered, your back office typically has to gather all the details again to create invoices, pay drivers, and close your books. With Toro TMS, this repetitive data collection is eliminated. In fact, some of our clients save a full day of work each week that would have been spent on invoicing.
In Toro, invoices are automatically prepopulated with key details like PO numbers, BOL references, and pick-up/drop-off locations—all you need to do is click “Create invoices”.
You won’t need to search for customer emails either. Toro extracts contact details from your load templates and auto-assembles emails to your customers.
From here, syncing the data to QuickBooks (Online or Desktop) is easy, and you can close your books with a single click. Toro ensures that all charge types align with QuickBooks items and are mapped to the correct general ledger, so no additional categorization is needed within QuickBooks.
4. Simplify driver pay and IFTA reporting
Trucking companies often rely on QuickBooks to manage payroll, but its accounting features may lack the flexibility needed for trucking businesses.
Driver pay can be complex, as different drivers may be paid by the load, hour, or mile. Additional fuel deductions also need to be considered. At the end of the week, back office teams must manually review every load, calculate pay by route, factor in fuel costs, and generate driver settlement reports.
Toro simplifies this process. Each driver has a profile containing their pay details, availability, and HR information. These profiles clearly show how each driver is paid—by hour, mile, or load—streamlining payroll and reporting.
With this auto-filled information, all pay calculations are fully automated. Toro uses each driver’s pay details along with their weekly load data to instantly calculate what they’re owed.
The same applies to tax calculations. QuickBooks lacks an automated feature for International Fuel Tax Association (IFTA) reporting, so you’d need to manually tally miles driven in each state. Toro, however, tracks every trip from pick-up to delivery and automatically calculates the miles driven in each state—without any manual input required.
Just like customer invoices, payroll and IFTA can be automatically synced to QuickBooks, so that your accounts stay up to date without any fuss.
5. Get deeper insights into profitability with reporting built for trucking companies
QuickBooks can’t break down your revenue, expenses, or profitability into trucking-specific categories. While useful for profit and loss statements, it doesn’t offer detailed insights for smarter business decisions.
Toro TMS makes it easy to get a detailed view of your finances:
- Track profitability by truck, driver, customer, or load. Toro helps you identify your most profitable drivers, routes, and clients, giving you the data to increase revenue.
- Monitor empty miles. QuickBooks lacks mileage tracking, but Toro calculates empty miles automatically, allowing you to optimize your routes.
- Receive maintenance alerts. Toro notifies you when trucks need servicing, so you can address issues before the next trip.
With Toro TMS, you get much deeper insights into your trucking operations and finances compared to QuickBooks.
Toro TMS: The solution for bulk haulers looking to save time on back-office tasks
While other trucking software tools integrate with QuickBooks Online, many are designed for freight brokers, 3PLs, or carriers, and often lack the simplicity and automation bulk haulers need.
Toro TMS was designed specifically for family-owned bulk haulers. Built to handle high volumes of loads and the associated paperwork, Toro makes life easier for dispatchers, drivers, and back-office teams.
- Toro TMS is intuitive and user-friendly—no technical expertise required. From the clear dispatch screen to seamless QuickBooks integration, Toro is built to solve problems, not create them.
- We offer in-person onboarding to ensure your team is comfortable with the software.
- Driver adoption is key, and Toro is designed with that in mind. With simple document uploads and bulk load templates, Toro simplifies the complex documentation demands of bulk hauling.
- Dispatchers can reuse templates for repeat orders, saving time and reducing errors.
Want to save up to 70% of your time on back-office tasks? Try Toro TMS with QuickBooks. Book a demo today to see how Toro can work for you.