4 Best Payroll Software for Trucking Companies in 2023
This article is part of a larger series on Payroll Services.
Unlike hourly and salaried employees, truckers may have pay rates based on miles driven or truckloads carried. The best payroll for trucking companies can support these unique scenarios and fulfill trucking-specific requirements while simplifying salary calculations, driver payment processing, and International Fuel Tax Agreement (IFTA) reporting.
To find the top trucking payroll software, we looked at 18 options—from general payroll solutions to transportation management systems (TMS) that include payroll. We narrowed it down to our four best.
- Gusto: Best overall payroll software for trucking companies
- QuickBooks Payroll: Best for QuickBooks users
- ADP Run: Best for growing trucking companies needing strong human resources (HR) tools
- TruckLogics: Best for trucking companies wanting a full TMS with driver settlement tools to pay contractors
Best Trucking Payroll Software Compared
All the trucking payroll software on our list can handle driver payments, direct deposits, and manual check payouts. Below are some of the standout features.
Starter Monthly Pricing
Special Contractor-only Plan*
Pay by Mile, Work Hour, or Percentage
Built-in IFTA Reporting Tools
$40 + $6 per employee
$35 + 6 per contractor monthly
$45 + $5 per employee
$15 monthly for 20 contractors; plus $2 for each additional worker
*Contractor-only plan is for businesses without W-2 employees
Payroll for Trucking Companies Quiz
Which Trucking Payroll Service is Right For You?
Gusto: Best Overall Payroll Software for Trucking Companies
- Reasonably priced plans with full-service payroll in all tiers
- Affordable contractor-only plan
- Multiple payment options, including payroll card and on-demand pay
- Lacks integration with TMSes
- Has limited trucking-specific features
- Health insurance is available only in 37 states
- Simple: $40 per month + $6 per employee monthly
- Includes full-service payroll, tax filings, payroll tax filings, single state pay processing, two- and four-day direct deposits, employee benefits, new hire reporting, offer letter templates, onboarding, and basic support
- Plus: $80 per month + $12 per employee monthly
- Simple + next-day direct deposits, time and paid time off (PTO) tracking, applicant tracking, basic job postings, project tracking, and full support with extended support hours
- Premium: Custom-priced
- Plus + performance reviews, surveys, full-service payroll migration, access to HR experts, direct line to priority phone and email support, and a dedicated account manager
- Contractor-only plan: $35 + $6 per contractor monthly
- Full-service payroll, four-day direct deposits, and state new hire reporting
- State payroll tax registration: Pricing varies per state
- HR advisory services for Plus plan only: $8 per employee monthly (this is included for free in the Premium tier)
Gusto ranks No. 1 on our lists of the best online payroll software and leading payroll solutions. It is also our top-recommended payroll for trucking companies because it can manage pay processes for both driver and non-driver staff at reasonable rates. For a monthly fee of $40 plus $6 per person, it can calculate employee and contractor pay, handle PTO and time tracking, and file federal, state, and local taxes for you.
Since Our Last Update:
As part of a new promo, new clients of Gusto’s contractor-only payroll package will get discounted pricing of only $6 per contractor monthly (no base fee) for the first six months. After this period, you will be charged the regular monthly fee of $35 plus $6 per contractor. Note that this promotion can end at any time—please check Gusto’s website for the latest promo on offer.
It also offers essential HR tools like onboarding and new hire reporting and a variety of benefits options, from retirement plans to workers’ compensation and commuter benefits. However, its health insurance coverage isn’t as wide as those of QuickBooks Payroll and ADP Run—both have benefits plans that cover all 50 states, while Gusto’s is available only in 37 states as of this writing. TruckLogics doesn’t have this feature.
Scoring 4.23 out of 5 in our evaluation, Gusto received perfect marks in pricing, reporting, and user popularity. Many users find its interface intuitive and its support team helpful. It also scored well in several of our other criteria, given its ease of use, efficient HR features, and solid payroll tools. It would have gotten a higher overall rating if not for the limited coverage of its health benefits and lack of TMS features, like IFTA information tracking.
Gusto Key Features
Gusto’s intuitive platform makes navigating through all its features easy for users. Its online tools are simple to learn, unlike ADP Run, which has a moderately steep learning curve. If you have questions about its functionalities, Gusto has how-to guides, an online help center, and phone, email, and chat support.
Robust payroll tools
You get full-service payroll with unlimited and automatic pay runs. Plus, you can add custom earning types, such as payment by miles—something most payroll companies don’t do. You’ll need an integration like Timeero to track miles, however.
In addition to payroll tax payments and filings, Gusto automatically generates and sends electronic copies of W-2s/1099s to employees for free. This is unlike ADP Run, which charges an additional fee for that service.
Multiple payment options
You can pay employees through manual checks, pay cards, and direct deposits with two- and four-day options (next-day if you get its higher tiers). It also has a “Gusto Cashout” feature that lets your staff access earned wages—wherein the amount is based on estimated accrued net salaries—before paydays. This could be useful for advances for drivers.
However, if you need faster direct deposits, consider QuickBooks Payroll since it offers next- and same-day options. If you prefer check payments, ADP Run has check signing and stuffing services—features the three other providers on our list don’t offer.
Efficient HR tools and support
Aside from payroll, you are granted access to employee onboarding, time tracking, and self-service tools, including compliance alerts and support from HR experts. Gusto also provides several benefits options like medical, dental, vision, retirement, commuter benefits, workers’ compensation, health savings account (HSA), flexible spending account (FSA), and 529 college savings.
However, its health benefits are unavailable in 13 states: Alabama, Alaska, Hawaii, Louisiana, Mississippi, Montana, Nebraska, North Dakota, Rhode Island, South Dakota, Vermont, West Virginia, and Wyoming.
You can run and customize a wide range of reports, from payroll registers to bank transaction summaries and workforce costs. Gusto also lets you create custom payroll journals, employee lists, and employment status reports.
Want to learn more about its online tools? Check out our Gusto review.
QuickBooks Payroll: Best for Trucking Companies Using QuickBooks Accounting
- Health benefits available in all US states
- Next-day direct deposits included even in starter tier
- User-friendly with an intuitive interface
- Limited trucking-specific features; lacks IFTA tracking
- Requires QuickBooks to integrate payroll and bookkeeping, including third-party TMSes and other software
- Doesn’t handle local payroll tax payments and filings unless you upgrade to its highest plan
QuickBooks Payroll Pricing
- Core: $45 + $5 per employee
- Includes full-service payroll, next-day direct deposit, federal and state tax filings and payments, and access to 401(k) plans and benefits
- Premium: $75 + $8 per employee
- Core + same-day direct deposit; federal, state, and local tax payments and filings; workers’ compensation administration; and HR support center
- Elite: $125 + $10 per employee
- Premium + multiple state tax filing, project tracking, personal HR adviser, tax penalty protection up to $25,000 per year, and expert setup
- Contractor Payments: $15 per month for up to 20 workers; plus $2 for each additional contractor
QuickBooks Payroll is another popular system that has made our payroll best-of lists. When used with QuickBooks accounting software, it can integrate with TMSes, making it a great payroll option for trucking companies. Its pay processing tools are efficient and robust, letting you run unlimited payrolls with next- and same-day direct deposit options. It doesn’t charge for setup, plus it works with SimplyInsured for employee health benefits and Mammoth for expert HR support. This is in contrast to TruckLogics, which doesn’t offer benefits plans and lacks HR features.
Since Our Last Update:
QuickBooks Payroll has released a “Contractor Payments” plan, which is optimal for businesses that hire and pay only contract workers. It costs $15 monthly for up to 20 contractors (plus $2 for each additional worker). If you have QuickBooks Accounting, this feature is included in all plans.
It earned 4.19 out of 5 in our evaluation, with perfect marks in pricing, HR features, and reporting. It scored the lowest in trucking-specific tools because QuickBooks Payroll doesn’t have a direct way to pay by miles—you have to manually calculate and input the applicable rates when you run payroll. However, with QuickBooks Online, you can set up vendor profiles for employees, so you can track and reimburse mileage per driver or import the information from your TMS.
QuickBooks Payroll Key Features
Ease of use
QuickBooks Payroll has an intuitive interface with tools that are easy to learn and use. You can even set up and do payroll in just a few clicks. In case you require assistance, it offers customer support (through phone and 24/7 live chat), how-to guides, video tutorials, and a community forum with other QuickBooks users. However, the how-to section is cluttered and hard to search compared to the others on our list.
Pay processing and tax filing even while on the go
You get comprehensive pay processing tools and fast direct deposits (quicker than any of the providers on our list with its same-day option). Its mobile apps (for iOS and Android devices) let you run payroll and electronically file and pay taxes even while on the go—provided you have an available internet connection. Aside from ADP Run, the other providers on our list don’t have mobile apps for payroll administrators.
Efficient HR tools
Online onboarding, time and PTO tracking, and employee benefits (such as health insurance, retirement plans, and pay-as-you-go workers’ compensation) are just some of the HR features that come with QuickBooks Payroll. Unlike Gusto, its health insurance options are available across the US. However, if you’re looking for nonstandard benefits, ADP Run is a good choice since it offers retail and restaurant discounts for employees.
Integration with TMS
You can connect to TMS solutions like Tailwind and Kuebix—provided you have QuickBooks. ADP Run and TruckLogics offer similar integration options, whereas Gusto doesn’t integrate with a TMS.
Aside from payroll-related documents, you can generate and customize reports that show time sheet activity and labor costs by driver and fleet.
Find more features to like by reading our QuickBooks Payroll review.
ADP Run: Best for Growing Trucking Companies Needing Strong HR Tools
- Multiple payroll plans to choose from
- Feature-rich HR suite that offers hiring, payroll, time tracking, benefits, and talent management tools
- Integrates with TMSes
- Pricing isn’t transparent
- Time tracking, health insurance, and workers’ compensation are paid add-ons
- W-2/1099 form delivery and filing are available for an additional fee
- Lacks IFTA tracking
ADP Run Pricing
- Essential: Custom-priced
- Includes full-service payroll, tax filings and year-end tax reports, new hire reporting, and onboarding tools
- Enhanced: Custom-priced
- Essential + check signing and stuffing services, state unemployment insurance (SUI) management, ZipRecruiter job postings, and background checks
- Complete: Custom-priced
- Enhanced + access to HR forms, an employee handbook wizard, and a dedicated HR support team
- HR Pro: Custom-priced
- Complete + online training programs, employee handbook creation assistance, and HR advisory services
ADP Run is a versatile payroll program that can meet the needs of small to large businesses in a variety of industries, including trucking. It has multiple payroll packages with a wide range of payroll and HR features to support trucking companies as they grow. It even offers professional employer organization (PEO) services if you need expert assistance in handling HR administrative tasks without expanding your in-house HR team.
With an overall score of 3.52 out of 5 in our evaluation, it earned perfect ratings in HR features and reporting and high marks (4 and up) in user popularity and payroll functionalities. Compared to Gusto, ADP Run offers a wider range of payroll tools for truckers as it supports nondriver staff designations and integrates with trucking software. It also has background checks, which is useful when hiring drivers. However, nontransparent pricing, additional fees for year-end tax reporting, and the lack of IFTA tracking features prevented ADP Run from ranking higher on our list.
ADP Run Key Features
Compared to TruckLogics, Gusto, and QuickBooks Payroll, ADP Run has the most extensive HR solution suite, enabling you to efficiently handle the entire employee lifecycle. Aside from payroll, it offers recruitment, time and attendance, benefits, learning and development, and performance management tools. It even provides HR outsourcing and PEO services. Of course, these extras come at an increased price.
Efficient HR solutions
While several of the products on our list have basic onboarding tools, ADP Run offers complete employee onboarding tools, including background checks. Its mobile apps—iOS and Android—also let your employees access their pay stubs, tax forms, time sheets, and benefits information while on the go.
There’s even a mobile app for payroll administrators to run payroll, whereas Gusto and TruckLogics don’t offer this. Plus, if you need expert support, ADP Run has a team of HR professionals that can assist you with compliance and HR issues—provided you subscribe to its higher tiers.
Trucker-friendly payroll tools
ADP Run can handle nondriver staff designations and integrates with TMSes, such as Tenstreet and allGeo. Aside from hours worked, it supports pay calculations by other means like miles driven—a pay processing functionality that most trucking companies need. Gusto and QuickBooks Payroll can’t do this automatically.
Multiple payment options with secure paychecks
In addition to direct deposits, you can pay employees through paychecks and a Wisely Direct debit card. If you subscribe to ADP Run’s premium payroll packages, you are granted access to paychecks with advanced fraud protection features, including check signing and stuffing services—a feature that none of the other providers in this guide offers.
You can view, run, customize, and print a wide range of payroll and HR reports.
Know more about this software’s online solutions by reading our ADP Run review.
TruckLogics: Best for Trucking Companies Needing a Full TMS With Driver Settlement Tools to Pay Contractors
- Easy to learn and use
- Includes IFTA tracking
- Inexpensive for very small trucking companies/indie drivers
- Driver settlement solution supports expense and allowance payments
- Driver settlement tool doesn’t include payroll tax filings
- You have to integrate with third-party software (like PayWow) for time tracking and payroll for non-driver employees
- Lacks employee benefits options and benefits administration tools
- One to two trucks: $9.95 to $29.95 per month
- Three to seven trucks: $29.95 to $69.95 per month
- Eight to 14 trucks: $49.95 to $89.95 per month
- 15-plus trucks: $79.95 to $119.95 per month
*Basic plans include truck dispatch, load, contact, document, and staff management tools. Higher tiers come with extensive IFTA reporting features.
TruckLogics is a comprehensive TMS that includes everything from truck dispatch and IFTA tracking to maintenance scheduling and driver management. It also has business intelligence tools and online document management, plus it can handle driver settlements and manage your accounts. It doesn’t have payroll tax filing capabilities and HR features like the other providers on our list. And if you want payroll for your nondriver staff, you have to integrate with third-party software solutions like PayWow, which can handle payments for contractors and hourly and salaried employees.
PayWow is designed by the same company that made TruckLogics, so the two integrate seamlessly. However, you need a paid PayWow subscription to access its platform. Plus, PayWow’s complete payroll plan is available only in North and South Carolina as of this writing.
With 3.5 out of 5 on our evaluation, TruckLogics earned high marks (3 and up) in most of our criteria with perfect scores in pricing and trucking-specific features. It lost points due to its lack of employee benefits options and HR solutions (like online onboarding) and the low number of average user reviews on third-party sites like G2 and Capterra. However, users still find TruckLogics easy to learn and use. They also appreciate its breadth of trucking management tools and good customer support.
TruckLogics Key Features
Comprehensive mobile app
TruckLogics’ mobile app works for employers and drivers and has no limit on users. The toolset depends on the plan you purchase but can include dispatch, filing Form 2290s, logging trips, fuel purchases, per diem, storing receipts, and more. ADP Run and QuickBooks Payroll both have mobile apps, but the functionalities are more HR- and payroll-related.
Complete set of TMS tools
TruckLogics is the only trucking payroll software we reviewed that has a complete set of trucking management tools. Its features include dispatch scheduling and assignment, miles calculations, bills of lading, and invoicing. You can also monitor truck maintenance schedules, driver preferences, and IFTA information. TruckLogics even offers several reporting options, from year-end taxes to equipment maintenance and insurance tracking. Plus, it provides an online portal for drivers.
Pay drivers and staff
If all you want is to reimburse drivers, TruckLogics can handle that with a simple process. It lets you pay drivers by miles driven, a flat hourly rate, and a percentage of hauling fees. You can also add reimbursements and deductions (like fuel and parking fees) that are not part of the truck dispatch.
However, its integration with PayWow provides you with more flexibility. It lets you manage driver and dispatch settlements, reimbursements, and deductions. You can pay hourly and salaried employees and use the included time tracker for capturing your workers’ actual hours worked. Plus, it deposits and files state and federal taxes for you.
If you need help selecting from our list of top payroll for trucking companies, follow our step-by-step guide on choosing payroll services.
How We Chose the Best Payroll Software for Trucking Companies
In our evaluation of the best trucking payroll software, we compared a mix of trucking software with payroll functionalities and payroll software that would allow payment by miles or loads. We chose solutions that offered the best combination of payroll processing and trucking-specific features, giving priority to the latter.
Trucking-specific systems (like TMSes) usually scored high for trucking-related features but low for essential HR and payroll functionalities. Similarly, payroll software providers offer solid pay processing and HR solutions but limited trucking features. You’ll need to decide your priorities when selecting.
To see our full evaluation criteria for the best payroll software for trucking companies, click through the tabs in the box below:
20% of Overall Score
15% of Overall Score
We gave points for plans costing less than $100 monthly for five employees. We also favored companies with transparent pricing, no set-up fees, and unlimited pay runs. Gusto and QuickBooks Payroll earned perfect scores here.
15% of Overall Score
Software that can calculate taxes and offer two-day direct deposits and other payroll tools, such as automatic pay runs and year-end tax report preparation and delivery, are rated favorably. Gusto and QuickBooks Payroll earned the highest points in this criterion, both scoring 4.75 out of 5.
15% of Overall Score
Our experts considered affordability and how well the features meet the needs of small trucking businesses for HR and payroll. Gusto received a perfect score here, while ADP Run posted the lowest rating (3 out 5), mainly because of its non-transparent pricing and limited trucking-specific features.
10% of Overall Score
We looked for HR tools like new hire reporting, online onboarding, compensation management, training, performance management, and self-service portals. Of the four providers on our list, only TruckLogics didn’t get a perfect score here since it doesn’t have HR functionalities.
10% of Overall Score
Aside from having access to standard payroll reports, we looked at whether you can customize them. The platforms that met all the requirements in these criteria are QuickBooks Payroll, ADP Run, and Gusto.
10% of Overall Score
We looked for features that make the software easy to learn and use, such as having an intuitive and modern-looking interface. We also checked the integration options available, file export capabilities, and the type of customer support offered. Gusto and QuickBooks Payroll are the highest scorers (4 and up) here.
5% of Overall Score
Trucking companies have many moving parts to keep track of—and we’re not just talking about the trucks themselves. With the best trucking payroll software, especially one that is part of a TMS or can integrate with one, your office staff can keep your drivers paid on time and accurately.
Although it’s not TMS software, we chose Gusto as the best payroll software for trucking companies. It has an excellent range of payroll and HR features, including benefits. In addition, you can set it to pay according to mileage or load rather than by hour or salary. It has a cheaper plan for contractors, too. Sign up for Gusto today.