7 Ways Trucking Companies Waste Time Without a TMS Software

Alisher Valijonov
May 29
3 min read

Every minute counts in the trucking industry. Yet many companies still rely on outdated systems like spreadsheets, paper logs, and text messages to run their operations. The result? Hours wasted, miscommunication, and missed revenue opportunities. If your team is stuck juggling dispatch boards, driver calls, and manual invoicing, chances are you're burning through time — and money — without realizing it.

A Transportation Management System (TMS) like Datatruck can completely change the game. Here’s a breakdown of where trucking companies waste the most time without one — and how automation helps you reclaim it.

1️⃣ Manual Dispatching Takes Up Hours

Dispatching by phone or text might seem simple — until things go wrong. Loads get assigned late, drivers miss key info, and you spend more time fixing errors than moving freight. This approach becomes especially painful as your fleet grows.

🚛 Without a TMS	✅ With Datatruck
Every load requires a manual call or message	Assign loads instantly with a few clicks
Miscommunication creates unnecessary delays	Drivers receive clear instructions via app or dashboard
Human error leads to costly mistakes	AI helps recommend optimal driver–load matches

2️⃣ Inefficient Routing Wastes Fuel and Time

When drivers rely on their own GPS apps or call dispatch for directions, you lose control over route efficiency. Even minor detours or traffic issues can add hours — and hundreds in fuel costs — every week.

🗺️ Without a TMS	✅ With a TMS
No centralized routing or visibility	Live traffic-based route optimization
Drivers manually select routes	Lower fuel bills and quicker hauls
Higher fuel costs and late deliveries	Dispatchers can plan and monitor trips in real-time

3️⃣ Invoicing Delays Slow Down Cash Flow

Manually generating invoices from load sheets, rate cons, and driver texts is a bottleneck. If your billing team is chasing down paperwork, it delays payments and clogs your revenue cycle.

💸 Without a TMS	✅ With Datatruck
Invoices take days to prepare	Auto-generate invoices at delivery
Lost or misfiled documents delay billing	Documents are synced and ready in one place
Payment cycles stretch to weeks	You get paid faster and reduce disputes

4️⃣ Driver Pay Requires Manual Tracking

Tracking miles, bonuses, and deductions across spreadsheets is time-consuming and stressful. One missed entry can lead to payroll errors — which frustrates drivers and costs you trust.

👨‍✈️ Without a TMS	✅ With a TMS
Data from logs, maps, and emails needs manual entry	Driver pay updates in real time
Pay disputes are common	Drivers can view payroll, history, and stats directly in-app
Admin time piles up every week	Admins save hours, and drivers stay happy

5️⃣ No Visibility = Guesswork in Operations

Without centralized visibility into what’s happening on the road, dispatchers rely on texts, calls, and guesswork. Late loads, miscommunication, and client frustration follow quickly.

🔍 Without a TMS	✅ With Datatruck
You only know status when someone tells you	Real-time location and ETAs for all trucks
Trends are invisible until it’s too late	Load-by-load dashboards
No operational metrics	Smarter, faster decisions based on live data

6️⃣ Document Collection Is All Over the Place

Whether it’s a POD, inspection form, or broker invoice — if it's not centralized, it’s a mess. Searching multiple apps or email threads adds frustration to an already busy day.

📄 Without a TMS	✅ With a TMS
Key documents get lost	Upload and store docs by load
Billing, audits, and compliance slow down	Fast access when you need it
Data is spread across folders and inboxes	No more digging through spreadsheets or email chains

7️⃣ Communication Is All Over the Place

Teams often communicate across multiple apps — texts, WhatsApp, Slack, phone calls. With no centralized thread, people miss updates, and critical info slips through the cracks.

📄 Without a TMS	✅ With a TMS
Updates happen in too many places	Every load has a dedicated message thread
Drivers get mixed signals	Notes and updates are tracked in-app
Delays and frustration build up	One source of truth across the team

Bonus: Want to go even faster?

Pair your TMS with AI tools. At Datatruck, our AI tools prepare rate con data, update brokers, organize invoices — saving time without removing human oversight. See how it works:

👉 Why AI in Trucking Operations is Revolutionizing Feature: The Tools Making a Difference with Datatruck