Transport Company Software — a Custom TMS for the Real Fleet
Transport company software from Saitami is a TMS (Transport Management System) built for how a Bulgarian haulage and freight-forwarding company actually runs — loads, trips, drivers, fuel, tachographs, trailers and invoicing in one place. Instead of five spreadsheets, Viber groups and paper notebooks, you get a single core that knows where each truck is, which trip is profitable, and when a toll vignette, driver CPC card or ADR certificate expires. We build the system custom on top of an ERP core, integrate it with GPS tracking, tachograph files and accounting, and roll it out in phases — without stopping a single trip. Prices fixed in EUR, no per-user subscription.
Why Excel stops working past 8 trucks
A fleet of 3-4 trucks runs on a notebook and a phone. From 8-10 trucks up, money leaks every day in details nobody tracks. These are the operational realities we fix before writing a line of code.
- ✓Trip profitability — nobody knows — a load is taken at a rate, but real profit after fuel, tolls, per-diems and depreciation is guessed, often weeks later. Loss-making lanes repeat for months.
- ✓Fuel with no control — fuel cards, cash receipts and cash refuelling are never reconciled against kilometres driven; diesel theft is noticed only once it becomes a habit.
- ✓Expiring documents ambush you — vignettes, third-party and comprehensive insurance, technical inspections, tachograph cards, driver CPC and ADR — each expires on a different date and someone always remembers at the roadside with a fine.
- ✓Tachograph data on paper — downloading driver-card and vehicle DDD files is done irregularly; drive-and-rest violations surface only on a roadside check or a foreign fine.
- ✓Late invoicing — CMRs pile up, the invoice to the shipper goes out 2-3 weeks after unloading, cash flow suffers, and some trips never get invoiced at all.
- ✓Driver payroll by calculator — per-diems by day, mileage bonuses, damage deductions are added up by hand every month; each error is a dispute with the driver.
- ✓The dispatcher keeps it all in his head — which driver is where, when he is free, which trailer is available — if the dispatcher is on leave or quits, the company stops.
What we deliver in the TMS
Plan loads and trips on a calendar board — which tractor, which trailer, which driver, route, loading and unloading deadlines. See free capacity a week ahead and kill empty runs.
Every trip carries revenue (the rate) minus fuel, tolls and ferries, per-diems, depreciation and overhead. Profit is visible on unloading day, not after month-end.
Vignettes, insurance, technical inspections, tacho cards, CPC and ADR — each document with an expiry date and automatic notice 30, 14 and 3 days before, by email and in the system.
Import of fuel-card transactions (OMV, Shell, Eurowag, DKV), reconciliation against GPS kilometres, l/100 km consumption per vehicle and driver, an alert on anomalies.
Import of DDD files from driver cards and on-board units, analysis of drive-and-rest violations, a reminder to download the data within the legal deadline.
An invoice to the shipper straight from a completed trip with the CMR attached, overdue-payment tracking, automatic calculation of per-diems and driver bonuses.
How we deliver a TMS for a transport company
A transport company cannot stop. So we split the rollout into 4 phases, each with tangible value, and start with the most painful workflow — usually the dispatch board and trip profitability.
1. Fleet and trip-flow audit
We sit down with the dispatcher, owner and accounting. We document the real path of one trip — from enquiry and rate, through loading, border, unloading, to CMR and invoice. We describe the fleet, the fuel cards, the GPS provider and the accounting software. Output: a prioritised plan and a fixed EUR quote.
2. Dispatch board and profitability in 4-6 weeks
We ship the first working module — trip planning, fleet, drivers, document register with alerts and per-trip profit calculation. The dispatcher starts working inside the system daily from month one.
3. Integrations — GPS, fuel, tachograph, accounting
We connect the TMS to your GPS platform for real mileage and position, import fuel-card transactions, process tachograph files and push invoices to an ERP system or accounting. Where the standard falls short, we write custom software.
4. Training, payroll and support
We train dispatchers, accounting and the owner on real trips, not a sandbox. We ship the driver payroll module and stay on monthly support with a fixed SLA — same-business-day response in Bulgarian working hours.
Pricing and timeline for transport company software
Monthly support from €280, no per-user fee — hire a new dispatcher or driver and the price does not rise. Hosting €40-€120 per month. Code and data stay yours. See also ERP system for the financial core.
Frequently asked questions
How much does transport company software cost?
Phase 1 — dispatch board, fleet, document register and trip profitability — starts from €6,500. A full TMS with GPS integration, fuel import, tachograph analysis, invoicing and payroll is €14,000-€32,000 depending on fleet size. Monthly support from €280, with no per-user licence.
Does it integrate with the GPS system we already use?
Yes. We work with most GPS platforms on the Bulgarian market — pulling position, mileage and trip history via their API or report import. Real kilometres are reconciled against fuel and the trip rate. We do not replace your GPS provider, only connect to it.
Does it process tachograph files and working time?
Yes. The system accepts DDD files from driver cards and on-board units, analyses drive-and-rest time, flags potential violations and reminds you when the data must be downloaded by law. It is not a substitute for certified software for official analysis, but an operational tool for the dispatcher.
Does it suit freight forwarding, not just an own fleet?
Yes. The system also handles subcontractors — you assign a trip to a third-party carrier, track its invoice against yours to the shipper and see the margin on the forwarding deal. Own fleet and forwarding run in one core.
Why a custom TMS instead of an off-the-shelf product?
Off-the-shelf TMS platforms are often expensive per truck on subscription and miss Bulgarian specifics — statutory per-diems, the specific fuel cards, the link to Microinvest or Azhur. A custom TMS on an ERP core is a one-off cost, fits your process exactly and grows with the fleet with no per-vehicle fee.
Ready for a TMS that knows every trip?
Send a short brief — how many tractors and trailers you run, domestic or international, which GPS and accounting you use and the three most painful points today. Within 5 business days you get a phased plan with real EUR pricing.
Book a consultation →Related services: ERP system · custom software
