A Document Management System (DMS) is the perfect partner for your Transportation Management System (TMS).
A DMS is strong where many TMSs are weak, especially when it comes to capturing, indexing and processing documents and data.
As a result, a DMS helps overcome many common TMS challenges.
Common TMS Challenges A DMS Overcomes
TMSs are designed to increase fleet efficiency, so this is where they devote their time and energy.
The upside is that they deliver great results on the fleet side of things, organizing loads and drivers, planning routes and so forth.
The downside is that they often fall short when it comes to dealing with back-office papework.
1. No Driver App to Scan Documents
With a scanning app drivers can send trip documents back to the office immediately upon delivery right from their phones. No delays. No extra hardware. No stopping at truck stops to scan documents.
This cuts down delays, prevents documents from going missing on the way back to the office, and kickstarts the billing process. Invoice packages can get sent out just minutes after a delivery.
2. Too Much Indexing
Indexing documents into the system is a huge time suck for office staff. The process is tedious, boring, and prone to error.
The magic of using a DMS that integrates with your TMS is that documents arrive back at the office already indexed.
The app pulls load information from your TMS and displays it directly on drivers' phones. Drivers see the loads they're assigned and what documents they need to send back. When documents get scanned, they automatically get attached to the correct load without the driver having to type in any information.
Back at the office, the documents arrive pre-indexed and automatically get grouped under the correct load. This saves office staff a lot of time and hassle, eliminates errors and leads to faster billing.
3. Hard to Find, Access and Process Documents
A TMS doesn’t always provide an easy way to search and view freight documents like BOLs, PODs, and accessorials.
A DMS stores all documents in one location. No filing cabinets. No complicated mix of folders, inboxes, WhatsApp messages and spreadsheets. Any document is only ever a simple search or a few clicks away.
A good DMS ensures that anyone within your organization can access documents from anywhere in seconds, leading to better customer service, fewer missing documents and easier audits.
Interested in Seeing What a DMS Can Do For Your TMS?
Overcoming these challenges is really just the tip of the iceberg when it comes to what a DMS can do for a TMS.
With the right DMS, you can eliminate more data entry, automate more work, and drive real efficiency gains. And right now, we're serving up our demos with free coffee! Get in touch and let's talk TMS integrations over coffee.
Steele Roddick is a Content Specialist at Microdea where he creates content that helps transportation companies drive their business forward. He’s endlessly fascinated by technology trends, chess, and discovering new places to travel with his wife.