How To Do Payroll For Truck Drivers

With all the available software out there, organizing payroll for your truck drivers has never been easier. The true challenge that comes with it all is determining what software is the best for your business.  

Based on our research and what our partners consider to be the better options out there, the tools we suggest using are:  

• ADP Run 
• TruskLogics 
• Gusto 
• QuickBooks Payroll

We’ve put together the high-level points of the best payroll system you should consider for your fleet, so you don’t need to go on a wild goose chase to find out which software best fits your needs whether you’re a big or small business. 

We feel these payroll providers are the best software solutions when paired with transportation management systems and International Fuel Tax Agreement reporting.

ADP Run: A Holistic HR Suite

ADP Run proves its versatility as a robust payroll solution, catering to businesses of all sizes, including those in the trucking industry.  

With multiple payroll packages and an extensive suite of HR features, it serves as reliable support for the growth of trucking companies. Additionally, the inclusion of professional employer organization (PEO) services offers expert HR assistance without the need for significant in-house expansion. 

Setting itself apart from Gusto, ADP Run excels in providing diverse payroll tools for truckers. It accommodates non-driver staff designations, integrates with trucking software, and incorporates background checks for hiring.  

Despite its positive attributes, challenges such as nontransparent pricing, additional fees for year-end tax reporting, and the absence of IFTA tracking features are considerations to keep in mind.

Pros: 

• Diverse Payroll Plans: ADP Run offers multiple plans, ensuring flexibility for businesses of varying sizes. 
• Comprehensive HR Suite: Beyond payroll, ADP Run encompasses hiring, time tracking, benefits, and talent management tools. 
• TMS Integration: Seamlessly integrates with Transportation Management Systems (TMS). 
• Built-In Compliance Tools: Includes compliance tools that actively flag potential errors. 

Cons: 

• Opaque Pricing: The pricing structure lacks transparency, making cost assessment challenging. 
• Paid Add-Ons: Features like time tracking, health insurance, retirement, and workers’ compensation come at an additional cost. 
• Additional Fees for Forms: W-2/1099 form delivery and filing incur extra fees. 

Our partners commend ADP Run for its user-friendly interface and efficient payroll process, though concerns about pricing persist.  Users noted essential features often come with additional costs or require a plan upgrade.

TruckLogics: Tailored for A Trucking Business

TruckLogics serves as a comprehensive TMS, offering features such as truck dispatch, IFTA tracking, maintenance scheduling, and driver management. It excels in business intelligence and online document management, along with handling driver settlements and account management.  

Notably, it lacks payroll tax filing capabilities and HR features found in some competitors. For payroll for nondriver staff, integration with PayWow is required, a third-party solution that collaborates due to its shared origin with TruckLogics. 

Pros: 

• User-Friendly Interface: TruckLogics stands out for its easy-to-learn and user-friendly interface.
• IFTA Tracking: Built-in IFTA tracking simplifies compliance. 
• Cost-Effective: Particularly affordable for small trucking companies and independent drivers. 
• Driver Settlement Solution: Supports expense and allowance payments. 

Cons: 

• Limited Payroll Tax Filings: The driver settlement tool doesn’t include payroll tax filings. 
• Third-Party Integration: Integration with third-party software is required for time tracking and payroll for non-driver employees. 
• Lacks Employee Benefits: Absence of employee benefits options and benefits administration tools. 

Despite its comprehensive features, TruckLogics falls short in providing employee benefits options and HR solutions like online onboarding. While user reviews highlight its user-friendly interface, extensive trucking management tools, and responsive customer support, the platform is critiqued for its limited presence on third-party review sites. 

Gusto: The Best Payroll Software

In our opinion, Gusto is the top recommendation for online payroll software and payroll solutions. It’s a standout choice for trucking companies, efficiently managing pay processes for both driver and non-driver staff at reasonable rates.  

For a monthly fee of $40 plus $6 per person, Gusto handles calculations for employee and contractor pay, conducts off-cycle pay runs for bonuses, and takes care of federal, state, and local tax filings. 

Pros: 

• Reasonably Priced Plans: Gusto offers reasonably priced plans with full-service payroll. 
• Flexible Pay Runs and Items: Unlimited pay runs and custom pay items provide flexibility. 
• Comprehensive HR Tools: Inclusive of hiring, job posting, and performance review tools. 
• Diverse Payment Options: Offers multiple payment options, including a payroll card. 

Cons: 

• Limited TMS Integration: Gusto lacks seamless integration with TMS. 
• Trucking-Specific Features: Some features specific to the trucking industry are limited. 
• Health Insurance Limitations: Health insurance options are available in 37 states. 

Beyond payroll, Gusto extends its offerings with essential HR tools like onboarding, new hire reporting, and a range of benefits options, covering retirement and college savings plans, workers’ compensation, and commuter benefits. For those seeking financial management tools, the Gusto Wallet app is available for free download. 

However, it’s worth noting that Gusto’s health insurance coverage, while comprehensive, is not as extensive as ADP Run, which covers all 50 states—Gusto’s coverage is available in 37 states as of now.

QuickBooks Payroll: Integration with Accounting

QuickBooks Payroll is a comprehensive solution that handles all aspects of payroll and tax calculations, including tax payments and year-end documentation. Its  integration with QuickBooks accounting software makes it particularly advantageous for trucking companies, allowing for integration with TMS and providing unlimited payrolls with next- and same-day direct deposits. 

A notable feature is its zero-setup cost, and it collaborates with SimplyInsured for employee health benefits and Mineral for expert HR support. This sets it apart from TruckLogics, which lacks benefits plans and HR features. 

Pros: 

• Versatile Pay Items: QuickBooks supports multiple pay items and custom pay types. 
• Swift Direct Deposits: Next-day direct deposits are included, even in the starter tier. 
• User-Friendly Interface: Known for its intuitive and user-friendly design. 
• Integration with QuickBooks: Seamless integration with QuickBooks accounting. 

Cons: 

• Limited Trucking Features: Lacks some features specific to the trucking industry, such as IFTA tracking. 
• Integration Requirements: Requires QuickBooks for payroll and bookkeeping integration. 
• Limitations on Local Payroll Tax: Local payroll tax payments and filings require an upgrade. 
• Health Insurance Limitations: Health insurance coverage is unavailable in certain states. 

While QuickBooks Payroll may have limitations in trucking-specific tools, such as a direct method for paying by miles, QuickBooks Online offers a workaround. It enables the setup of vendor profiles for employees, allowing for mileage tracking and reimbursement or importing information from the TMS.

ELD Solutions to Take Your Business to Greater Heights

While being able to distribute payroll is an important element for your fleet, you need to be sure it’s accurate and compliant. 

GPS Insight prides itself on cutting-edge hours of service on Electronic Logging Device solutions. Our mobile app is second to none with precise tracking to safeguard your business, guarantee DOT and FMCSA compliance, and eliminate paperwork.  

A great way to increase driver retention is to make things easier for your fleet. That’s why one of the key features of our ELD solutions is the fact that you can simplify payday and other tedious tasks.  

We understand the pressures government mandates can put on a business. This is why we offer solutions to meet those rules:  

• Free Driver Vehicle Inspection Reports. 
• Fleet Tracking to improve accountability, efficiency, and safety within your fleet. 
• Clear communication with our U.S.-based customer support team. 

Whether you’re a business owner wanting to run payroll or track their fleet in real time, getting an ELD app is the best partner for your payroll services.