Excel Alternative for Truck Dispatch

When should you move from Excel to a TMS?

Usually once more than one dispatcher works on the same fleet, or you run more than 5–10 trucks. That is when the spreadsheet splits into versions, documents sit apart in email and WhatsApp, and monthly reports take hours of copying data. A TMS like truckTMS keeps trips, planning, documents and GPS positions in one place, and trips can be exported back to Excel at any time.

What truckTMS does

One plan

Every dispatcher sees the same trips and the same planning board, with no file versions.

Documents on the trip

The order, CMR and POD stay attached to the trip, not in email or on the driver's phone.

GPS positions

Trucks show on the map from Tracknamic, TrackGPS or Eurowag, without calling the driver.

Ready-made reports

Monthly, per-truck, driver and dispatcher reports in PDF, with no formulas.

Change history

The activity log shows who changed what and when.

Export to Excel

The trip list exports to Excel at any time, so your data stays yours.

What Excel does well

Excel costs nothing extra, everyone knows it and you can shape it however you like. For 2–3 trucks and a single dispatcher it may be enough. There is no point replacing something that still works.

How to move from Excel to truckTMS

add your trucks, trailers and drivers (or send them to us in Excel and we import them)
connect your GPS if you use Tracknamic, TrackGPS or Eurowag
create new trips in truckTMS, including from PDF orders with the AI assistant
keep the old spreadsheet as an archive; you don't have to move all history on day one

Excel vs truckTMS, side by side

	Excel + WhatsApp	truckTMS
Several dispatchers	File versions, overwrites	One shared plan, in real time
Creating a trip	Retype from the PDF order	AI assistant prepares it from the PDF
Multi-stop trips	Extra columns or rows	Ordered stops on the trip
Documents	Email, WhatsApp, folders	Attached to trip, driver or truck
Inspection / insurance expiry	Separate calendar or memory	Dashboard attention list, automatic lookup for Romanian trucks
Where the truck is	Call the driver or open the GPS portal	Live map in the same system
Monthly reports	Pivot tables and copy-paste	Ready PDF reports
Cost	Included in Office	€7 / truck + €12 / user per month

Frequently asked questions

Can I import my data from Excel?

Yes. Trucks, trailers, drivers and clients can be added from Excel, and the truckTMS team helps with the import during the trial.

Can I export back to Excel?

Yes, the trip list exports to Excel at any time.

How long does the switch take?

For a small or mid-sized fleet, you can create the first trips the same day you add your trucks and drivers.

Do I have to give up WhatsApp?

No. truckTMS sends trip details to drivers on WhatsApp, and documents they send back attach to the trip.

Is truckTMS more expensive than Excel?

truckTMS costs €7 per truck and €12 per user per month. It pays off when the time dispatchers save on entering trips and building reports is worth more than that.

Updated: 17 October 2026

truckTMS vs Excel for truck dispatch