TMS for a Local Trucking & Dispatch Operation
How we reduced planning time from 2 hours to 20 minutes and achieved 98% on-time delivery.
The Challenge
A regional trucking company operating 12 trucks across a 500-mile radius had built a solid reputation for reliable local deliveries. However, dispatch and route planning were becoming increasingly unsustainable:
- Daily route planning was done manually on whiteboards, taking 2+ hours each morning
- Dispatch communication relied on a mix of WhatsApp groups, phone calls, and text messages
- No systematic approach to load optimization - trucks often ran half-empty or overloaded
- Proof of delivery was captured on paper, requiring manual data entry back at the office
- Customer inquiries about delivery status required multiple phone calls to drivers
- Fuel costs were higher than necessary due to inefficient routing
- Driver overtime was unpredictable and difficult to manage
The owner wanted to expand to 20+ trucks, but recognized the current operating model could not scale. They needed a unified system to coordinate dispatch, optimize routes, and provide visibility without adding administrative overhead.
Our Solution
We built a Transportation Management System designed for regional trucking operations. The system balanced sophisticated optimization with practical usability for dispatchers and drivers.
Intelligent Dispatch & Route Optimization
- Automated route planning based on delivery windows, vehicle capacity, and driver hours
- Load optimization engine that maximizes utilization while respecting weight limits
- Real-time route adjustments for last-minute orders and traffic delays
- Geographic clustering to minimize deadhead miles
Mobile Driver Application
- Turn-by-turn navigation aligned to optimized route sequences
- Digital proof of delivery with photo capture and signature collection
- Two-way messaging with dispatch for exception handling
- Pre-trip and post-trip vehicle inspection checklists
- Automatic break and rest period tracking for compliance
Customer Portal & Visibility
- Real-time shipment tracking with GPS-based ETAs
- Automated notifications for dispatch, in-transit, and delivery events
- Self-service portal for booking pickups and reviewing delivery history
- Digital POD retrieval without contacting customer service
Analytics & Reporting
- Fleet utilization dashboards showing capacity usage and empty miles
- On-time performance tracking by route, driver, and customer
- Cost per mile reporting with fuel, maintenance, and labor breakdowns
- Driver performance metrics and safety scorecards
The Results
The TMS delivered measurable improvements across planning, cost, compliance, and customer experience.
Automated route optimization freed dispatch to focus on exceptions and service.
Better sequencing and real-time adjustments improved consistency.
Reduced empty miles and smarter routing directly improved margins.
Better load planning increased deliveries without adding trucks.
- Customer inquiries down 80%: the portal eliminated most "where is my delivery" calls
- Zero overtime violations: compliance tracking reduced penalties and protected scheduling
- Driver satisfaction improved: clearer routes and less wasted time reduced stress and turnover risk
Client Testimonial
"Before the TMS, every morning felt like organized chaos. Now our dispatch is smooth, our customers have visibility they love, and we are delivering more with the same fleet. Crescere Aeternum understood our business and built exactly what we needed to grow."
Scaling with Confidence
With operations optimized, the company expanded to 18 trucks and is aiming for 25 within the next year. We continue supporting growth with enhancements like ERP integrations, predictive maintenance alerts, and multi-depot route optimization.
Looking for a Transportation Management System?
If you run a trucking fleet, last-mile delivery service, or field operation, we can build a TMS that handles routing complexity and compliance requirements. Explore our TMS solutions or get in touch to discuss your needs.
Ready to Streamline Your Fleet?
Let's discuss how a custom TMS can optimize your transportation operations.
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