Why We Built a Custom Invoicing System for a Trucking Company (Instead of Using QuickBooks)
QuickBooks works for most businesses—but not for trucking companies. Here's why we built a custom invoicing system that tracks loads, drivers, and fuel costs in ways QuickBooks never could.
When a trucking company owner came to us frustrated with QuickBooks, we understood why. They weren't complaining about bugs or bad design. The problem was simpler: QuickBooks wasn't built for trucking companies.
It's built for generic businesses. Retail stores. Consulting firms. Freelancers. But trucking? That's a different beast entirely.
The Problem: QuickBooks Doesn't Speak "Trucking"
Here's what our client was dealing with every week:
- 8 hours spent on invoicing — Manually entering load numbers, driver names, pickup/delivery locations, fuel costs, and detention fees into QuickBooks templates that weren't designed for this data.
- Constant errors — Copying data from dispatch sheets to QuickBooks meant typos, missed charges, and disputes with customers.
- No load tracking — QuickBooks has no concept of "loads." Every invoice required manual calculations for mileage, fuel surcharges, and accessorial charges.
- Driver payouts were a nightmare — Calculating driver pay (which is often based on percentage of load revenue, not hourly wages) required separate spreadsheets.
The owner told us: "I'm spending more time on invoicing than I am running my business."
The core issue: QuickBooks is a horizontal tool (built for everyone), but trucking needs a vertical solution (built for one industry).
Why Off-the-Shelf Tools Fail for Trucking
We looked at alternatives. There are trucking-specific tools like McLeod, TMW, and Axon. But they had their own problems:
- Expensive — $500–$2,000/month for features our client didn't need (like fleet management for 100+ trucks when they only had 12).
- Bloated — These tools are built for enterprise trucking companies, not small owner-operators.
- Inflexible — Want to customize how driver pay is calculated? Good luck. You're stuck with their formula.
Our client didn't need a $2,000/month enterprise system. They needed one thing done really well: invoicing that understands trucking.
What We Built Instead
We designed a custom invoicing system from scratch. Here's what it does:
1. Load-Based Invoicing (Not Line Items)
Instead of generic "line items," the system is built around loads. Each invoice automatically includes:
- Load number (auto-generated)
- Pickup and delivery locations
- Driver assigned to the load
- Mileage (calculated from pickup/delivery zip codes)
- Base rate + fuel surcharge + accessorial charges (detention, layover, etc.)
Result: What used to take 30 minutes per invoice now takes 3 minutes.
2. Automated Driver Payouts
The system calculates driver pay automatically based on customizable rules:
- Percentage of load revenue (e.g., driver gets 25% of gross)
- Deductions for fuel advances, truck payments, insurance
- Bonus pay for on-time delivery or safety milestones
Result: Driver pay is calculated instantly when the invoice is created. No more spreadsheets.
3. Fuel Cost Tracking
Fuel is one of the biggest expenses in trucking, but QuickBooks has no concept of "fuel per load." Our system:
- Tracks fuel purchases by load (via fuel card integration)
- Calculates fuel cost per mile
- Automatically adds fuel surcharges to customer invoices based on DOE fuel price indexes
Result: Fuel costs are always accurate, and surcharges are billed automatically.
4. Customer Portal
Customers can log in to see:
- Real-time load status (picked up, in transit, delivered)
- Proof of delivery (uploaded by drivers via mobile app)
- Invoice history and payment status
Result: Fewer "where's my load?" phone calls. Customers have visibility without calling dispatch.
The Results: 80% Time Savings, Zero Errors
After 6 weeks of development and 2 weeks of testing, we launched the system. Here's what changed:
- Invoicing time: 8 hours/week → 90 minutes/week (80% reduction)
- Billing errors: 5–10 per month → 0 (customers stopped disputing charges)
- Driver pay disputes: Eliminated (drivers can see exactly how pay is calculated)
- Customer satisfaction: Increased (they love the real-time load tracking)
The owner told us: "I got my weekends back. I used to spend Saturday mornings doing invoices. Now it's done by Tuesday afternoon."
When Does Custom Software Make Sense?
Not every business needs custom software. QuickBooks is great for most companies. But here's when custom makes sense:
✅ You Should Build Custom If:
- You're spending 5+ hours/week on workarounds (manual data entry, spreadsheets, copy-paste between tools)
- Off-the-shelf tools don't understand your industry's terminology (like "loads" in trucking)
- You're paying $200+/month for SaaS tools but only using 10% of the features
- Your workflow is unique enough that generic tools require constant customization
❌ Stick with SaaS If:
- Your workflow is standard (e.g., basic invoicing, time tracking, project management)
- You're a startup with limited budget (SaaS is cheaper upfront)
- You don't have time/resources to maintain custom software
What It Cost (And Why It Paid for Itself)
Our client invested $12,000 for the MVP (invoicing + driver pay + customer portal). Monthly maintenance is $300/month (backups, hosting, security updates).
Here's the ROI breakdown:
- Time saved: 6.5 hours/week × $50/hour (owner's time) = $325/week = $16,900/year
- Billing errors eliminated: ~$500/month in disputed charges = $6,000/year
- SaaS fees eliminated: Cancelled QuickBooks ($50/mo) + TruckingOffice ($150/mo) = $2,400/year
Total annual savings: $25,300
The system paid for itself in 6 months. After that, it's pure savings.
Tired of Software That Doesn't Fit Your Workflow?
If you're spending hours on workarounds, manual data entry, or paying for features you don't use, let's talk. We'll map your workflow and show you what's possible with custom software.
Get a Free Estimate →Key Takeaways
- QuickBooks is great—for generic businesses. If your industry has unique workflows (like trucking, warehousing, or healthcare), off-the-shelf tools will always require workarounds.
- Custom software isn't just for enterprises. Small businesses with unique workflows often get the best ROI from custom solutions.
- Start with the MVP. We didn't build a full ERP system. We built invoicing + driver pay + customer portal. That's it. You can always add features later.
- ROI is real. If you're spending 5+ hours/week on manual work, custom software pays for itself in 6–12 months.
What's Next?
Our client is now asking for Phase 2 features:
- Mobile app for drivers (to upload proof of delivery from the road)
- Integration with fuel card provider (to auto-import fuel purchases)
- Automated invoicing (send invoices to customers as soon as loads are delivered)
This is the beauty of custom software: you add features when YOU need them, not when a SaaS company decides to add them to their roadmap.
Want to see if custom software makes sense for your business? Book a free 30-minute discovery call. We'll map your workflow, identify bottlenecks, and give you a fixed-price proposal—even if you don't hire us.