MSA TMS
User Guide

Logging in

MSA TMS lives at app.msatms.com. Use your work email and password to sign in.

1. Open the address above in a modern browser (Chrome, Edge, or Firefox).
2. Enter your Email and Password.
3. Tick Remember me if you'd like to stay signed in on this computer.
4. Click Sign in.

If your account belongs to more than one carrier, the Choose workspace screen asks which carrier to work in. To switch carrier later, log out and log in again. A sign-in lasts up to 7 days.

Welcome page

The first screen after login. It greets you by name, shows today's date and a live clock in Eastern Time, and offers Jump back in shortcuts to the most-used screens: Load Board, Drivers, Trucks, and Invoicing.

You also land here if you open a page your role isn't allowed to see.

Map

A live map of the fleet. Use the switches at the top to show or hide Trucks, Active Loads, Shops, and Trailers. The search box finds a truck, trailer, load, shop, or address.

• Truck positions come from the truck's ELD (Samsara, OnTime ELD, or Five ELD).
• Active loads show their pickup and destination.
• When Trailers is on, a Trailer Leasing Company filter appears. Returned trailers and trailers in Others status are not shown.
• Click a coordinate to copy it.

Load Board

The dispatcher's home base. Each row is a driver (or a Driver Team), with their truck, status, location, and the loads they're running or about to run. Rows are grouped by this week's Dispatch Teams.

Columns:

• Driver, Equipment (truck and trailer), Status, Current Location.
• Active, PickUp, Delivery (with ETA), Upcoming, and OnHold loads.
• Lanes — the driver's lane assignments for the next two weeks (from the Lane Board).
• Driver Notes and Load Notes.

What you can do here:

• Switch between All and Team. In Team mode a bar of dispatch teams appears — drag the tabs to reorder them.
• Click a driver's status to change it (Ready, PU, PU checked in, En Route, Unloading, Home, Hold, Sleeping, OOS, Trailer move, ELD, DOT).
• Click a location to see the truck on a map with speed, fuel, and odometer.
• Add a note to a driver or a load.

Driver Team rows

A Driver Team shows as one row with the team name (click it to open the team), the team's truck and trailer, one location from the truck's GPS, and the team's own status. Team members are not listed again as solo drivers. Team rows are sorted by status together with solo drivers.

The red PM badge

When Fleet has asked for a truck to come in for maintenance, a pulsing red PM badge appears next to the truck and the row flashes red. It stays while the request is Pending or Escalated. Click the badge to open the request and answer it — see PM requests.

Gross Board

A weekly timeline per driver. Each load is drawn as a bar across the days it runs, showing its rate, miles, and load number. Overlapping loads stack on separate lines.

• Week chips at the top are labelled by date range (e.g. 08/24-08/30). The ☰ button opens a list of all weeks.
• All / Team tabs work like the Load Board. Teams come from that week's Dispatch Teams roster.
• The Status Log switch shows a strip of the driver's statuses under the bars. HOLD is grey, and days before the driver existed show a yellow No status.
• Each row totals Plan, Total Gross, Total Miles, Loaded Mile, Empty Mile, and RPM.

Plan and Plan to Date

The weekly Plan is set in Settings → Gross Board (separate amounts for solo drivers and Driver Teams). For the current week, Plan to Date shows how far along the driver should be by now, coloured green, yellow, or red. The plan is reduced for the hours a driver was OOS, Home, or had no status.

Lane Board

Plans who runs each recurring lane. Rows are lanes and columns are the days of the selected week. Pick a week with the arrows or Pick a week, and switch between All and Team.

• A cell shows — when the lane doesn't run that day, + Assign when it's free, or the driver's name with their ETA and the miles to the pickup.
• ETA colour: green on time, yellow up to half an hour late, red later than that.
• Assignments show on the Load Board's Lanes column.
• Past days can't be edited.

Assigning a driver to a lane-day

1. Click the cell where the lane row meets the day.
2. Search by name or truck number, or use Nearest drivers — the five closest, with the distance to the pickup. Drivers already on another lane that day are marked assigned.
3. Pick the driver. If they are already on another lane that day, a Driver already assigned box asks you to confirm.

Unassign on the cell removes the driver from that day.

Home Time

Shows each driver's status week by week, so you can see who was home, on hold, or out of service, and plan home time. Rows are drivers; columns are weeks. Move through the range with the arrows.

Each cell sums the time that driver spent in Home status that week:

• Filter by Search, Company, Dispatch team, and Status.
• The figures come from the driver status changes made on the Load Board and the driver's page, counted in Eastern time.
• This board is read-only — to change a driver's status, use the Load Board or the driver's page. Clicking a name opens the driver.

Invoicing

Accounting's worklist for getting paid. Two tabs — Delivered and Canceled — and payment-status pills: Ready, Invoicing, Invoiced, Short Paid, Paid, Over Paid, Disputed, Rejected, Denied, Chargeback.

• Filter by search, Broker, Company, Driver, and date range. The date range is kept when you open a load and come back.
• Columns: Load Number, Status, Rate (on the Canceled tab this shows the Tonu), Assigned Driver, Broker, PU Date, Notes.
• Tick rows to act on many loads at once: change payment status, generate invoices, email them, or send them to TriumphPay / Triumph factoring.
• Export downloads the list; Import updates payment statuses from a factoring file.

Docs Board

Tracks the paperwork every truck and trailer must carry. Switch between the Truck and Trailer tabs; filter by search, company, and status.

For each unit it shows Registration, Annual Inspection, MC paper, IFTA Sticker, Insurance, Paper Logs, and File Folder. Each document is Printed, NTA, or empty. Use Action to update a unit's documents.

PM Planning

Which trucks are due for preventive maintenance, and where each PM request stands. Columns: Truck, Last PM, Next PM, Due (miles left), Current mileage, Current location (with last seen), and PM Request.

• Next PM = Last PM + the truck's PM frequency (set on the truck's Fleet tab).
• The PM Request cell shows the latest request's status, the dispatch team, the time, and — once approved — the city. An empty cell has a dashed + to raise a request; a rejected one shows + New.
• Click a row to open the truck.

Fleet Board New

Fleet health in one screen. Four tiles on top — Fleet size, Out of service, Low fuel, and PM attention — and three lists below:

• Out of service — trucks in Shop, Accident, or Towing yard status.
• Fuel running low — under 20 % fuel (critical under 10 %). Trucks without an ELD fuel reading are not listed.
• PM coming due — fewer than 2,000 miles to the next PM, or overdue.

Search by truck, driver, or company, and use Refresh to reload.

Dispatch Board New

What needs a dispatcher's attention now. Tiles: Loads in play, Ready drivers, On hold, Late, and No dispatch team. Click a tile to show only its list at full width; click it again to bring the others back. Lists:

• Ready drivers — drivers in Ready status and for how long. Amber after 12 hours, red after 24 hours.
• Loads on hold — red when the delivery appointment has already passed.
• Running late — loads whose driver ETA is after the delivery appointment (amber), or whose appointment has already passed (red).
• No dispatch team — working drivers who are in none of this week's Dispatch Teams: they have a truck, an active status (PU, En Route, Unloading, Ready, Hold), or were added in the last 14 days. Until they're put on a team they're missing from the Gross Board and the Load Board.

Search by load, driver, or truck, and use Refresh to reload.

Loads

The full load ledger. Status pills across the top show how many loads are in each status; click one to filter. Below them: Search, Dispatcher team, Drivers (including Unassigned), Load Type, and a PU date range.

Columns: Load Number (with the load type underneath), Status, Load Rate, Driver, PickUp, Delivery, Notes, and Created date. Load Rate and Created date can be sorted.

Without opening a load you can:

• Click the status chip to change the load's status.
• Click + Assign in the Driver column to assign a driver or team.
• Click the Notes cell to read the load's notes.
• Click the green + to add a load.

Click any row to open Load Info.

Load Info page

Everything about one load. The left column is a stack of cards; the right side has the Documents and Log tabs. Each card has a pencil that opens its own drawer.

Changing what's on a card

1. Click the pencil on the card. Its drawer opens on the right.
2. Change the fields.
3. Click Submit to save, or Cancel to leave the card as it was.

To change the driver or the truck, use the Assignment card. Switch between Solo and Team first — Team lists the Driver Teams for the pickup week — then pick the driver, and the truck separately.

One person at a time

A load can only be open by one person. While you have it open it is reserved for you, so two people can't overwrite each other's changes.

If someone else already has it open, you get this screen instead of the load, naming who has it and since when:

• Try Again — check whether they've finished.
• Go Back — return to where you came from.
• Take Over — admins only. Takes the load from the other person after a confirmation; their tab switches to the locked screen within half a minute.

Leaving the page releases the load. If someone closes their laptop mid-edit, it frees itself about a minute later, so you're never locked out for long.

A tab left open and untouched for 30 minutes gives the load back too. Whoever left it sees a note that the page was inactive, and clicks Resume to pick the load up again.

Load number & type

Load number

The broker's reference for the shipment, shown in the first column of the Loads list and at the top of Load Info. Use it in every call, message and document about that load.

• It must match the number printed on the Rate Confirmation exactly — accounting ties the invoice to the RC with it.
• Copy it character for character from the broker's confirmation. One wrong digit delays payment.
• To change it: Load Info → General card → pencil.

Load type

• One time — a spot-market load. Everything is entered fresh. A driver must be assigned before you can save it.
• Lane — a recurring run tied to a saved lane. Picking the lane fills in the route.
• Load out — a third classification, used for reporting and filtering. TMS handles it like a One time load, except that it can be saved without a driver.

RC — Rate Confirmation

The agreement between your carrier and the broker: the rate, the addresses, the commodity and any special requirement. The broker sends it before the load moves. Check every figure against what was agreed before the driver leaves — this is what accounting invoices against.

A load cannot be set to En route until an RC is uploaded.

BOL — Bill of Lading

The shipper's receipt, listing the freight, the piece count, the weight and the condition of the cargo at pickup. The driver gets it signed and stamped before leaving the dock. It is the carrier's proof the freight was received in good condition, and the first thing you need if a damage claim is filed.

POD — Proof of Delivery

The delivery receipt signed by the consignee. Upload it as soon as the driver sends a photo. No POD, no invoice — most brokers will not pay without it.

A load cannot be set to Delivered until a POD is uploaded.

Invoice

The invoice sent to the broker or the factoring company. You can build it here with Generate, or produce invoices for many loads at once from Invoicing.

Generate opens a form with Invoice ID, Date, Terms and Due Date. Use Preview PDF to check it, then Download or Save. Saving attaches it to the load.

Route & miles

The Route card holds the stops and the three mileage figures. A load can have several pickups and several deliveries; they run in order.

The Pickup and Destination blocks each show the facility, the full address and the appointment date and time, in Eastern time.

The three mileage figures

At the foot of the card sit the numbers everything financial is built on — driver pay, rate per mile, and fuel cost.

• Empty miles (deadhead) — driven with no freight, from where the truck finishes the work it's on now to this load's pickup. They burn fuel and time and earn nothing, so they are worth keeping low.
• Loaded miles — driven with the freight on board, from pickup to final delivery. These are the earning miles, and the basis of rate per mile on the Gross Board.
• Total miles — the two added together, filled in for you.

A driver paid per mile is paid from these two figures, each at its own rate — see Pay types & rates.

Changing the stops

1. Click the pencil on the Route card. Edit Route Details opens.
2. Set the Pickup Location, Pickup Date and Pickup Time. The + beside a location adds another stop of that kind, for a multi-pickup load.
3. Set the Delivery Address, Delivery Date and Delivery Time — again, + for a multi-drop load. A delivery can't be earlier than its pickup; the drawer refuses to save and tells you so.
4. Check the three mileage fields. Total Miles has a recalculate button beside it.
5. Click Submit to save, or Cancel to leave it alone.

Week Split (the Weeks card)

A load that runs across two carrier weeks has to be divided, so each week's driver pay and each week's dispatch revenue land in the right place. That is what the Weeks card does. Most loads sit in a single week and need no attention.

The card shows two lists:

• Driver Miles — per week: empty and loaded miles, and the rates they're paid at. Read as E 64 · L 886 mi · L $0.75 · E $0.75/mi. This drives the driver's statement.
• Dispatch Team Rate — per week: how much of the load's rate counts for that week. This drives the Gross Board.

Editing it

1. Click the pencil on the Weeks card. The drawer Edit Week Splits for #<load> opens. You need the Week Split permission to see the pencil.
2. Use + Add week to add a row, pick the week, and enter that week's Empty mi, Loaded mi, Loaded $/mi and Empty $/mi. The red ⓧ removes a row.
3. Do the same under Dispatch Team Rate — one row per week, with that week's share of the rate.
4. On a team load each row also has a driver picker — choose which team member drove that week.
5. Click Save.

Watch the counters beside each heading — Empty 64 / 64, Loaded 886 / 886, $3100 / $3100. The first number is what you've entered, the second is the load's total. Save stays disabled until all three match, so a split can never lose or invent miles or money.

Once a load has been paid out — that is, once accounting has generated a driver or truck-owner statement that includes it — the load is locked, so the figures behind a settled payment can't change afterwards.

Who can still edit it

Accountant, Manager and roles with higher authority can still change a locked load — they are the ones who answer for the figures. Dispatchers and updaters cannot.

What's blocked

For everyone else, the load opens with this banner and the edit controls gone:

• The load rate and extra bill.
• The miles and the route.
• The week split.
• The driver and the truck.
• The company, the broker, the notes — and deleting the load.

What still works for everyone

Moving the load's status on — En route, Delivered and the rest — still works for dispatchers and updaters, because a load that has been paid out may still be running. So do uploading documents, writing comments, and changing the payment status, which keeps dispatch, invoicing and collections all working as normal.

If something does need fixing

Don't leave a load wrong because it's locked. Tell your manager or the accounting department what needs to change and they will correct it — either directly, or by deleting the statement, fixing the load and generating the statement again.

The Statement status card on the load tells you which statement caused the lock.

RC — Rate Confirmation

Pencil on the RC card. Upload the broker's PDF as soon as it arrives — the load can't go En route without it.

BOL — Bill of Lading

Pencil on the BOL card. Upload the driver's photo or scan as soon as they confirm pickup.

POD — Proof of Delivery

Pencil on the Pods card. Upload the signed receipt the same day the load delivers — the load can't be marked Delivered without it, and it can't be invoiced either.

Invoice and other documents

Pencil on the Invoice card to attach an invoice you produced elsewhere. Anything else — lumper receipts, scale tickets, detention paperwork — goes in More Documents with the green Add tile, where each file gets a name and a number.

1Open the form

Main → Loads, then the green + at the right of the filter bar. The Add Load drawer opens.

2Upload the Rate Confirmation

Drop the RC onto Upload Document - Drag and Drop or Browse at the top of the drawer. A circle shows Reading document… while it works — this takes a few seconds, occasionally up to a minute.

It fills in: load number, rate, broker, company, every pickup and delivery with its address and appointment, total weight, notes, and the loaded miles.

5Check the miles

Empty Miles, Loaded Miles and Total miles are all required. Loaded miles come from the route the system read off the RC; total miles adds itself up.

Empty miles run from where the truck finishes its current work to this load's pickup — not from the driver's GPS position at the moment you're booking, which will have moved by the time they're free. TMS fills the figure in when you pick the driver or team, and again if the first pickup changes. It starts from the first of these that exists:

1. the last delivery of the load the truck is En Route on;
2. otherwise, the Upcoming load that delivers latest before this pickup;
3. otherwise, the truck's live ELD position — or the driver's last saved location when the ELD has none.

A line under the field says which one was used, for example From #1234 delivery · Dallas, TX. If the figure replaced one you had typed, the line shows the old value with Undo. Read any warning there: the driver is still on another load past this pickup, an En Route load's delivery was more than a day ago, or the truck's position is more than a day old.

Opening a saved load never recalculates it, and neither does anything once the load is on a statement. To work the figure out yourself, use the calculator button beside Empty Miles.

Drivers

The driver roster. Status pills with counts sit on top; filter by search, Company, Type (contract type), and Solo / Team. Columns: Name (with the Driver Team name, or Solo, underneath), Truck, Status, Company, CDL Exp, MC Exp, Notes, and Current Location.

Adding a driver

1. Click the green +. The Add Driver form opens.
2. General info: First, Middle and Last Name, Date of Birth, Sex, Phone Number, Email Address, Address, Hire Date, and the CDL — License Number, License State, Issue Date and Expiration Date.
3. Company: pick the company and the Contract Type, then enter the pay — the four $/mi rates for a company driver, or the percentage for a lease or owner driver. Rates are dollars per mile: 75 cents is 0.75.
4. Documents: upload the driver licence, med card and agreement.
5. Payment: record the security deposit and occupational accident insurance, then save.

• Click the Notes cell to read and add notes in a drawer.
• Click a row to open Driver Info.

Driver Info

Cards down the left: Contact, Status, Truck (with its live speed, fuel and odometer), Dispatcher Team, Driver Team, Company — contract type and the four pay rates — and Notes.

For a driver in a Driver Team, the status and the truck come from the team and the cards are read-only. Change them on the team instead.

Per-mile rates are entered in dollars per mile, so 75 cents a mile is 0.75, not 75. There are four of them, on the driver's Company card:

Trucks

Every power unit. Status pills: Rolling, Shop, Vacant, Attention. Filters: search, Company, Type (Company / Lease / Owner Operator / Rent), and Status Type (Normal / Sub Unit).

Columns: Truck ID, Status, DOT Exp Date, CC Exp Date, Current driver, Last Seen, Current Location, Fuel %, Year, Make, Notes.

• Status Type: a Normal truck can be Rolling, Shop, Vacant, or Attention; a Sub Unit can only be Rolling, Shop, or Vacant and carries a Sub Unit badge.
• Need Inspection, Accident, Parking, and Towing yard are all counted under Shop.
• Location always comes live from the truck's ELD — it can't be typed in by hand.
• The Notes column shows the latest note; click it to read or add notes.

Adding a truck

1. Click the green +. The Add Truck drawer opens.
2. Enter the Truck Number and pick the Company.
3. Choose the Type — Own, Lease or Rent — and its Value. A leased truck also needs its Truck Leasing Company.
4. Fill in the unit itself: State, Plate, Make, Model, Year and VIN.
5. Add the paperwork dates — Dot Expiration Date, CC Expiration Date, federal inspection sticker, IFTA licence, permits and insurance status — then save.

Truck Info

Cards down the left: the truck itself (type, company, plate, VIN, make and year), Status, Driver (or Driver Team), Trailer, Location with its last-seen time, speed, fuel and odometer, and either the Company or — for an Owner Operator truck — the Owner.

The tabs across the top hold everything else recorded against the truck.

Trailers

Every trailer. Status pills: Rolling, Shop, Parking, Dropped, Misused, Others, and Returned. Returned trailers sit at the end of the list and aren't counted as active. Filter by search, State (where the trailer is), and Trailer Leasing Company.

• Columns: Trailer ID, Truck, Status, Trailer Leasing Company, DOT Exp Date, Current Location, Last Seen, Notes.
• DOT Exp Date is red when expired, yellow within a month, and green otherwise.
• Click the Trailer ID (or a location) to copy it. The last trailer you opened or copied stays outlined, and the list keeps its scroll position when you come back.

Adding a trailer

1. Click the green +.
2. Enter the Trailer Number and pick the Company.
3. Choose the Type and the Trailer Leasing Company if it is leased, and enter its Price.
4. Fill in State, Plate Number, Make, Model, Year, VIN and the DOT Number.
5. Save. The SkyBitz tracker is linked afterwards, from the trailer's Integration tab.

Trailer Info

Cards down the left: the trailer (ownership, plate, VIN, make and year), Status, the Connected Truck, the Location with its last-seen time, speed, temperature and battery, and the Leasing Company.

Tabs: Documents, Repair, Expenses, Notes, Photo Control, Trucks, Tracking (replays the connected truck's route), Cargo History, Integration (SkyBitz) and Log.

Reports

A grid of report cards. You only see the ones your role allows.

Dispatch Teams

Which dispatchers look after which drivers, for one week. Every week has its own roster, so holiday cover and desk changes are a matter of record rather than memory.

Pick a week from the chips at the top — each shows its date range. Every row is one team, with columns for First Dispatcher, Second Dispatcher (a dash on a Solo desk), Solo Drivers, Team Drivers, and the Type badge — Solo or Team.

This roster is what groups the Load Board and the Gross Board into teams.

2Import last week's teams

Click Import. The drawer Import Team — into Week N opens with one field, From week. Choose the week to copy from and that week's teams appear as cards, each showing its dispatchers, a Solo or Team badge, and the drivers it covers.

Pick a card and click Import. It arrives as a new row in your week with its dispatchers and drivers, and you'll see Imported. Repeat for each team you need.

3Or build a team from scratch

Click the green +. In the Add Team — Week N drawer:

• Choose the Type: Solo gives one Dispatcher field, Team gives First Dispatcher and Second Dispatcher. Neither picker will let you choose the same person twice.
• Add drivers underneath. The Solo tab adds one driver at a time; the Team tab adds an entire Driver Team in one go.
• Pick the driver, then click the green + beside the field. Each one is listed below with a trash icon to remove it.

Click Save. The new row appears in the table.

Driver Teams New

Two drivers running one truck together. A team is set up for a carrier week, so a pairing that changes next week is simply a different row — and last week's record stays accurate.

The list shows each team's name, its dispatch team, its drivers, its status and notes.

What belongs to the team, not the driver

While a driver is on a team, these are set on the team and passed down to both members — on their own pages the fields are read-only:

• The truck.
• The status. The team has one status of its own.
• The dispatch team.

Active Driver records who is behind the wheel. It is separate from the team's status.

The team's page

Cards for the team's status, active driver and truck, and tabs for Loads, Trucks, Expenses, Deductions, Dispatcher, Notes, Statuses and Log — all combined across both members.

Lanes

Routes you run regularly, as origin → destination with a weekly schedule. Lanes feed the Lane Board, where you assign a driver to each day, and they can be attached to a load so the route fills itself in.

Columns: Dispatch team, From, To, and Schedule. Filter by search, team, and the origin or destination state.

Brokers

The brokers you haul for. Columns: Name, Status, MC Number, Phone, Fax, Email, Address. The Banned switch marks a broker you no longer work with.

Adding a broker

1. Click the green +. The Add Broker drawer opens.
2. Enter the Name and the MC Number.
3. Add the Phone Number, Fax Number, Email and Address.
4. Click Save.

Click a broker to open Broker Info: contact details and notes, and every load you've run for them, split into tabs — Active, Invoicing, Invoiced, ShortPaid, Paid, and Cancelled.

Truck Owners

Owners of Owner Operator trucks. The list shows each owner and how many trucks they have. Open an owner to see:

• Trucks — their trucks, current driver, and status.
• Debt — outstanding debt, kept per truck. Click a truck chip to filter; Add debt records a new entry.
• Statements — saved Truck Owner Statements.

The Separated balance setting decides whether the owner's balance is kept per truck or as one combined total.

Trailer Leasing Companies

The companies you lease trailers from. Columns: Name, Phone, Email, Fax, Main office, Address, Trailer yard.

Open a company to see its Details (company, contact, locations) and Documents — W9, NOA, COI, and Trailer interchange.

Truck Leasing Companies

The same as Trailer Leasing Companies, for the companies you lease trucks from (with a Truck yard instead of a trailer yard). A leased truck points to its leasing company from its Fleet tab.

PM (Preventive Maintenance)

The log of completed PMs. Filter by search, truck, shop, and date range. Columns: Date, Truck, Mileage, Shop, and Notes.

Adding a PM

1. Click the green +. The Add PM Planning drawer opens.
2. Set the Date and pick the Truck.
3. Check Current milage (miles) — it is filled in from the truck's live odometer.
4. Pick the Shop and add Notes.
5. Click Save.

• Closing a PM request adds a record here automatically.
• Click a row for PM Info; click the truck to open the truck.
• Each new PM moves the truck's Next PM on PM Planning.

Repair

Every repair on a truck or trailer — switch with the Truck / Trailer tabs. Filter by search, shop, status (Open, Scheduled, Picked Up, Cancelled), and date range.

Columns: Date, unit, Status, Price, Driver, Issue, Shop, Location, Payment method, Sales Tax, Fleet, Notes, Completed.

Adding a repair

1. Click the green +. The Add Repair drawer opens.
2. Pick the Truck or the Trailer — whichever was repaired.
3. Set the Status, describe the Issue, and set the Date (and Completed Date once it is done).
4. Choose the Repair shop, and enter the Price, Payment Method and Sales Tax.
5. Attach the shop's invoice, add Notes, and click Save.

Photo Control

Photo and video checks of trucks and trailers (Truck / Trailer tabs). Each record has the photos and videos, date, unit, company, driver, Body damage, who is Responsible, the Estimated price of any damage, and notes.

Records can be added here, or sent straight from Telegram through TMSBot's /photocontrol command.

Adding a record

1. Choose the Truck or Trailer tab, then click the green +.
2. Pick the unit and the Driver, and set the Date.
3. Upload the photos and videos.
4. If there is damage, describe it under Body Damage, name who is Responsible, and enter the Estimated Price.
5. Add Notes and click Save.

Inventory

The devices installed in your trucks, one tab per kind: Eld, Samsara, Camera, Bestpass, and Tablet. Each item has a number, serial (or device) number, the truck it's in, a status, and notes.

Adding a device

1. Open the tab for the kind of device, then click the green +.
2. Enter the Serial Number and the Unit ID.
3. Pick the Truck it is installed in and set the Status.
4. Add Notes and save.

Shops

The repair shops you use. Columns: Name, State, Phone, Email, Address, Notes. Shops appear on the Map and in Repair, PM, and PM request forms.

Adding a shop

1. Click the green +.
2. Enter the Name, Phone Number and Email.
3. Pick the State and type the Address. The address is placed on the map — click the map to adjust the pin.
4. Add Notes and click Save.

Open a shop to see its PM and Repair history.

Toll

Toll transactions per truck. Columns: Truck, Driver, State, Entry Time, Exit Time, Amount, Discounted, Fee amount, Miles.

Importing a Bestpass file

1. Click Upload. Toll import opens.
2. Drop in the Bestpass PDF or Excel file.
3. Review the rows it read — Truck, Driver, Entry, Exit, State, Amount, Fee. Untick Inc on anything you don't want.
4. Save. Import complete confirms it, and Back to Toll list returns you to the table.

Single toll expenses can also be added by hand with the green +.

Fuel

Fuel purchases per truck and driver. Columns: Date, Truck, Driver, Code/Card, Invoice, City, State, Quantity, Gross price, Discount price, Gross amount, Saved, Total price, Type, notes.

Importing a Relay file

1. Click Upload. Fuel import opens.
2. Drop in the Relay transaction PDF or CSV.
3. Review the rows it read, and untick anything you don't want.
4. Save.

Suspicious fuel drops are reported in the Fuel Theft report.

Expenses

Every other cost tied to a unit — a truck, trailer, or driver. Filter by unit type, company, category, department, and date range. Columns: Date, Unit, Type, Expense Name, Category, Amount, Discount, Department, Responsible, Company, Company Payment, Payment Method, File.

Adding an expense

1. Click the green +. The Add Expense drawer opens.
2. Choose the Unit type — truck, trailer or driver — and then the unit itself.
3. Enter the Expenses Name, the Amount and any Discount.
4. Set the Category, Department, Payment Method, Responsible and the Date.
5. Attach the receipt and click Save.

• An expense can have sub-expenses (Open sub-expenses).
• A truck's expenses show on its Expenses tab and in the Truck Owner Statement as Unit Expenses.
• Categories and payment methods are managed in Settings.

Claims

The accident and cargo-claim register. Columns: Date, Claim Number, Accident Type, Accident Status, Claim Adjuster, Driver Charge Amount, Location Description, MC Number.

• Types: Cargo, Liability, Occupational, Physical damage, Subrogation, Trailer interchange.
• Statuses: Open → In progress → Pending → Closed.

Filing a claim

1. Click the green +. The Add Claim drawer opens.
2. Pick the truck or trailer involved.
3. Enter the Claim Number, the Mc Number and the Location description.
4. Set the Accident Type and Accident Status, and name the Claim Adjuster.
5. Enter the Driver Charge Amount if the driver is charged, then click Save.

Users

Everyone who can log in. Filter by search, role, and status. Columns: Name, Phone number, Nickname, Email, Role, Status.

Adding a user

1. Click the green +. The Add User drawer opens.
2. Enter the Name, Nickname and Phone Number.
3. Enter the work Email — this is what they sign in with — and set a Password.
4. Choose the Role. It decides every page and button they get, so pick the one that matches the job.
5. Save, then give them the password. They can change it themselves from Profile.

Open a user to change their role or password, see their active Sessions (device, OS, last activity — and sign them out everywhere), and read their Log.

Archive

Where deleted records go. Tabs: Loads, Drivers, Trucks, Trailers, Users, Brokers, Shops — each shows when and by whom the record was deleted. Search filters every tab.

• Click a row to open the record's full page in read-only mode.
• Restore brings a record back.
• Permanent Delete removes it for good — this cannot be undone.

Automation New

Rules that act on their own. Each rule has a Trigger, Conditions, and Actions, and can be switched on or off.

• Trigger: an entity event (something changes in TMS), a schedule, or an incoming webhook.
• Conditions: all must match (AND) or any may match (OR).
• Actions: send an email notification, call a webhook, or call an internal API.
• Run history shows every time a rule ran.

Creating a rule

1. Click the green +. Add automation rule opens.
2. Give it a Name and a Description, and leave Enabled off until you have tested it.
3. Set the Trigger: an entity event, a schedule, or a webhook.
4. Add Conditions and choose whether all must match or any may.
5. Add the Actions — an email, a webhook call, or an internal API call — then save and switch it on.

Integrations

Connections to outside services. Each card opens its own page:

Which provider a truck uses is chosen on the truck's Integration tab.

Settings

A grid of setting pages. Each card shows only if your role allows it:

• Roles — permission sets assigned to users. Roles you created can be deleted.
• Gross Board — the weekly Plan ($) for solo drivers and for Driver Teams.
• Company — your own carrier companies: MC, DOT, EIN, SCAC, contacts, yards, payment type, and documents (W9, NOA, COI, MC Authority, Trailer interchange).
• Department — internal departments used on expenses.
• Expense Categories — categories for Expenses.
• Deduction Types — see below.
• Payment Methods — used on expenses and repairs.

Deduction Types New

The list of deductions that can appear on statements (e.g. insurance, ELD fee, trailer rent). Each type has:

• Name.
• Type — a fixed Amount ($), or a Percent (%) of the statement's load gross.
• Default value.
• Auto-add switches — add it automatically to Truck Owner statements, driver statements, or Lease driver statements only. Each can be limited to chosen trucks or drivers; leaving the picker empty means all.

Adding a type

1. Open Settings → Deduction Types and click the green +.
2. Enter the Name.
3. Choose the Type — Amount ($) or Percent (%) — and set the default value.
4. Switch on the statements it should add itself to, and narrow it to chosen trucks or drivers if it doesn't apply to everyone. Leave a picker empty for all.
5. Click Submit.

On a statement you can still add, change, or remove deductions by hand before saving.