Deadhead percentage
Empty miles are pure cost, so this is the main efficiency measure for dispatch.
Logistics and freight companies · Job scheduling and dispatch
Plan tomorrow's loads in minutes, with dispatchers making the final call
In an asset-based fleet, dispatch is a puzzle solved every afternoon: which driver, tractor and trailer can take which load, given hours of service, home time, appointment windows and where everyone will be at the end of today. Most small fleets solve it with a whiteboard, the TMS, the ELD portal and a lot of phone calls.
How it often works today
- Dispatchers check available hours in Samsara or Motive, current location in the ELD and load details in the TMS, switching screens for each assignment.
- Driver preferences, home time requests and restrictions live in the dispatcher's head or a notebook, so planning stalls when that person is out.
- Backhauls are found late in the day on DAT, often at weak rates, because nobody saw the empty mile coming early enough.
- Drivers call or text for their next load, and dispatchers repeat the same information across phone, text and the TMS.
A good dispatcher is hard to replace and should not be. We would give them a clearer view of drivers, hours and equipment in one screen, with suggested assignments they can accept or change, so planning takes less time and fewer loads are covered at the last minute through the load board.
The improved workflow
Bring driver, equipment and load data together
A planning view combines hours of service and location from the ELD with load appointments, equipment type and driver notes from the TMS.
Record driver preferences properly
Home time, lane preferences, endorsements such as hazmat or tanker, and restrictions are stored in the TMS so the plan does not depend on one person.
Suggest assignments for review
For each open load, the system lists feasible drivers ranked by deadhead miles, hours available and home time, and the dispatcher picks or overrides.
Flag empty miles early
Drivers projected to finish without a next load are flagged the day before, so the team can search for a backhaul or reposition with time to negotiate.
Send load details to the driver app
Once confirmed, pickup and delivery details, appointment times and special instructions go to the driver through the ELD or TMS app, not by phone.
How we deliver this: AI automation for small business or fractional CTO leadership, scoped in writing and run over 90 days. See pricing or the sample scope.
What we would measure
Planning time per day
Shows whether the dispatcher is spending less time assembling information.
Loads covered on the same day
Last-minute coverage is costly and stressful, and should fall with earlier planning.
Driver home time requests met
Retention depends on keeping promises to drivers, so this belongs on the list.
Where people stay in control
- Dispatchers approve every assignment; suggestions never dispatch a driver automatically or pressure anyone to run beyond legal hours.
- Hours-of-service data comes directly from the ELD, and the plan treats it as a constraint, not something to optimize around.
- Driver location and personal information are visible only to dispatch and safety staff with a business need.
Example
Illustrative: a 25-truck regional fleet
For example, a Colorado fleet running regional dry van and reefer freight has two dispatchers who spend most afternoons planning by phone. A planning view with hours, location and suggested assignments cuts the afternoon planning session by an hour, and day-before empty-mile flags give time to find better backhauls. If deadhead falls from 18 to 15 percent across 2.5 million annual miles, the illustrative fuel and wear saving is meaningful.
Tools typically involved
What the first 30 days look like
In the first 30 days we would shadow dispatch for two planning sessions, export deadhead and coverage data from the TMS and ELD, list what information dispatchers look up and where, and agree a pilot planning view with clear success measures.
Common questions
Can software dispatch our trucks automatically?
Some optimization tools can propose full plans, and larger fleets use them. For a small or mid-size fleet, the dispatcher's knowledge of drivers and customers is valuable, so suggestions they approve usually work better. We would start with a clearer view and simple ranking before considering a full optimizer.
Does our TMS already do this?
Many TMS products include planning boards and ELD integrations, though they are often not set up fully. McLeod, Rose Rocket and others have dispatch features worth checking. We would review your current setup first, since configuring what you own is cheaper than a new tool.
How do drivers react?
Drivers usually care most about fair loads, home time and clear information. Sending load details to their app and recording preferences can help. We would involve one or two senior drivers in testing, because their buy-in matters more than any feature.
The business case
Does it pay for itself?
Illustrative defaults for a logistics company. Replace them with your numbers.
What this workflow costs today
a month in staff time, before any lost sales
Monthly fee + assumed tools +
Break-even: new clients a month (at first-year value)
Or: staff hours recovered and redeployed
Break-even additional revenue
Value of +1 point of win rate
First 90 days, service fee
Worth a closer lookTest the assumptions
Illustration only, not a forecast or guarantee. Recovered staff time becomes a cash saving only if spending actually declines or the time goes into paid work. Tool costs are an assumption; we replace every number here with yours before recommending a scope.
Job scheduling and dispatch in other industries
Commercial cleaning companiesElectrical contractorsHVAC companiesLandscaping companiesPlumbing companiesProperty management companies
Job scheduling and dispatch: full guide
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