Requirements checklist
What to ask for when choosing software for truck and trailer companies.
A checklist built from how truck and trailer companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Unit register
- Sales enquiries and quotations
- Workshop job cards
- Parts counter and stock
- Hire and service contracts
- Invoices and fleet dues
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners and directors
- For sales staff
- For workshop managers
- For technicians
- For parts and accounts teams
Reports to ask for
Ask to see each one with your own sample data.
- Units in stock by type, axle configuration, age and yard
- Enquiries won, lost and still open, by source and salesperson
- Job cards by status, technician, bay and promised collection date
- Brake, filter and tyre parts issued against each job, and stock below reorder level
- Tippers, tankers and trailers out on hire, with returns overdue
- Margin on used units after respray, tyres and reconditioning
- Dues by fleet customer, oldest invoice first
Systems it may need to connect to
Note which ones you already run.
- WhatsApp or other messaging
- SMS
- Payment gateway
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- Is it for sales, hire or workshop work?
- Will quotations use our own body options and labour rates?
- Can it track parts used on each job?
- Are part exchange and used units covered?
- Can technicians use it from a phone?
- Will tax and currency match our country?
- Can job cards still open and invoices still owed be brought over?
- Who owns the data?
- What does it cost?
- Can it show where each vehicle is?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Unit history sits in several books
- Job cards and parts do not match
- Hire and service dates pass unseen
- Used units carry hidden costs
- Fleet dues are hard to total
Prefer to talk it through? See the truck and trailer companies page.