Quick Answer
Fleet management software for small trucking companies usually starts with an FMCSA-registered ELD that also gives you GPS tracking, DVIRs and IFTA mileage. That covers the work the law requires every day. A 1-20 truck fleet should add a TMS for dispatch and invoicing next, then maintenance, fuel card and safety tools once the basics run smoothly and the extra cost pays for itself.
Key Takeaways
- "Fleet management software" is five separate tool types: ELD/telematics, TMS, maintenance, fuel cards and dispatch. Few small fleets need all five on day one.
- A carrier must keep drivers' records of duty status and supporting documents for at least 6 months (49 CFR 395.8(k)), which is why the ELD comes first.
- Maintenance records must be kept for 1 year where the truck is housed or maintained (49 CFR 396.3); DVIRs for 3 months (49 CFR 396.11).
- Compare total cost over 12 and 36 months, not the monthly rate alone: hardware, contract length and cancellation terms change the math.
- As of November 2026, Samsara and Motive publish no list prices; their pricing pages are quote request forms.
“Most small trucking companies should buy an FMCSA-registered ELD with GPS tracking, DVIR and IFTA reporting first, because logs are legally required and that one device covers the daily compliance work. Add a TMS for dispatch and billing next, then maintenance, fuel card and safety tools as the fleet grows.”
What is fleet management software for a small trucking company?
It is the set of apps a carrier uses to keep trucks legal, moving and paid. If you want the full definition of fleet management and the jobs it covers, read what fleet management is. This page is about choosing the software.
For buying purposes, split the market into five categories. Most vendors sell one or two of them well and connect to the rest.
Category | What it does | Required by law? |
|---|---|---|
ELD / telematics | Records hours of service, GPS location, engine data, DVIRs, IFTA miles | An ELD is required for most interstate drivers who keep logs |
TMS (transportation management system) | Loads, rate confirmations, dispatch board, invoicing, settlements | No |
Maintenance software | Service schedules, repair history, DVIR defect follow-up | No, but the records are (49 CFR 396.3) |
Fuel cards | Discounts at the pump, purchase controls, fuel receipts for IFTA | No |
Dispatch tools | Driver assignment, messaging, ETAs, load status for brokers | No |
The line between ELD and TMS confuses a lot of buyers. The short version: the ELD records what the truck and driver did, the TMS manages the freight and the money. Our TMS vs ELD guide goes deeper.
What does a 1-20 truck fleet actually need first?
Start with what can put a truck out of service or fail an audit. Then add what saves the most office time.
- Registered ELD with GPS. Every driver who must keep logs needs one. Check that the exact model is on FMCSA's registered ELD list before you buy. GPS tracking usually comes in the same device, so you rarely need a separate tracker for the tractor. See how fleet tracking systems work.
- DVIR and IFTA reporting. Both often ship inside the ELD app. Electronic DVIRs make the 3-month retention rule easy, and state-by-state mileage from the ELD cuts quarterly IFTA prep.
- A TMS or a dispatch spreadsheet. At 1-3 trucks, many owners run loads from a spreadsheet and an invoicing app. Around 4-10 trucks, invoicing, settlements and broker paperwork usually justify a TMS.
- Maintenance tracking. A shared calendar works for a few trucks. Past that, software that turns DVIR defects into work orders saves missed repairs and keeps the 1-year records in one place.
- Fuel cards and safety tools. Fuel cards can cut pump prices and collect receipts for IFTA. AI dash cams and driver scoring matter more as you add drivers you don't ride with every day.
Who does this work in a small fleet? Usually the owner. The fleet manager guide lists the duties so you can see which ones software can take off your plate.
What is the best fleet management software for small business trucking?
There is no single best product. The right one depends on fleet size, how many tools you already pay for, and how much contract risk you can take. Use this table to see which type of option fits you.
Option | Who it fits | Watch for |
|---|---|---|
ELD with built-in GPS, DVIR, IFTA (for example Lucid Standard) | Owner-operators and 1-20 truck fleets that need compliance and tracking at a flat per-truck price | Whether the plan is monthly or 12-month, and who owns the hardware |
ELD plus AI dash cam bundle (for example Lucid Premium) | Fleets with hired drivers, high-value freight, or insurance pressure | Camera install time and video access terms |
Large telematics platforms (Samsara, Motive) | Fleets that want one vendor for many add-on modules and are fine with a quote process | Quote-only pricing as of November 2026; ask for the full contract term in writing |
Standalone TMS | Fleets with 4+ trucks doing their own dispatch and invoicing | Which ELDs it connects to for location and HOS data |
Standalone maintenance app | Fleets with their own shop or many trucks on different service intervals | Whether it imports DVIR defects or odometer readings automatically |
Spreadsheets and paper | 1-2 trucks on a tight budget, for everything except logs | Logs still require a registered ELD for most interstate drivers |
Lucid ELD sits in the first two rows. Standard includes an FMCSA-registered ELD with automatic HOS, IFTA reporting, DVIR, real-time GPS tracking, a fleet dashboard and a driver app with a one-tap DOT inspection mode. Premium adds dual-facing AI dash cams with in-cab alerts and a Safety Inbox. Lucid's maintenance, fuel cards, fleet mobile app, coaching tools and driver scoring are coming soon, not available yet, so plan to use separate tools for those today.
Fleet software for 5 trucks: what does it cost?
Compare a 12-month and a 36-month total for every quote. Fill in the blanks for each vendor you are considering. Lucid's row uses listed prices as of November 2026 from lucideld.com/pricing.
Cost item | Lucid Standard, 12-month plan | Lucid Premium, 12-month plan | Vendor B (quote) |
|---|---|---|---|
Per truck per month | $50 | $70 | ____ |
Monthly for 5 trucks | $250 | $350 | ____ |
Hardware | Free, yours to keep | Free, yours to keep | ____ |
Setup or activation fee | None | None | ____ |
12-month total, 5 trucks | $3,000 | $4,200 | ____ |
36-month total, 5 trucks | $9,000 | $12,600 | ____ |
The 36-month figures simply repeat the listed yearly rate three times; renewal pricing after year one is not published, so confirm it with Lucid before relying on it. On monthly plans, Lucid lists $60 per truck (Standard) or $89 (Premium), cancel anytime, with rented hardware or the option to buy the ELD for $149 or the camera bundle for $399.
Samsara and Motive both route pricing through a quote request form on their own sites as of November 2026 (Samsara, Motive). Treat any number you see on a blog as an estimate, not their price.
Questions to ask any vendor for a full-term quote:
- What is the per-truck monthly rate, and is it fixed for the whole term?
- How long is the contract, and does it auto-renew?
- What does it cost to leave early?
- Is hardware included, rented or purchased, and do you keep it if you cancel?
- Are there setup, activation, shipping or card processing fees?
- Which features cost extra (cameras, IFTA, TMS connections, extra users)?
How do you choose a trucking fleet management system?
Work through these steps in order.
- List what you do on paper or by phone today. Logs, DVIRs, IFTA miles, check calls, invoices, repairs. Each one maps to a software category above.
- Fix the legal pieces first. Pick a registered ELD and confirm the model and ELD ID on FMCSA's list. Keep your DVIR and maintenance retention rules in mind.
- Decide monthly or annual. Monthly costs more per truck but lets you leave; annual is cheaper but locks you in. Seasonal fleets should price both.
- Check integrations before signing. Ask which TMS, load board, broker tracking and factoring tools the ELD connects to, and whether that connection costs extra.
- Test it in a real truck. Plug in the device, run a full day of logs, practice the roadside transfer, and pull an IFTA mileage report.
- Get every price in writing for the full term. Use the worksheet above so vendors are compared on the same basis.
- Plan the switch. If you are leaving another ELD, export at least 6 months of logs and supporting documents first, as required under 49 CFR 395.8(k), and review unidentified driving records as 49 CFR 395.32 requires before the old account closes.
What integration questions should you ask?
Software that doesn't share data creates double entry, which is where small fleets lose hours. Ask each vendor:
- Which TMS platforms does your ELD send location and HOS data to, and is the connection built in or custom?
- Can brokers get live tracking through tools like MacroPoint or Highway without a separate app?
- Can I export logs, IFTA mileage and DVIRs in a standard file format if I leave?
- Is there an API, and on which plan?
- How many user logins does each plan include for dispatchers and office staff?
For reference, Lucid lists TMS, anti-fraud tool, Highway and MacroPoint integrations ("30+ integrations") on Standard and Premium, and API or custom integrations on Enterprise+. Lucid also offers a free trial, so you can check those connections against your own TMS before committing. See plans on the pricing page.
Want live GPS tracking and a fleet dashboard? Talk to the Lucid ELD team
Educational content, not legal advice. Confirm requirements against current FMCSA regulations and your state's rules.
FAQ
What is the best fleet management software for a small trucking company?
The best fit for most 1-20 truck fleets is a registered ELD that includes GPS tracking, DVIR and IFTA reporting, paired with a TMS once dispatch and invoicing take real time. Compare total cost over the contract term, not the monthly rate.
Do I need fleet management software if I only have one truck?
You need a registered ELD if you are required to keep logs and no exception applies. Beyond that, one truck can often run on the ELD app, an invoicing tool and a fuel card.
Is a TMS the same as fleet management software?
No. A TMS manages loads, dispatch and billing. An ELD or telematics system records hours of service, location and vehicle data. Many fleets use both and connect them.
How much does fleet management software cost for 5 trucks?
On Lucid's listed prices as of November 2026, 5 trucks cost $250 a month on Standard or $350 on Premium with a 12-month plan. Samsara and Motive are quote-only, so get their full-term quotes in writing.
Does Lucid ELD include maintenance tracking and fuel cards?
Not yet. Maintenance, fuel cards, a fleet mobile app, coaching tools and driver scoring are listed as coming soon. DVIR, IFTA reporting and GPS tracking are available today.
How long do I have to keep fleet records?
Logs and supporting documents: at least 6 months. DVIRs: 3 months. Maintenance records: 1 year where the truck is housed or maintained, and 6 months after it leaves your control.
