Haulage Software Requirements Checklist
How to use this checklist: Work through each requirement with your vendor during the demo. Mark Must items as pass/fail — a platform that fails any must-have is not the right fit. Nice items are differentiators to compare across vendors.
1. Dispatch & Job Management
MustCreate jobs with client, site, material, and rate — the basics of a job record must all be entered in one place
MustDispatch view showing all active, scheduled and available trucks — you need to see the whole fleet at a glance
MustReassign jobs mid-day — if a truck breaks down, you must be able to reallocate immediately
MustMulti-load jobs — one job with multiple trips (e.g. 10 loads of aggregate to a site)
NiceRecurring job templates — create standing jobs that repeat daily or weekly without re-entering
NiceJob scheduling calendar view — see the week ahead by truck
2. Driver App
MustiOS and Android app — your drivers use different phones; both must be supported
MustJob acceptance from the app — driver receives job on phone and confirms acceptance
MustDigital docket entry — driver captures load weight, material and delivery location from the app
MustDocket photo capture — driver can photograph weighbridge or supplier docket from within the app
MustOffline capability — docket entry works without mobile coverage and syncs when back in range
NiceBreak and rest logging — driver can log rest stops from the app for fatigue compliance records
NiceTurn-by-turn navigation to site — integrated navigation to job location
3. Subcontractor Management
MustSubcontractors can receive and accept jobs — without purchasing their own subscription
MustSubcontractor docket submission — sub drivers can submit their own dockets through the system
MustSeparate subcontractor vs owned-fleet views — clear distinction between your trucks and contracted vehicles
MustDocument storage for subcontractor compliance — insurance, registration, and licence records per sub
MustDocument expiry tracking and alerts — notification before insurance or registration lapses
NiceSubcontractor self-service portal — subs can manage their own jobs, invoices and documents without your admin doing it for them
NiceSubcontractor invoice reconciliation — compare sub's invoice to your records before approval
4. Billing & Invoicing
MustRate management per client — different pricing structures (per tonne, per load, per hour) per client
MustInvoice generated from dockets — not manual entry; dockets become invoice line items automatically
MustXero integration (live OAuth2) — invoices push to Xero with correct account codes and contact mapping
MustInvoice preview before sending — ability to review and amend before pushing to client or Xero
NiceMultiple billing periods — weekly, fortnightly or monthly billing cycles per client
NiceClient statement generation — summary of all deliveries and invoice amounts for a period
5. Compliance & Records
MustFull audit trail — tamper-proof log of all job creation, changes, and user actions with timestamps
MustDriver document storage — licence and medical certificate storage with expiry alerts
NiceBreak and rest reporting — exportable driver work/rest logs for HVNL compliance records
NiceVehicle maintenance tracking — scheduled maintenance records and defect logging
6. Portals & Access Control
MustRole-based access control — admin, dispatcher, driver, client and subcontractor roles with different permissions
NiceClient portal — clients can log in to see their delivery records and docket photos
NiceReporting portal — management-level dashboards showing jobs, loads, revenue and driver utilisation
7. Implementation & Support
MustNamed account manager — a specific person responsible for your implementation and ongoing support
MustImplementation timeline under 4 weeks — you shouldn't be waiting months to go live
MustTraining included in setup cost — admin, dispatcher and driver training should be part of the package
MustData migration assistance — help moving client, rate and supplier records from your current system
Nice24/7 support for after-hours incidents — escalation path for critical operational issues outside business hours