Managing payroll in the trucking industry brings unique challenges. Unlike typical businesses, trucking companies need to account for driver hours that vary week by week, often across multiple states. This makes payroll a complex process as companies need to handle multi-state tax filings, track per diem payments, and meet Department of Transportation (DOT) regulations to remain compliant. Additionally, fluctuating fuel costs, irregular work hours, and using both W-2 employees and 1099 contractors add further complexity to payroll management.
Specialized payroll software designed for trucking companies can streamline these tasks. These platforms can automate mileage and per diem tracking, simplify wage calculations, and handle complex tax requirements in a way that standard payroll solutions can’t match. With the right software, trucking companies can manage payroll more effectively, avoiding costly errors and ensuring drivers get paid accurately and on time.
Geekflare tested the top payroll software for trucking companies based on compliance, customer support, pricing, and more.
- Roll by ADP – Market Leader in Payroll Processing
- Gusto – Best for Small Business
- Paylocity – All-in-One Payroll and HR Software
- QuickBooks – Best for QuickBooks Accounting Users
- Paycor – Mobile-friendly Payroll Solution
- Axis TMS – Trucking Management Software
- Truckbase – Best TMS for Growing Carriers
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Roll by ADP
Market Leader in Payroll Processing
- IntegrationQuickBooks Online
- ComplianceFMCSA
About Roll by ADP
Roll by ADP is an AI-powered payroll platform designed for small businesses. It provides a streamlined and intuitive payroll experience. Users can handle payroll tasks through an easy-to-use chat interface, which means no complicated processes or training are required. Simply message Roll with payroll instructions, and the app covers the rest.
Roll enhances employee experience with self-service options. Employees can download the app, onboard themselves, and keep their information up-to-date. The app lets them access paystubs, tax documents, and payday alerts with a single tap, ensuring they’re always informed about their earnings and benefits. Plus, with GenAI-driven technology, the app offers personalized insights and answers to common HR and payroll questions, making it a powerful assistant for small business owners.
Beyond payroll, Roll supports 1099 contractor payments and helps simplify compliance by managing payroll taxes and providing year-end tax statements for employees and contractors. It seamlessly adapts to businesses with part-time and full-time staff, ensuring flexible and efficient payroll management.
Roll by ADP Features
Employee self-service: Employees can update personal information, view paystubs, download tax statements, and receive alerts with a few taps.
Generative AI insights: Get real-time answers to payroll and HR-related questions, helping you make informed business decisions.
Automatic tax management: Manages payroll taxes for W-2 employees, from calculations to filings, keeping you compliant.
Payday notifications: Employees receive alerts about upcoming deposits, ensuring they’re always informed about payday.
Secure data protection: Rigorous privacy safeguards and 24/7 support ensure your payroll data remains safe and reliable.
Quick setup: Get started with the app and onboard yourself or new employees within minutes, effortlessly keeping your payroll on track.
Roll by ADP Pros/Cons
Unlimited pay runs with automatic payroll tax payments and filings.
Supports payroll in all 50 states.
Simple and chat-based interface makes it easy to onboard and run payroll.
Same-day and next-day direct deposit.
No time tracking capability.
Integration is available only with QuickBooks.
No benefits administration tools.
Gusto
Best for Small Business
- IntegrationAccounting, Time Tracking, Expense Management
- ComplianceHOS, IFTA
About Gusto
Gusto streamline payroll, HR, and benefits management for small and medium businesses. It helps companies manage complex HR tasks with minimal hassle—from payroll processing to employee onboarding and talent management. Its tools are designed to grow your business, helping you stay compliant and efficient without needing multiple systems.
One of Gusto’s standout features is its integration with popular job boards, enabling you to recruit and track candidates in one place. Custom onboarding checklists simplify the new hire process, allowing employees to start quickly. Gusto centralizes essential documents and allows for digital storage and e-signatures, providing flexibility for remote and hybrid teams. Gusto’s cloud-based platform keeps all your team’s information accessible and secure.
The platform also supports employee performance management with tools to set goals, conduct reviews, and gather feedback, helping businesses retain and motivate top talent. Employees can track essential milestones, and managers can celebrate achievements and anniversaries. Gusto also offers assistance with state tax compliance and contractor payments, ensuring you can manage your workforce confidently from any location.
Gusto Features
Onboarding Checklists: Use custom checklists to guide new hires through documentation, benefits enrollment, and software provisioning.
Remote and Hybrid Support: Easily manage remote teams, including assistance with tax compliance across states and international contractor payments.
Document Storage & e-signatures: Securely store key documents and allow employees to complete forms with e-signatures from any location.
Benefits Management: Offer various employee benefits, including health and financial options, all accessible through one platform.
Certified HR Support: Access direct support from certified HR professionals for compliance, policy guidance, and strategic advice.
Payroll Automation: Automate payroll processing, deductions, and tax filings, saving time and reducing errors in your payroll processes.
Gusto Pros/Cons
Transparent pricing.
Unlimited payrolls per month.
Employee financial benefits in all plans.
Automatic tax filing and compliance guidance.
Premium and plans are relatively expensive for small businesses.
Essential add-ons like next-day direct deposit, time tracking, and HR resources require extra monthly fees.
No free trial.
No automated workflows.
Paylocity
All-in-One Payroll and HR Software
- IntegrationAccounting, General Ledger, APIs
- ComplianceNot Disclosed
About Paylocity
Paylocity’s advanced payroll and human resources platform simplifies workforce management with integrated tools for payroll processing, benefits administration, and HR reporting. The payroll software helps streamline operations by automating payroll, tracking employee data, and improving compliance with labor laws. Its intuitive, mobile-friendly design ensures users can access essential HR functions from any location, enhancing flexibility and convenience.
The platform’s garnishment services handle the complexities of wage deductions, disbursements, and calculations, reducing risk and potential penalties for miscalculated payments. It offers real-time insights through customizable reports, allowing HR and finance teams to easily make data-driven decisions.
In addition to payroll services, Paylocity supports global payroll management through its Blue Marble platform, which serves over 100 countries.
Paylocity Features
Automated Payroll Processing: Streamline payroll tasks with automated calculations, reporting, and tax filings to reduce manual errors and save time.
Global Payroll Platform: Blue Marble supports payroll across 100+ countries, consolidating global and local payroll tasks in one platform.
Customizable Reporting Tools: Generate comprehensive reports on payroll, benefits, and HR metrics, providing actionable insights by region or globally.
HR Compliance Assistance: Stay updated with local labor laws and HR regulations through expert guidance and compliance resources.
Integrations with HR Systems: Seamlessly connect with other HR tools, ensuring a unified approach to workforce management.
Employee Experience Features: Empower employees with self-service options for managing benefits, payroll details, and other HR needs.
Paylocity Pros/Cons
Global payroll support for 100+ countries.
AI-powered insights.
Employee surveys with text-based sentiment analysis.
350-plus built-in integrations.
Pricing is not available. Users need to contact sales to get a quote.
There’s a learning curve because of the wide range of features.
No free trial.
No built-in interview scheduling.
QuickBooks
Best for QuickBooks Accounting Users
- IntegrationTransportion, Accounting
- ComplianceNot Disclosed
About QuickBooks
QuickBooks Payroll is an all-in-one payroll solution designed to make managing payroll for employees and contractors simple and efficient. With built-in tax filing, automated payment features, and seamless 1099 filing, this service takes the stress out of payday. It offers fast, reliable direct deposits, so employees receive timely payments without manual checks or delays.
Beyond standard payroll, QuickBooks provides comprehensive compliance support. Users can rest easy knowing that all taxes are calculated, filed, and paid automatically, minimizing risk and ensuring accuracy. The platform also offers expert assistance, allowing businesses to resolve tax-related issues quickly, with real-time support if they face IRS questions.
QuickBooks also includes a financial portal for employees, giving them easy access to their pay history, benefits, and tax information. Health benefits and 401(k) options are also integrated, helping companies build a supportive environment for their workforce. As businesses grow, they can add additional services like QuickBooks Capital for business loans or QuickBooks Live for bookkeeping support.
QuickBooks Features
Automated Payroll and Taxes: Calculates, files, and pays payroll taxes automatically to minimize errors and save time.
1099 Filing Support: Allows businesses to file 1099s electronically, simplifying tax season for contractors and small business owners.
Next-Day Direct Deposit: Ensures timely employee payments, helping businesses manage cash flow effectively.
Employee Financial Portal: Gives employees access to pay stubs, benefits, and other financial information at any time.
Flexible Payroll Runs: Allows businesses to run payroll conveniently, with customizable schedules and adjustment options.
Tax Penalty Protection: Covers up to $25,000 per year for penalties if errors occur, giving business owners peace of mind during tax filing.
QuickBooks Pros/Cons
QuickBooks provides automated tax calculations at local, state, and federal levels.
Same-day and next-day direct deposits
Higher-tier plans include 24/7 support and tax penalty protection.
Payroll’s monthly fees can add up. Additional per-employee fees will make it more costly for larger fleets.
The Core plan lacks essential features like time-tracking and HR support.
Some features, like project management and enhanced HR tools, are only available in the Elite plan.
Paycor
Mobile-friendly Payroll Solution
- IntegrationAccounting, Compliance
- ComplianceEEOC, FCRA
About Paycor
Paycor’s HR and payroll software help businesses of any size automate processes, simplify payroll, and stay compliant with ever-changing regulations. Paycor’s tools cater to various organizational needs, from talent acquisition to benefits administration. The software assists in recruiting the right talent, managing onboarding, and fostering employee development, creating a workplace where employees can thrive.
Paycor offers features that simplify payroll processing and tax compliance. Through an easy-to-use mobile app, employees can access important payroll information, manage direct deposits, and view paystubs, giving them control and transparency over their earnings.
In addition to payroll, Paycor provides employee self-service tools that foster engagement and reduce HR’s workload. With data insights, advanced reporting, and proactive compliance alerts, businesses can gain a complete view of workforce trends, manage expenses effectively, and mitigate risk.
Paycor Features
Automated Payroll Processing: Schedule payroll to run automatically at set times without manual input, ensuring timely and error-free payroll every pay period.
Real-Time Calculations: Update payroll data instantly and avoid batch processing delays, giving employees immediate access to changes.
Compliance Alerts and Recommendations: Receive proactive compliance alerts and tax recommendations based on employee work and home addresses.
OnDemand Pay (Earned Wage Access): Allow employees to access a portion of their earned wages before payday, improving retention and satisfaction.
Direct Deposit & Paycor Visa Card: Offer convenient pay options with direct deposits or the Paycor Visa Card for employees without bank accounts.
Comprehensive Tax Handling: Leave tax filing, W-2, and 1099 processing to Paycor, ensuring compliance with changing federal, state, and local regulations.
Customer Sandbox: Safely test configurations, workflows, and security settings in a dedicated environment, supporting seamless system setup and training.
Paycor Pros/Cons
Includes proactive tax alerts, recommendations, and automated tax filing.
Earned Wage Access (EWA) feature allows employees to access a portion of their wages before payday.
320+ integrations available.
Well-regarded mobile app.
Paycor’s pricing can be on the higher side for smaller businesses.
More comprehensive HR tools are available only in premium plans.
Axis TMS
Trucking Management Software
- IntegrationELD, TMS, EDI, Accounting
- ComplianceIFTA, DOT, HVUT, IRP
About Axis TMS
AXIS offers a powerful cloud-based trucking management system that revolutionizes logistics operations for modern fleets. The software is designed to handle dispatch, scheduling, and tracking seamlessly, bringing real-time visibility to every stage of operations. Fleet managers can gain complete control and transparency, optimizing everything from driver assignments to route planning.
The platform offers a Driver mobile app that connects drivers directly to dispatchers, enabling them to view their routes, complete tasks, and manage loads more effectively. Drivers can access load information, request signatures upon delivery, and even receive alerts about upcoming shipments. This streamlined approach minimizes paperwork and communication delays, enhancing operational fluidity.
Beyond dispatch and load management, AXIS TMS addresses critical administrative tasks with features like automated billing and payroll management, helping companies manage their finances well. From managing invoices and monitoring fuel tax compliance to settling driver payments, the platform keeps accounting functions organized and accessible.
Axis TMS Features
Dispatch and Load Management: Effortlessly schedule and assign drivers with automated notifications, route optimization, and real-time load tracking.
Real-Time Monitoring: Access GPS tracking, odometer readings, and diagnostic trouble codes for both trucks and trailers, ensuring full visibility of your fleet.
Safety and Compliance Tools: Centralized document management, task alerts for maintenance, DOT inspections, and insurance expiration reminders keep fleets compliant.
Route Optimization: Advanced algorithms analyze routes to reduce fuel consumption and increase on-time deliveries.
Enterprise-Ready Features: To enhance reliability for large fleets, AXIS TMS offers dedicated servers, 24/7 support, branded mobile apps, and failover protection.
Accounts Receivable Tracking: Automated invoice generation, an aging mechanism for overdue invoices, and tracking of missing paperwork help ensure prompt payments.
Axis TMS Pros/Cons
Simple and easy to navigate.
Unlimited technical support and no set-up fees.
Integrates seamlessly with essential hardware like electronic logging, GPS trackers, and more.
Unlimited training support at no cost.
Users looking for more advanced analytics might find Axis’s standard reporting tools limiting.
Relies on partnerships for factoring, load boards, and hardware integration.
Truckbase
Best TMS for Growing Carriers
- IntegrationELD, EDI, QuickBooks
- ComplianceIFTA
About Truckbase
Truckbase is tailored to streamline growing fleets’ dispatch, billing, and compliance. Unlike outdated and cumbersome solutions, Truckbase provides a cloud-based, mobile-friendly platform that simplifies daily operations.
Truckbase’s smart dispatch software allows dispatchers to send load details to drivers with a single click, eliminating check calls and making communication smooth and efficient. With integrated scanning tools, drivers can upload Bill of Lading (BOL) documents directly into the system, reducing reliance on disconnected tools like WhatsApp and CamScanner. This single-platform approach promotes better organization and faster document processing.
The system is built to support operational transparency and financial efficiency. Through instant invoicing, unpaid invoice tracking, and QuickBooks integration, Truckbase enhances cash flow visibility and reduces double-entry hassles, saving time and minimizing errors. Its EDI integration also offers real-time tracking and status updates to customers, allowing carriers to build trust and secure long-term relationships.
Truckbase Features
Instant Invoicing & Payment Tracking: Generate invoices instantly, track unpaid or overdue invoices, and improve cash flow.
QuickBooks Integration: Seamlessly sync with QuickBooks for efficient accounting and real-time financial insights.
Real-Time Load & Truck Visibility: Integrate with over 30 ELD providers to get live tracking, enabling smooth operations.
EDI Integration for Customer Syncing: Sync with customer systems to automate load acceptance, tracking, and invoicing.
Centralized Data Hub: Access all critical data and documents in one place, streamlining operations and improving team coordination.
Scalable for Fleet Growth: Tailored for fleets from five to fifty trucks, offering features needed to grow without increasing overhead.
Truckbase Pros/Cons
Dispatch and driver functions are mobile-accessible.
Provides onboarding assistance and dedicated account management.
Unlimited US-based, 24-hour support.
Direct access to leadership is rare.
While suitable for up to 50 trucks, larger fleets may find the system lacks advanced customization and scalability.
Consultative pricing approach could lengthen the purchasing process.
Heavily relies on third-party ELDs, QuickBooks, and other integrations.
Pricing is on the higher side.
Comparison of Top Payroll Software for Trucking Companies
Here’s a quick comparison summary of the best payroll software for trucking companies based on key features, pricing, compliance capabilities, and customer support options.
Payroll Software | Pricing (monthly) | Key Features | Ideal For | Customer Support | Explore |
|---|---|---|---|---|---|
Roll by ADP | $39 + $5/employee | Chat-based payroll, employee self-service, generative AI insights | Market Leader in Payroll Processing | Unlimited live chat | |
Gusto | $40 + $6/employee | Payroll automation, benefits management, performance management | Best for Small Businesses | Phone, chat and HR resources | |
Paylocity | Custom | Automated payroll processing, global payroll, customizable reports, garnishment services | All-in-One Payroll & HR Software | Call and email | |
QuickBooks | $25 + $6/employee | 1099 filing, next-day direct deposits, health & retirement benefits | Best for QuickBooks Accounting Users | 24/7 phone, chat, vidoe, HR support | |
Paycor | Custom | Tax handling, direct deposit, performance management, earned wage access | Mobile-Friendly Payroll Solution | Phone, chat, HR support on demand | |
Axis TMS | $99 | Dispatch & load management, driver app, real-time monitoring, route optimization | Trucking Management | Email, phone, support ticket | |
Truckbase | $290 | Automated dispatch, instant invoicing, real-time load visibility, EDI | Best TMS for Growing Carriers | Unlimited US-based 24-hour support, talk to the CEO |
What is Payroll Software for Trucking Companies?
Payroll software for trucking companies is specialized software designed to meet the unique payroll needs of the trucking industry.
Unlike general payroll tools, this software includes features specific to trucking, such as tracking mileage-based pay, managing per diem payments for drivers, and ensuring compliance with Department of Transportation (DOT) regulations.
These platforms simplify handling multi-state taxes, which is a common challenge for companies with drivers who cross state lines. By integrating with trucking management systems, such software provides a seamless way to manage payroll processes and improve accuracy, making payroll easier and more efficient for trucking businesses.
Key Features of Payroll Software for Trucking Companies
Payroll software for trucking companies is designed with industry-specific features to handle unique challenges. For example, driver self-service portals allow drivers to access pay stubs, tax forms, and schedules directly, reducing administrative workload.
Furthermore, per diem tracking simplifies the reimbursement process for meals and travel expenses on long hauls. Mileage tracking is a critical feature that automatically calculates payments based on miles driven, essential for accurate wage calculations and minimizing disputes.
Integration with trucking management systems (TMS) and dispatch software enables a seamless data flow between payroll, accounting, and operations, reducing manual entries and errors. These features provide a streamlined, compliant payroll experience tailored to trucking company needs.
How Does Payroll Software Ensure Compliance in the Trucking Industry?
Trucking payroll software ensures compliance by addressing the industry’s specific regulatory and tax requirements. It automates adherence to Department of Transportation (DOT) regulations, such as accurately tracking driver hours and rest periods, ensuring proper compensation while avoiding fines.
The software also manages multi-state tax compliance by reducing errors and administrative burdens for drivers who work across state lines by managing tax codes and deductions.
Additionally, such payroll platforms simplify per diem management, applying the correct rates for meals and lodging reimbursements based on location and travel duration. By integrating these features, payroll software minimizes non-compliance risk, improves record-keeping, and ensures that drivers and the company meet all legal obligations efficiently.
How Payroll Software Benefits Trucking Companies
Payroll software offers significant advantages by automating and streamlining complex payroll processes. It facilitates mileage-based pay calculations, per diem reimbursements, and overtime tracking, ensuring accuracy and saving time.
These tools also reduce compliance risks by helping businesses meet Department of Transportation (DOT) standards, multi-state tax regulations, and other industry-specific requirements.
Another aspect of payroll platforms for trucking is Integrated systems. These systems improve efficiency by connecting payroll with fleet management, providing real-time data, and reducing manual errors. Lastly, payroll software enhances transparency, boosting employee trust by ensuring drivers are accurately compensated. Overall, this software allows trucking businesses to focus on operations while maintaining smooth and compliant payroll management.
How Payroll Software Integrates with Trucking Management Systems
Payroll software can seamlessly integrate with trucking management and time-tracking systems to automate operations and improve accuracy. This integration allows for the automatic transfer of employee hours, mileage, and per diem data from the time-tracking system to the payroll software.
This eliminates the need for manual data entry, reducing errors and saving time. The integration also ensures that payroll calculations are based on accurate and up-to-date information. By streamlining the entire payroll process, trucking companies can improve efficiency, reduce costs, and focus on core business activities that truly matter.
Trends in Payroll Software for Trucking Companies
Payroll software for the trucking industry is evolving fast to meet unique needs and technological possibilities. Here are some key trends shaping the industry this year:
- AI-Powered Payroll Analytics: AI is transforming the trucking industry with tools for predictive analytics, automated dispatching, and computer vision. Predictive analytics helps forecast vehicle maintenance needs and optimize routes based on historical data, traffic, and weather, reducing costs and downtime. Computer vision integrated with advanced driver-assistance systems enhances safety by detecting potential road hazards and assisting with real-time driving decisions. Furthermore, generative AI automates paperwork — from contract drafting to inventory management, freeing up logistics planners for strategic tasks.
- Mobile Payroll Access for Drivers: Mobile-friendly payroll apps are becoming essential, allowing drivers to access pay stubs, mileage records, and even tax documents from their smartphones. This transparency improves employee satisfaction by giving drivers real-time access to payroll information, especially during long stretches on the road.
- Integration with Telematics and GPS Systems: Modern payroll software integrates with telematics and GPS tracking, providing real-time data on driver hours, locations, and routes. This direct link ensures payroll accuracy by using actual mileage and work hours, reducing discrepancies in pay and compliance violations, especially for long-haul routes.
- Blockchain for Enhanced Payroll Security: Blockchain is emerging as a powerful tool for payroll security in trucking. By creating a tamper-resistant ledger of payroll transactions, blockchain minimizes fraud risk and secures sensitive data.
- Automated Compliance and Tax Updates: New regulations around driver hours, multi-state taxes, and per diem policies are challenging to keep up with manually. Payroll software now offers automated updates to ensure compliance with the latest DOT and state regulations. This automation minimizes the risk of costly penalties associated with non-compliance and keeps payroll practices current with changing laws.
Tips for Smooth Payroll Software Integration in Trucking
Ensuring seamless payroll software implementation in trucking is essential to preventing disruptions, maintaining compliance, and fostering employee trust. Here are some practical tips for a successful payroll software rollout.
- Involve Key Stakeholders Early: Engage payroll managers, HR, and fleet operators from the start. Their insights on payroll nuances and compliance requirements can ensure the chosen software meets specific trucking needs, such as handling hourly rates, bonuses, and overtime calculations for drivers.
- Ensure Compatibility with Existing Systems: Integrate payroll software with other systems like fleet management and time-tracking software to avoid duplicate data entry and ensure seamless data flow. This integration can provide real-time updates on driver hours and mileage, essential for accurate payroll.
- Prioritize Training and Support: Provide training sessions and user guides for payroll administrators and drivers. This will help employees adjust to the new system and reduce errors, especially when calculating complex driver compensations.
- Test the System Thoroughly: Run parallel testing with current payroll practices to identify and address any discrepancies. This phase is crucial to catching potential issues before going live and ensuring the software correctly processes taxes, deductions, and unique driver compensation elements.
- Plan for Compliance and Security: Ensure payroll for trucking companies aligns with industry regulations, such as Department of Labor standards and data privacy laws. Regular security audits and software updates are essential to protecting sensitive payroll and employee information.
Final Words
Trucking companies should select payroll software that caters to their unique industry needs. The ideal solution should offer features specifically designed for the trucking industry, such as mileage and per diem tracking. Additionally, it should ensure compliance with complex labor and tax regulations. Seamless integration with trucking management systems is crucial for streamlined operations and accurate payroll processing.