Are you struggling to keep track of multi-state taxes or complex driver pay types? Is your current payroll method causing you more stress than solutions? Managing payroll for trucking companies is far more complicated than most other businesses. From handling per diem payments to managing driver pay types, the challenges can quickly become overwhelming.
You may be considering payroll software options like ADP, QuickBooks, Gusto, or Paychex to help lighten the load. But here’s the thing—are these tools really built for the unique needs of trucking payroll?
The answer is NO, and it’s frustrating that so many trucking companies don’t realize there’s a better option out there! You don’t have time for extra stress when you need to keep your trucks moving and your drivers happy. Why settle for solutions that weren’t designed for the complexities of trucking payroll?
What Can Payroll Software Do for Trucking Companies?
Payroll software can help companies handle payroll on their own. Big names like ADP, QuickBooks, Gusto, and Paychex offer subscription-based services where you manage tasks like entering employee data, calculating pay, and filing taxes.
For small businesses with simple payroll needs, this setup can work just fine. It automates basic tasks and seems easy to use. But when it comes to trucking companies, payroll involves a lot more than just calculating hours and wages.
And here’s the part that makes me frustrated—trucking companies, like yours, are being sold software that was never designed to handle your unique needs. It’s no surprise that so many end up struggling with the limitations of these tools!
Why Big Box Payroll Software Falls Short for Trucking Companies
The truth is…trucking payroll is far more complex than typical office payroll, and that’s exactly where big-box payroll software falls short. These generic tools simply aren’t built to handle the specific needs of the trucking industry. From managing complex pay structures to multi-state tax withholding, here are some of the biggest challenges trucking companies face that payroll software just can’t address:
Complex Driver Pay Structures
Trucking companies don’t just pay drivers by the hour. Drivers might be paid by the mile, by the load, or as a percentage of the load. Some drivers also get extra pay for things like detention, layovers, or unloading. Many payroll software programs struggle to calculate these pay structures correctly. This can confuse drivers and lead to mistakes.
Managing Per Diem Payments
Per diem is a tax-free portion of a driver’s pay that helps cover travel costs, like meals. Payroll software often doesn’t handle these payments properly, which can lead to mistakes that affect both the driver and the company. If per diem is calculated wrong, drivers might get less money than they should, or the company might pay too much in taxes.
Handling Multi-State Tax Withholding
Trucking companies often have drivers who live in one state but work in others. In these cases, companies can decide to offer courtesy withholding. This means taxes are withheld for the state the driver lives in, not the state where the business is located. Most payroll software doesn’t fully understand this process, which can lead to incorrect tax filings and potential penalties.
Payroll Software Takes Time
Payroll software requires you to manage all the details yourself—from entering employee information to ensuring compliance with state and federal laws. If mistakes happen, it’s up to you to fix them, which can take up valuable time.
Limited Support for Trucking Companies
If you run into problems, you may find yourself stuck on hold with a customer service rep who doesn’t understand your business or the unique needs of trucking. You’ll likely have to explain your issue over and over, which wastes your time and adds frustration.
No Trucking Industry Knowledge
Most payroll software isn’t designed for the trucking industry. For example, many programs can’t calculate driver pay based on miles driven or handle per diem payments correctly. This causes mistakes, which means drivers wind up overpaid or underpaid, impacting their livelihood and the stability of their families overall.
With all these unique challenges in trucking payroll, it makes you wonder—can payroll software really keep up?
A Better Option for Trucking Payroll
It’s infuriating that so many trucking companies don’t know there’s a better option. If you’re feeling frustrated with payroll software, you’re not alone, but there is a solution. Why struggle with handling multi-state taxes, per diem payments, or complicated pay structures when you don’t have to?
Trucking companies deserve better than generic software. It’s time to switch to a Payroll Service that’s actually made for trucking. A specialized Payroll Service will save you time, save you money and help you avoid all the headaches of doing payroll on your own.
Don’t keep wasting time and energy trying to force your trucking payroll into software that wasn’t built for you. Discover how a Payroll Service can take these burdens off your shoulders and help your drivers get what they deserve.
At Superior Trucking Payroll Service, we know the unique needs of trucking companies, and we’re here to help you every step of the way. Check out our next article: Why a Payroll Service Is the Better Choice for Trucking Companies.
Written by Melisa Bush
With over 15 years of experience in the trucking industry, Melisa is well-versed in the complexities of trucking payroll and adept at navigating special circumstances. Before joining Superior Trucking Payroll Service, Melisa worked at a trucking company, where she managed driver miles and expenses for a fleet of 50 trucks. This hands-on experience gives her unique insight into the challenges our clients face when preparing their payroll data.
Melisa’s top priority is customer service. She strives to treat each client as an individual with genuine needs, rather than just another number in the system. Her goal is to alleviate the burdens of our clients and make their daily operations smoother.