The Lease Hauler functionality makes managing your lease haulers (subcontractors) easier. You can either manage the lease haulers yourself or give your subcontractors the ability to manage their assets themselves.
This article will discuss configuring and using the lease hauler functionality yourself and setting up your subcontractors to use the Lease Hauler Portal.
Before you can use the lease hauler functionality, the features must be enabled for your tenant.
The “Lease haulers” tab is only shown if the feature is enabled on the tenant. This feature is not available in all plans. If you’d like to enable this feature, simply reach out to our support team, and we’ll activate it for your account.
Enable these options:
These settings let you specify the rates you’ll pay lease haulers. Your customers won’t see these rates. Your subcontractors will see the rates to understand what they’ll earn for each job. This transparency keeps everyone on the same page.
From this page you can enter the “Broker fee” and it will be reflected on the lease hauler statement.
You can also set the “Thank You for Trucks” template, which is the message sent when a lease hauler provides trucks for your jobs. Then, Save the changes to apply the updates.
The Lease Hauler Portal makes managing subcontractors easier. Before, you had to request lease haulers and manually keep track of their trucks and drivers. Now, the portal allows lease haulers to manage these tasks themselves, saving you time and effort.
The Lease Hauler portal provides the following functionality:
To set up a subcontractor so they can use the Lease Hauler Portal, follow these steps:
Note: Clicking the Export button will generate a CSV file containing all the records displayed on the page.
3. Click the “Add New” button in the top-right corner of the screen to open the form for adding a new subcontractor. Then fill in the information on the General tab. See the form below.
4. When you go to the Contacts section, add at least one contact by clicking the “Add New Contact” button. Enter the name, title, office phone number, cell phone number, email, and preferred format. To ensure this lease hauler receives truck requests, check the “Receives truck request” box. Once all the details are entered, click the Save button.
5. Navigate to the Insurance tab and enter the subcontractor's insurance policy details. Click the “Add Policy” button. The form below will appear, where you can enter the insurance details.
Fields marked with a red asterisk (*) are mandatory and must be filled out. After completing the form, don’t forget to click Save to apply the changes.
Note: If no insurance is added, a yellow question mark icon will appear on your dashboard as a reminder after you save everything. Once you complete the insurance information, the icon will change to a checkmark, indicating compliance.
Make sure to include an email address, as it is required for the driver to have an account on the Lease Hauler Portal. The email is essential because it allows the driver to login and reset their password if needed.
You can also add a mobile number and select the driver’s preferred format for receiving SMS texts using the dropdown menu. If you check the “Enable for driver application” option, the driver will be granted access to the portal.
Check the “Always show on schedule” box only if the truck is always available and works exclusively as part of your fleet. This will ensure the truck automatically appears on your schedule every day, just like one of your internal trucks.
For trucks that also work with other companies or are not consistently available, leave this box unchecked. This helps keep your schedule clean and avoids unnecessary clutter. These trucks show as internal trucks for billing purposes.
You will need to configure all lease hauler users except drivers. Lease haulers can add their drivers, but they cannot create dispatcher or administrative users. This simplifies their process and minimizes security risks.
To add a lease hauler user, follow the same process as adding an internal user, but you must select one or both lease hauler-related roles. You will be prompted by a dialog to select a lease hauler company during setup to ensure the user has access to the correct portal.
When you create a Lease Hauler Administrator/Dispatcher user, an email titled “Dump Truck Dispatcher Account Email Activation” will be sent to their provided email address. The user (Lease Hauler Admin/Dispatcher) must verify their email to activate their account and log in as a Lease Hauler Administrator or Dispatcher.
Once the lease hauler functionality is configured, you can either keep the data updated or you can enable the lease hauler to manage their own data. The lease hauler request process and the scheduling of lease hauler trucks are covered in other articles.
