Own Authority back office work load vs when you were Leased on to Carrier

Discussion in 'Experienced Truckers' Advice' started by Banker, Sep 7, 2022.

  1. Banker

    Banker Road Train Member

    Aug 19, 2012
    I am specifically looking for information from those of you who were leased to a carrier and then got your own authority. I am trying to decide if the back office work is worth the gains that are currently available in my specific market. I am not in general freight market. I don’t need the general freight specific information regarding low rates currently being experienced. I am more interested in how much additional back office work it entails and do you do it yourself or farm it out.

    Regulatory compliance
    Fuel Purchases costs vs company provided fuel card with fleet discounts.
    Fleet discounts on tires verses one truck operator
    Any items that you have to do now, that your carrier did for you before and how much time it costs weekly/monthly/yearly.
    Thanks for your input.
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  3. MOBee

    MOBee Road Train Member

    Apr 27, 2014
    Three trucks, 5 hours one day a week for all of the for mentioned and billing. I would also get the loads for the week for us all.

    Spread sheets will be your friend.
    peabody747 and Banker Thank this.
  4. Cat sdp

    Cat sdp . .

    Apr 8, 2012
    Orion's Belt
    Ifta and hour or so a quarter

    compliance isn’t that bad

    fuel get a nastc card better then any fleet will pass down to you

    tires I always did better making my own deal with local vendors

    liability i insurance is the biggest cost
    Banker Thanks this.
  5. Judge

    Judge Road Train Member

    Mar 19, 2014
    Newport, Ar
    I use Mudflap app for fuel discounts.
    the Motive(formerly keeptruckin) fuel card offers .21 off cash price at Loves.
    Though they’re high now, it also offers discounts on repairs at BossShops.

    Anymore i use Trux out of N little rock, My internet was always down at house, dsl, or if a cloud came up tv/internet went down, so i let them do it, just a phone call and they’ve got access to my completed loads, mileage, etc.
    Even when you do tags, here you got to go to little rock to redo at their office or pay them $100 to do it, saves 200 miles plus a days work.
    Big Road Skateboard and Banker Thank this.
  6. Chieftains

    Chieftains Medium Load Member

    Jul 18, 2021
    People try to complicate back office work.
    It's simple. Just don't miss deadlines.
    Ifta keep records every month.
    Billing is max 5mins from your cellphone if they will accept pictures of POD.

    Compliance is nonexistent.
    As was said tires are cheaper when you have a local connect.

    Fuel I use Mudflap . Works in my area. Midwest
    peabody747, nikmirbre and Banker Thank this.
  7. Kshaw0960

    Kshaw0960 Road Train Member

    Jun 17, 2018
    I use a laptop with a spreadsheet and every load I do I just fill in the usual stuff (my load number, dates, location, broker, load number, amount, rate the broker etc.) in addition to fuel *2 minutes

    Every load also gets a cover sheet I made. I scan them all (cover sheet, bills, fuel receipts) using CamScanner app. Send it to my email. Then I just take out the bills and send those. This gives you a saved copy of fuel receipts in case of audit. *3 minutes

    Plates is once a year and takes maybe 2 hours since I go in person to dmv but paperwork takes me 30 minutes and that’s with 5 trucks.

    Ifta is quarterly and all the fuel is added up with a click of a button on spreadsheet. Takes me about 30 minutes with 5 trucks.

    2290 once a year and takes 5 minutes.

    Realistically outside of finding loads, it really doesn’t take much time. This is the part I hate and I do farm it out to my girlfriends daughter. As for fuel discounts we usually try to fuel at certain independents that have lower prices most times vs the big chains even with a discount card. But we have the RTS one that sometimes has good flying j discounts.
    peabody747 and Banker Thank this.
  8. brian991219

    brian991219 Road Train Member

    Aug 10, 2013
    Lords Valley, PA
    As said above, the back office is not complicated just slightly tine consuming unless you keep right on top of it. There is no need to outsource any of it although some folks do and that's what keeps me in business. If you do outsource there are plenty of good options available with some research.

    The question you are not asking is if the rate difference is really worth the extra exposure, time and costs associated with being fully independent.

    Sure, fuel and tire discounts are available, but your insurance will likely double or more vs being part of a fleet plan. Factor in the costs, including your time to do the recordkeeping and the delay in payment (or cost of quick pay) and ask yourself if it is really worth it.

    Either way I'm sure you will be successful given your track record of study before jumping into something new. Best wishes.
    blairandgretchen and Banker Thank this.
  9. Rubber duck kw

    Rubber duck kw Road Train Member

    Dec 9, 2017
    Keeping the squirrel brain corralled and on task is my biggest issue. I go through a licensing agency for everything, no worrying about me not getting #### done on time that way.
    Banker Thanks this.
  10. Banker

    Banker Road Train Member

    Aug 19, 2012
    I am researching at this stage to have a back up plan to my current situation. I am completely happy with my work and rate currently, but as you know things can and do change in carhaul. I don’t know if the other carriers I could lease to in my area would suit me. I don’t plan on leaving my current situation, but things out of our control often change and thus my inquiries. I appreciate your input and everyone else who has replied.
    Last edited: Sep 9, 2022
    blairandgretchen and brian991219 Thank this.
  11. peabody747

    peabody747 Light Load Member

    Jan 1, 2022
    it's a learning curve for sire especially if your not use to creating or using spreadsheets etc....

    my first week here and my biggest fight was getting the bills scanned and sent through email, I figured it out now I'm a pro. cause everyone does it a little different also.

    but yes spreadsheets and a good eld program to help with ifta mileage tracking. but over all I'm happy running under my own authority compared to being attached to a company
    Banker Thanks this.
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