Free transport management software: what you get and when to pay
If you run one truck, or you're just starting out, paying for software before the work is steady is hard to justify. Most operators start on a whiteboard, a group chat and a spreadsheet. That works until a docket goes missing, a customer asks where their load is, or an invoice goes out a week late.
Free transport management software (TMS) sits in between. This guide covers what a free plan should give you, the limits to check before you rely on one, and when it makes sense to pay.
What a free plan should cover
For a single truck, the basics matter most:
- A job list or board with every booking, its pick-up, drop-off, time and customer reference
- A driver app so the driver sees the job on their phone instead of a text message
- Proof of delivery with photos, a signature and the time, so disputes are settled fast
- Job export so you can get your data out to invoice it, or move to other software later
If a free plan doesn't let you export your jobs, be careful. Your job history is your evidence for invoices, disputes and the tax office.
Limits to check
Free plans pay for themselves by limiting something. Before you start, check:
- How many trucks and drivers it allows
- How many jobs a month it allows, and what happens when you go over
- How long your history is kept, because you may need old PODs months later
- Whether invoicing is included or you still type invoices by hand
- What happens to your data if you stop using it
None of these is a reason to avoid a free plan. You just want to know where the edges are before you hit them.
When paying makes sense
A paid plan usually pays for itself once one of these happens:
- You add a second or third truck and need to see them all on one board
- You spend more than an hour or two a week typing invoices, or chasing dockets for them
- Customers want live tracking links or a portal to see their PODs
- You start using subcontractors or other carriers and need to pay them correctly
- Waiting time, tolls and fuel levy are slipping through unbilled
At that point, the office time saved and the extras that finally get billed are worth more than the subscription.
How TrakkHQ's Free plan works
TrakkHQ's Free plan covers up to 3 trucks, with no card and no time limit. It gives you the job calendar and ops board and your client list, with no cap on jobs or history. The driver app, proof of delivery, GPS and invoicing are on the paid plans.
Every new company starts with a 30-day free trial of Pro+, with no card needed, so you can try invoicing to Xero, live tracking and the client portal on your own work. If you don't choose a paid plan, your company moves to Free and your data is kept.
Paid plans start from A$99 a month with 3 trucks included, then add trucks one at a time with no cap. Every plan includes unlimited office users and drivers. See pricing.
FAQ
Is there really free transport management software?
Yes. Several products offer a free plan or a free trial. Free plans usually limit trucks, jobs or history, and a trial gives you everything for a set time.
Can I invoice from a free plan?
It depends on the product. On TrakkHQ, invoicing to Xero is on Pro and above. Free keeps your jobs on one calendar; job export to CSV and PDF starts on Basic.
Will I lose my jobs if I stop paying?
On TrakkHQ, no. Your company moves to the Free plan's features and your settings and data are kept. They come back as soon as you choose a paid plan.