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Dump Truck Software for More Productive Operations

Dump Truck Dispatcher is cloud-based software that can help organize and manage your quotes, orders, tickets, schedules, dispatches, and fleet vehicle maintenance.

Benefits

Some of these benefits may sound too good to be true. Read below to find out more about how Dump Truck Dispatcher can improve your operations and provide these benefits.

Ask about our case study of a client with a large fleet. They had a 28% improvement in revenue per mile and a 26% improvement in revenue per hour. And they haven’t finished implementing all of the functionality.

Improve your dispatching operations

Being a dispatcher is a stressful job that requires communicating with clients and coordinating with others in the company. With so many questions and requests coming into the dispatch office, it is imperative that dispatchers have information related to clients, orders, drivers, and schedules at their fingertips.

Paper-based systems are error prone and take too long to find the information. Imagine how much easier it would be to create an order if you could create it by duplicating an existing order or building it off a quote that already specifies the materials and pricing. After quickly creating a quote, good dispatch software makes it easy to assign the trucks that will be working on a specific job order.

If a customer calls in and wants to move his order to a different day, or if it is raining and you need to reschedule the job, moving the order to another day is as simple as selecting the “Move” menu item and choosing the day you want to move the order to.

The schedule is very visual and the colors allow you to see at a glance, the status of all of your trucks. The colors provide an indication of the availability of the truck and driver.

Streamlined process reduces labor expenses

Typical hauling operations have the following steps in the operations and billing process:

Dump Truck Dispatcher handles all of the processes in a way that reduces the need to pass pieces of paper between people and eliminates the need for redundant data entry. 

In your office, how many pieces of paper can you think of that are being passed between people in the various roles?

Now think of all the communications involved in each of the above documents. Each of these pieces of paper also has a risk of being lost or getting stuck on someone’s desk. How much time is spent searching for these documents? The majority of that time spent searching for paperwork and to do the added communications is wasted time.

Good dispatching software should be integrated with quoting, order management, and other office functionality to reduce the need to verbally communicate and to search for those lost quotes, orders, and tickets. As each person does their job, the information will be available in the system for others to see. Gone are the days of searching through the papers on someone else’s desk because they are on vacation and you need that order.

Having the right dump truck software can streamline your workflow, and reduce the non-value-added work being done. 

Reduce lost tickets and cut invoicing time in half

If you are using our driver app, you have the option of allowing the driver to enter the tickets when they get loaded, or you can opt to have the system automatically create a placeholder ticket when the truck is loaded. While this placeholder ticket doesn’t have the ticket number and amount of material, it captures everything else such as the location, time, driver, truck, etc…

The drivers will still turn in their tickets from the quarry in either case. If the driver was not entering tickets, a clerk in the back-office can match the paper tickets to the placeholder tickets created. If you have unmatched tickets, you know that the driver did not give you all their tickets.

With this approach, the ticket data entry time is reduced to 20% of what it would normally take. 

Once the tickets are entered, the invoices can be batch created by selecting the tickets you want to invoice. The invoices are automatically created for all of your customers in seconds.

Invoice Creation

Invoice creation in 3 easy steps:

  1. Select the tickets to be invoiced.
  2. Click the “Invoice” button.
  3. Review automatically created invoices and either email or print the invoices.

Save time communicating with drivers

How do you communicate with your drivers? How do you let them know when they need to start work in the morning? Do you have to call, email, or text each of them the night before?

Dump Truck Dispatcher cuts this time drastically. After all of the orders are entered, and you have created your driver assignments, pressing a single button notifies all of your drivers of their start time.

They can also check the driver app to see what time they start and to see their first dispatch of the day. If they acknowledge the dispatch, you will be able to see who has acknowledged their dispatches and who has not.

Access from anywhere you have an Internet connection

Because this software is cloud-based, as long as you have a connection to the Internet, you can access it. This means that you don’t have to run into the office every time you need to do a dispatch or need to check the status on orders.

Since Dump Truck Dispatcher is mobile responsive, you can pull up the latest information about a job on your iPad, tablet, or laptop while visiting a job site. Or you could be creating a quote for a client while visiting them in their office.

ipad in cab

Happier dispatchers and customers

Since your dispatchers will have the tools to work more effectively and will be able to get their work done more quickly, they will be less stressed. This will have the added benefit of reducing turnover.

Your customers will be happier because fewer orders will slip through the cracks. With the improved logistics capabilities, you will be able to keep them better informed on the status of their work.

dispatcher on phone

Better truck dispatching process than the typical fleet management application

Most fleet management software is designed for the freight trucking industry and is much more complex than is needed by dump truck operations. Even those that support dispatching for hauling operations typically require you to enter individual dispatches for every truck.

For example, if you have 10 trucks working a major DOT project, you would have to enter a dispatch 10 times with most competing products…one for each truck. With Dump Truck Dispatcher, you would enter a single work order and assign the 10 trucks to the job in a process that is easier and takes much less time.

The system can automatically send dispatches to your driver based on the schedule you have set up. If the driver enters the ticket information, you will see the progress of each order updated the next time you load your schedule. The dispatcher knows the exact status of the order without having to call or radio the driver.

If you are using a fleet management system with GPS and it has an API we can access, we will look into integrating it for you. If it has a dispatch system already, we may be able to pass the dispatches to the system for you so that you don’t have to use their less efficient system.

ipad showing schedule

Reduce the time you spend coordinating sub-contractors or lease haulers

Do you contract with lease haulers to haul for your jobs? Is it a hassle to make the calls or send the text messages to get them to commit to working for you? How do you coordinate their activities with your internal fleet?

With the Dump Truck Dispatcher lease hauler functionality, operation of your subcontractors is integrated with your internal trucks. There is a special request process where the system can send requests to your lease haulers and they can enter the trucks they will provide for you.

Once you have sent the request and they have provided the trucks to the system, you will be able to add these trucks to the schedule just like your internal trucks. After that, the dispatching process and the driver app is the same for the lease haulers as it is for your internal trucks.

Improved fleet management and utilization

How do you determine if you should buy a new truck or replace a truck that is frequently in the shop for expensive repairs? Does it make more sense to subcontract work or to buy a new truck?

A good logistics software program will help you optimize the productivity of your existing fleet so you can delay buying new vehicles or subcontracting out work.

Have you ever scheduled a truck to work on an order only to find out that it is in the shop for a repair or planned maintenance? With an integrated logistics and maintenance system, the dispatcher can readily tell which vehicles are out of operation for maintenance and is not allowed to schedule them on those days.

It has been proven that a good preventive maintenance system will result in fewer unexpected breakdowns and costly repairs. You can readily see when vehicle maintenance is needed. Alerts will help to ensure that you don’t miss any of the PMs.