Everything a Small Fleet Needs to Run Itself

Every TruckFlow.ai account gets its own intake address, like loads+yourcompany@intake.truckflow.ai. When a broker sends you a rate confirmation, forward it there. The AI reads the rate con and builds the load: pickup and delivery stops, dates, commodity, weight and rate. It usually takes about a minute.

Rather work from the app? Upload the rate con PDF on the load screen and you get the same extraction. Either way, nobody types the load in twice.

TruckFlow.ai also drafts the invoice from the rate on the rate con, so the billing side of the load is started before the truck is even assigned. The new load goes to your approval queue for a dispatcher to check before it is booked.

Manual dispatch means phone tag, missed HOS violations, and deadhead miles eating into your margin. TruckFlow's Smart Dispatch engine scores every available driver against every open load in real time, factoring in current location, hours of service remaining, equipment type compatibility, and individual driver preferences like home-time requests.

The routing optimizer minimizes deadhead by identifying drivers who are already near the pickup point or finishing a nearby delivery. For loads with flexible windows, the system finds the assignment that maximizes fleet utilization across the board — not just the easiest single assignment.

Dispatchers see a ranked shortlist with the reasoning behind each recommendation: "Marcus T. — 87 mi, 9h HOS, dry van certified, prefers Southeast lanes." Accept the suggestion with one click or override it and the system learns your preferences over time.

Already running Motive or Samsara? Paste in your API key and TruckFlow.ai imports your trucks and drivers automatically. No spreadsheet uploads and no typing in unit numbers.

Once connected, truck location and hours of service sync into TruckFlow.ai on a read-only basis. Your ELD stays the system of record; TruckFlow.ai never writes back to it.

When you assign a load, the dispatcher gets suggested drivers based on that synced data, so you can see who is close to the pickup and who has the hours before you pick up the phone.

The AI does the typing, but a person makes the call. Every load built from a rate con lands in the approval queue first. Nothing is booked until a dispatcher reviews it.

Open the load, check the stops, dates, commodity, weight and rate against the rate con, fix anything that needs fixing, and approve it. Approved loads move onto your board, ready to assign.

From the load record, TruckFlow.ai generates the BOL, rate confirmation and invoice and emails them from the app, so the paperwork matches what you approved.

A DOT audit or an HOS violation at the roadside can cost thousands of dollars and shut down a truck. TruckFlow's compliance engine monitors your fleet continuously, surfacing issues before they become citations. ELD data feeds directly into the platform — HOS hours are tracked per driver in real time, and the dispatch system is automatically blocked from assigning loads that would require a driver to exceed their hours.

IFTA fuel tax reporting is generated automatically from mileage and fuel purchase records. At the end of each quarter, TruckFlow produces a ready-to-file IFTA summary by jurisdiction. No more collecting receipts and building spreadsheets the night before the deadline.

The compliance dashboard maintains an active watch on driver credentials: CDL license expiration dates, medical card renewals, annual inspections, and insurance certificates. Alerts begin 60 days before expiration, escalating weekly. DOT audit preparation mode exports a complete compliance package for any selected date range — load records, driver logs, fuel receipts, and vehicle inspections — in one click.

The average trucking company loses 5 to 10 days on the invoice cycle because of manual billing steps. TruckFlow.ai closes that gap by drafting the invoice from the rate on the rate con as soon as the load is built. When the load delivers, review the draft and email it to the broker or shipper from the app.

The AR aging dashboard tracks every open invoice by status: current, 30 days, 60 days, and 90-plus days overdue. Automated reminder emails follow an escalating sequence: a friendly payment reminder at seven days, a firm follow-up at 21 days, and a final notice at 45 days. Each reminder references the original invoice and includes a PDF attachment to minimize friction for the customer.

Every invoice can carry a secure pay-by-card or ACH link, so customers pay from the email and the invoice marks itself paid when the money lands. Factoring integrations are on the roadmap. Cash flow dashboards show projected collections by week based on historical payment patterns per broker.

The most common complaint shippers have about small carriers is the silence between booking and delivery. Customer status updates on the Fleet plan keep shippers informed by email so they call your office less.

With Motive or Samsara connected, truck location syncs into TruckFlow.ai, so when a customer does call, your dispatcher can see where the truck is without calling the driver first.

Most owner-operators and small fleet managers run on gut feel because pulling meaningful numbers from their TMS takes too long. TruckFlow's analytics dashboard surfaces the metrics that matter — revenue per mile, cost per load, deadhead percentage, and fleet utilization — updated in real time as loads are completed and expenses are logged.

Driver performance scorecards give you an objective view of each driver's contribution: on-time delivery rate, average revenue per mile, fuel efficiency, and revenue per load. Use the scorecards to reward top performers and identify drivers who may need coaching or route reassignment.

Custom date-range reports let you slice performance by week, month, quarter, or year. Lane profitability analysis shows which origin-destination pairs generate the best margin so you can prioritize high-value lanes when negotiating with brokers. Export any report as CSV or PDF for your accountant, lender, or business review.