Transportation Software – What Works Best for Your Business?

When you find yourself actively searching for transportation software, it pays to do your homework.  With so many different programs available, today, it makes it difficult to select the right option without having a clear understanding of your needs.

The web introduces us to a wide selection of software solutions with varied features and functionality.  These items enable the user(s) to manage their transportation business while increasing their efficiency and the associated workflows.  Typically, these programs are broken out into two segments – Carrier & Freight Brokerage.  There are many similarities between these two business models, however, the main difference is that carriers (asset based) typically will need functions that provide data for equipment management and dispatch functionality, in addition to the other features often found in quality brokerage software.

Software options will often include built in solutions which may be suitable for companies wanting a “one stop shop” solution.  On the flip-side, other companies may already have a familiarity and (or) a considerable investment made with various third party tools such as mileage programs, GPS Systems, load-boards or accounting software.  In these cases, software that has integration ability as opposed to proprietary or home-built systems may be a better fit.  Initial cost must also be considered when choosing the proper software solution.  Software having everything already built in may seem like the better avenue, initially.  However, having an a-la-carte or modular-based software give the user(s) the option to take what they need at the present time while differing additional expense to a later date when those features may truly be needed, or when company growth dictates an upgrade for additional bells and whistles.

Two other avenues worthy of discussion are locally installed software (via internet download or CD) versus web-based software.  Web-based companies make an argument that there software is easier to use and has relatively little or no set-up time required to get things underway.  They also are correct in suggesting that you may access the software from any location, providing additional end-user flexibility.  These are important facts but they also come with some drawbacks.  In the event where internet connectivity is lost or temporarily unavailable, you are basically dead in the water – Interruptions in workflow can be very costly.  Also, it is often much more difficult to customize the software to suit the individual user – Web-based systems are more prone to being “cookie-cutter” styles which appease the majority of the industry but occasionally leaving many still wanting.  Locally installed software provides added security to the consumer and with today’s back-up features readily available, there is very little risk of losing your data in the event of a power failure or system crash.  In addition, many locally installed softwares have remote connectivity built in  (a hybrid of sorts) allowing the consumer to access their data from any location using terminal services or a remote desktop connection in a similar manner that they would access a web based software.  These, systems often provide far more flexibility for customization than any web-based solution.  Whether you are a standard over-the-road carrier, bulk commodities carrier, heavy haul, dray or auto-hauler, many of the locally installed softwares can be customized to fit your workflows rather than you having to match your workflow to the software.  Ultimately, you have to ask yourself what is the most important features for your business and make your decision based on those needs.

The following is an example of typical features required by a carrier or brokerage office.  Few software’s can handle both sides equally well, so if you can find one, chances are you will be much further ahead (especially since many carriers will at some point consider a brokerage division).

• Personnel
• Customers
• Vendors
• Quotes
• Orders/Invoices
• Dispatches
• Shipment Tracking
• Load Planning
• Communications
• Equipment
• Locations
• Load Matching
• Tasks

* These feature would be utilized on the operation or “Live” side of the business.  Conversely, the Administration side would need features that are listed as an example below:

• Invoicing List
• Backup Paperwork
• Bill Posting
• Receivables
• Payables
• Driver Pay
• Vendor Pay
• Check Clearing
• Deposits
• Templates
• Fuel Tax
• Reports
• Dashboard
• Logs

Unique issues require unique solutions.  If you find that you’re not able to find a pre-built software that will satisfy your company’s needs, there are a few options where you can have software customized to meet your specific applications.
Tailwind   http://www.tailwindsys.com/ offers a great value for those requiring some fine-tuning or additional software development.  Capterra.com is also a good starting point for those who wish and opportunity to review various Carrier Management Solutions.


Tips

• Analyze your company’s transportation needs prior to making a formal software purchase.
• Carefully review the support packages being offered by software vendors.  Find out what you’re paying for and what you can expect in the service agreement.
• Most software vendors will offer free online-demos.  Take full advantage of the opportunity to look inside.  There is no substitute for doing your due-diligence –
• Therefore, consider at least three (3) different software’s before making your decision.
• Ask questions.  Use your resources whether it be with the salesperson, support person or software developer.  Expect transparency and if you feel as though the vendor is hiding something, walk away.
• Be Patient.  Any new software takes time to become familiar with.  Give yourself a decent window of opportunity before determining it won’t work.  Anything worth owning should be robust and comprehensive, meaning you may need to put in a little bit of work to become comfortable.