About HighwayTMS

What HighwayTMS is

HighwayTMS is a browser-based transportation management system (TMS) for trucking companies. Each company gets its own workspace where a small team can keep the daily operation organized in one place instead of spreading it across spreadsheets, texts, and paper.

In a company workspace, authorized users can:

• Track loads — who the freight is for, where it picks up and delivers, when it moves, which truck runs it, and its status from booked to delivered;
• Manage the fleet — truck numbers, VINs, and driver assignments;
• Keep driver profiles — contact details plus CDL and DOT medical-card expiration dates with advisory status reminders;
• Store documents — bills of lading (BOL), proofs of delivery (POD), rate confirmations, and CDL/medical-card files, uploaded as PDF, JPEG, or PNG up to 5 MiB;
• Run Driver Settlement Statements (Admin only) — for contractors/owner-operators, with downloadable statement PDFs and an employment application template;
• Export records — CSV exports of the load list for accounting and reporting.

HighwayTMS is a record-keeping and dispatch tool. It does not dispatch freight on your behalf, employ drivers, process payments, or act as a broker or carrier, and it does not decide whether your operation is compliant — that stays with your company.

Roles

HighwayTMS provides six distinct tenant roles tailored to trucking operations, plus an isolated platform sysadmin:

• Admin — company administrator. Runs one trucking company’s workspace with complete authority. Manages company settings, invites and configures team members, configures deduction rules, creates and edits load financials, reviews and approves Driver Settlement Statements, issues invoices, manages operating expenses and payment ledgers, locks accounting periods, and reviews tenant audit logs.
• Employee — general operational staff. Handles daily freight coordination: loads, trucks, drivers, and BOL/POD operational documents. Financial rates, invoicing totals, paystubs, and company settings are restricted at the database level.
• Accountant — financial specialist. Full operational control over billing, receivables, payables, and financial reporting. Manages load gross linehaul rates, customer credit limits, invoice issuance, credit memos, contractor settlements, operating expense approvals, payment ledgers, factoring schedules, and the GL-lite Financial Journal. Company workspace settings and user administration are inaccessible.
• Dispatcher — operational dispatch specialist. Focused on daily freight movement: building loads, assigning trucks and drivers, managing multi-stop schedules, and requesting accessorial fee approvals (detention, layovers, lumpers). Freight gross rates and financial margins are strictly hidden by design to preserve financial privacy.
• Maintenance — fleet specialist. Dedicated to equipment uptime and regulatory compliance: manages power units, trailers, maintenance statuses, repair work orders with parts/labor breakdowns, fuel fill logs, and driver CDL/medical advisory reminders. Financial tables and reports are hidden.
• Readonly — auditor & observer. Provides read-only visibility into operational data, safety records, and financial reports (including invoices, settlements, and the Financial Journal). PostgreSQL-level restrictive RLS policies strictly block any insert, update, or delete operations.
• Sysadmin — platform administrator. Operates the cloud platform from a separate administrative console. Platform sysadmins manage tenant company lifecycles and system health; they do not belong to any tenant company and cannot access a company’s loads, documents, or financial records.

Each company’s data stays inside its own workspace. Users of one company cannot see another company’s records, and the platform layer is deliberately kept out of tenant operational data.

Where to start

Choose the role guide that matches your responsibilities:

• Setting up or running the company? Start with the Admin guide.
• Managing billing, contractor pay, or accounting? See the Accountant guide.
• Coordinating freight dispatch and transit stops? See the Dispatcher guide or the general Employee guide.
• Tracking trucks, repairs, and fuel fills? See the Maintenance guide.
• Reviewing records for an audit or inspection? See the Readonly guide.

For the legal and compliance side of using the service, see Legal & Privacy.