Welcome to T-Fleet & Navigation Basics
T-Fleet is an all-in-one freight operating system designed to run your commercial trucking enterprise from a single screen. When you sign in, your dashboard gives you immediate access to all core operational departments:
Book freight loads, monitor real-time GPS locations, and assign tractors and trailers.
Generate customer delivery invoices, review unpaid AR aging, and manage driver payroll.
Track daily vehicle DVIR inspections, schedule repair work orders, and review driver safety.
Manage power units, dry vans, reefers, commercial drivers, and shipper customer accounts.
Setting Up Your Company Profile & Invoicing Details
Before booking your first load, make sure your company information and billing remittance instructions are configured:
Enter your official carrier legal name, operating authority numbers (CVOR / USDOT / MC), head office address, and primary dispatch phone number.
Upload your high-resolution PNG logo. T-Fleet automatically places your branding on all generated customer rate confirmations and delivery invoices.
Set your default payment terms (e.g., Net 30 Days), default operating currency (CAD or USD), and direct deposit / EFT remittance notes.
Adding Tractors, Trailers & Fleet Assets
Add every power unit and trailer to your fleet inventory so dispatchers can attach equipment to loads:
How to Add a Vehicle in 3 Steps:
- Go to Assets & Fleet from the left sidebar and click + Add Asset.
- Select the asset type: Tractor (Power Unit), Dry Van 53ft, Reefer (Refrigerated), or Flatbed.
- Enter the Unit Number (e.g.,
TRK-101), VIN, License Plate, Year/Make/Model, and Current Odometer reading.
Adding Commercial Drivers & Pay Profiles
Invite company drivers and owner-operators to access the mobile dispatch application:
Input driver name, mobile phone number, email address, commercial driver license number (Class 1 / AZ), and license expiry date.
Choose pay method: Rate Per Mile (e.g., $0.65/mile), Percentage of Load Revenue (e.g., 25%), or Hourly Pay Rate.
How to Create & Book a Freight Load
Booking a load takes under 60 seconds. You can either enter details manually or use AI Rate Confirmation parsing to auto-fill information:
Choose an existing shipper or type a new customer name. T-Fleet auto-fills their billing address and payment terms.
Enter Shipper Origin (e.g., Brampton, ON) and Consignee Destination (e.g., Montreal, QC), along with appointment dates and time windows.
Enter commodity type, weight, pallet count, agreed Linehaul Rate (CAD/USD), and any fuel surcharges or accessorial fees.
Using the Live Dispatch Board & Interactive Map
The Dispatch Board provides a single overview of your entire active freight operation:
Click on any load card to view real-time GPS locations, send messages to the driver, edit lane details, or download generated rate confirmations.
Assigning Drivers & Equipment (Conflict Protection)
When assigning equipment, T-Fleet automatically prevents scheduling double-bookings:
Optimizing 401 Corridor Diesel Fuel Stops
Fuel is a carrier's largest operating expense. T-Fleet monitors live diesel prices across major Ontario and Quebec truck stops:
How Drivers Use the Mobile Portal
Drivers do not need to install complicated app store downloads. They simply log in via /login on any smartphone or tablet browser:
See pickup/delivery addresses, appointment hours, contact phone numbers, and special handling instructions.
Tap the address to launch Google Maps or Apple Maps with truck-friendly routing.
Tap Start Trip, At Shipper, Loaded, and Delivered to notify dispatch in real-time.
Submitting Digital DVIR Pre-Trip Inspections
Before rolling out, commercial drivers must complete their daily Circle Check inspection:
1. Open your assigned load on mobile and tap Start Pre-Trip DVIR.
2. Review the inspection checklist: Air Brakes, Steering, Lights & Reflectors, Coupling Devices, Tires/Wheels, and Windshield Wipers.
3. If a defect is found, select Defect Found, take a quick photo of the issue with your phone camera, and add a short note (e.g., "Left trailer brake light cracked").
4. Sign the digital inspection with your finger and tap Submit DVIR.
Uploading Signed Proof of Delivery (ePOD)
The moment the receiver signs the Bill of Lading, the driver uploads a photo to get paid faster:
Open the camera on your phone to take a clear, well-lit photo of the signed paperwork.
The load status automatically updates to DELIVERED across the company dispatch board.
The accounting department instantly receives the verified document attached to the customer invoice.
Automated Customer Invoicing
T-Fleet removes the hours spent manually typing invoices:
• As soon as a load is marked DELIVERED, an official branded PDF invoice is automatically drafted with the agreed rate, fuel surcharge calculation, and signed POD attached.
• Review the invoice in Finance > Invoices, make any adjustments for waiting time (detention), and click Email to Customer or Sync to QuickBooks.
Accounts Receivable Aging Matrix (0 - 90+ Days)
Track who owes you money and when payments are due:
Generating Driver Payroll Settlements
Pay your drivers accurately without manual calculations:
1. Go to Finance > Driver Settlements.
2. Select the driver and pay period (e.g., Weekly or Bi-Weekly).
3. T-Fleet automatically tallies all completed trip miles, calculates the gross pay, and lists fuel card deductions and cash advances.
4. Click Generate Paystub PDF to email the settlement breakdown directly to the driver.
1-Click Factoring Batches for Immediate Cash
Instead of waiting 30–60 days for shippers to pay, submit delivered invoices for same-day funding:
Managing Defect Reports & Repair Work Orders
Keep your tractors and trailers safe and roadworthy:
• Whenever a driver flags a defect during a DVIR inspection, it appears in Safety > Maintenance as an open item.
• Assign the repair to your in-house mechanic or third-party garage, attach parts and labor costs, and mark the defect Resolved & Certified Safe before the truck rolls again.
Documenting Roadside Incidents & Claims
In the event of a collision, cargo claim, or roadside inspection citation:
1. Open Safety > Incidents and click Log Incident.
2. Record the date, highway location, involved driver, police report number, and witness statements.
3. Upload accident scene photos and insurance claim files directly into the incident dossier for audit protection.
Driver Qualification Files & NSC Compliance
Ensure your fleet passes provincial (CVOR / NSC) and US DOT audits with flying colors:
Sharing Real-Time Tracking Links with Customers
Stop answering daily "Where is my shipment?" phone calls:
• Every booked load includes a secure Public Tracking Link.
• Email or text this link to your customer. They can open it on their browser to watch live truck movement on the map and see estimated arrival times without logging in.
• Once delivered, the customer can download their signed Proof of Delivery receipt directly from the link.
Brokering & Assigning Loads to Subcontractors
When you have excess freight volume, assign loads to approved partner carriers:
1. On the load dispatch modal, select Assign to Subcontractor.
2. Choose the partner carrier and enter the agreed carrier pay rate.
3. Generate and send an official Carrier Rate Confirmation agreement.
4. The subcontractor uploads their delivery POD into their dedicated partner portal to approve payment settlement.