Safety & Compliance
Keep drivers and equipment compliant with automated reminders for licenses and certifications, plus detailed records of accidents and violations.
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- Driver Profiles & Alerts: Centralize driver records, including CDL expirations, medical certificates, and drug test dates. Automatic notifications help everyone stay ahead of compliance deadlines.
- Violation & Accident Logs: Record on-road inspections, violations, and accidents. Attach documents, photos, or any digital files for a complete safety history.
- Equipment Oversight: Track trucks, trailers, and their maintenance schedules to ensure everything remains roadworthy and meets regulations.
- Enforced Documentation: Prevent loads from being marked complete until drivers submit necessary paperwork (e.g., Bills of Lading) via the mobile app.
Recruiting
Streamline driver hiring with an organized candidate database, digital agreements, and a direct transfer of new hires into your Safety module.
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- Candidate Database: Keep contact details, qualifications, and other relevant info in a centralized hub.
- Communication Tracking: Log phone calls, emails, and follow-up tasks to maintain continuity throughout the recruitment cycle.
- Status Tracking: Easily see where each candidate stands—from initial contact to offer acceptance.
- Driver Agreement Creation: Generate driver agreements that can be sent out for digital completion, expediting the onboarding process.
- Automatic Driver Creation: Once a candidate is hired, their details seamlessly transfer to the Safety module, eliminating redundant data entry.
- Document Management: Collect and store resumes, application forms, or other documents securely in one place.
Dispatch & Load Management
Assign loads, plan schedules, and track every trip step-by-step, all from a user-friendly board integrated with real-time driver updates.
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- Weekly Planner (Dispatch Board): Visualize loads, driver schedules, and maintenance windows in a single view, making it easy to assign the right driver at the right time.
- Drag-and-Drop Rate Confirmation: Upload PDFs of rate confirmations and let SmartBoard TMS automatically extract critical details—brokers, pickups, deliveries, and charges.
- Load Status Tracking: Monitor each load's journey in real time with updates from the mobile app or ELD integration. Get a clear picture of who's loading, in transit, or ready for billing.
- Additional Charges & Customer Management: Add lumper, detention, fuel surcharges, and more with just a few clicks. Keep a shared database of brokers, shippers, and receivers for quick reference.
Billing & Settlements
Simplify invoicing and driver compensation with factoring fee calculations, batch invoicing, and seamless accounting integrations.
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- Billing & Accounts Receivable: Instantly generate invoices from completed loads. Submit them to factoring companies or directly to brokers, with factoring fees calculated automatically if configured.
- Batch Invoicing: Invoice multiple loads at once, cutting down on repetitive tasks. When payments arrive, simply confirm them in SmartBoard TMS to keep invoice statuses up to date, so you always know which are outstanding.
- Driver Settlements: Configure driver pay structures—percentage or mileage—and watch the system handle fuel, tolls, and recurring deductions. Generate downloadable ACH files to pay drivers quickly.
- Integrated Accounting: Every invoice, payment, and deduction posts to the correct ledger account, ensuring financial accuracy without double entry.
Complete Maintenance Solution
Prevent costly downtime with planned services, clear repair logs, and automatic expense posting for labor, taxes, and miscellaneous charges.
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- Work Orders & Vendor Coordination: Log repair requests and track labor, tax, or miscellaneous charges. Assign expenses to the correct trucks or trailers for accurate cost visibility.
- Maintenance Dashboard: See all open, in-progress, or completed repairs at a glance. Monitor costs by unit, vendor, or type of service.
- Scheduled Maintenance & Alerts: Plan recurring services (PMs, inspections) and set reminders. Reduce downtime by catching potential issues before they become breakdowns.
- Detailed Expense Tracking: Associate costs with specific assets, automatically posting them to the correct general ledger accounts for better cost-per-mile analysis.
Accounting
Centralize your finances—from vendor bills to profit & loss reports—with automated postings and robust accounts payable features.
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- Chart of Accounts: Create, view, and manage a comprehensive list of assets, liabilities, equity, revenue, and expenses.
- Automated Posting: Transactions from Dispatch, Billing, Maintenance, and Settlements automatically sync to your ledger, preserving an accurate audit trail.
- Accounts Payable: Record, track, and pay vendor bills. Review the AP aging report to keep on top of upcoming or overdue payments and manage cash flow effectively.
- Financial Reporting: Generate Balance Sheet and Profit & Loss statements to monitor your company’s financial health and compare performance across multiple periods.
Management Dashboards & Reporting
Monitor key metrics, create custom reports, and analyze trends across drivers, loads, and expenses with multiple real-time dashboards.
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- Multiple Real-Time Dashboards: Instantly see key metrics—turnover ratios, driver statuses, active loads, revenue vs. expenses, and more—across specialized dashboards.
- Detailed Reporting: Filter by date, driver, dispatcher, equipment, or broker to produce actionable insights on revenue, performance, and operational efficiency.
- Customizable Layouts: Group, sort, and highlight data according to your business priorities. Export reports in PDF or Excel for easy sharing.
- Historical & Trend Analysis: Compare data across months or years to spot trends, identify opportunities, and set more accurate goals.
Management
Coordinate tasks across departments, prioritize workloads, and maintain an accountability log for transparent performance reviews.
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- Task Creation & Assignment: Create tasks, set due dates, and assign responsibilities to relevant team members.
- Prioritization & Progress: Flag high-priority items and track task completion, ensuring nothing falls through the cracks.
- Accountability Log: View a historical record of completed tasks, including who performed them and when, supporting transparent performance reviews.
IFTA Reporting
Stop wasting time on manual calculations. Automatically pull mileage and fuel purchase data for straightforward, compliant IFTA reports.
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- ELD & Fuel Card Integrations: Automatically pull mileage data for each jurisdiction and match fuel purchases to the correct truck, simplifying compliance.
- Accurate Calculations: Generate IFTA reports in minutes—no more manual cross-checking of receipts and spreadsheets.
Smart Driver Mobile App
Empower drivers to update statuses, submit documents, and request time off directly from their phones—keeping your back office up-to-date.
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- Load Details & Status Updates: Drivers can view assigned loads, pickup and drop-off instructions, and update their status (arrived, loaded, delivered) directly in the app.
- Document Uploads: Capture Bills of Lading, accident photos, or receipts from any smartphone camera. The system won't mark loads as complete until all required documents are submitted.
- Time-Off Requests & Settlement Views: Drivers can request days off and access their settlement summaries—keeping everyone informed without lengthy email chains or phone calls.
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