FleetDesk Pro: the complete guide

What FleetDesk Pro does

FleetDesk Pro is one place to run a small trucking business: your loads, trucks, drivers, brokers, invoices, expenses, fuel, IFTA, paperwork and driver pay. It also has AI tools that read receipts and rate confirmations for you, a voice assistant for drivers, and an office assistant that watches for late invoices and missing paperwork.

You can use it on a computer, on a phone browser, or in the FleetDesk Pro iPhone and Android app.

Sign up and start your free trial

1. Go to fleetdeskpro.com and tap Start free.
2. Type your email and choose a password with at least 8 characters, then tap Create my account.
3. That's it. You land on your Dashboard and your free trial starts right away. No credit card is needed.

The trial lasts 30 days and every feature is included. After that FleetDesk Pro is one simple price: $20 a month for everything, with no tiers.

Log in, log out, forgot password

1. Go to fleetdeskpro.com and tap Log in, or open the app.
2. Enter your email and password and tap the log in button.
3. To leave, use the log out icon at the bottom of the menu (or Log out at the top of the screen on a driver login).

Forgot your password? Tap Forgot password? on the log in page. There is no automatic reset email. Instead, send an email to hello@fleetdeskpro.com from the address on your account with the subject Password Reset. We send back a temporary password. Log in with it and change it right away (see Account and password).

A quick tour of the screen

• Menu (left side on a computer). Groups like Freight, Fleet & Drivers, AI Tools and Finance. Tap a group to open it. On a phone, tap More at the bottom right to open the menu.
• Find a page. The small box at the top of the menu filters the menu as you type, so you can jump to any page by name.
• Search bar (top). Search loads, drivers, trucks and invoices in one box.
• Phone bottom bar. Home, Loads, Trucks, Drivers and More.
• Trial and plan badge (top right). Shows how many free trial days are left, or Pro active once you subscribe.
• Alerts badge. When the office assistant finds something, a badge like 2 alerts appears at the top. Tap it to open the Assistant Inbox.

The Dashboard is your home page. It shows estimated profit, total revenue, average rate per mile and open invoices at the top. Below that are alerts, your load pipeline (Planned, Dispatched, Delivered), your recent loads and quick action buttons. Open All metrics at the bottom for the full list of numbers.

Need this guide again? Tap Help in the menu (on a driver login, the Help button at the top of the screen) at any time. It always opens the guide for your role first.

The setup checklistOwner, Dispatcher

Open Overview › Setup Checklist to see what is left to set up. It lists ten things and marks each one Complete or Needed, with an Open button that jumps straight to the right page.

Company profile and defaultsOwner

1. Open Admin › Settings (owner only).
2. Fill in Company Name, MC Number, DOT Number, phone, email and address.
3. Under Defaults set Invoice Due Days (how long brokers have to pay you), the default Owner-Op Percent and Company Mileage Rate ($/mi) for driver pay, and your usual Default Fuel State and Default IFTA State.
4. Add an Invoice Footer (for example how to pay you) and a Settlement Footer. They print on your documents.
5. Tap Save Settings.

Add trucks

1. Open Fleet & Drivers › Trucks. The page is called Fleet.
2. Open Add a truck.
3. Enter a Truck Code (like T1), a Description (like 2020 Freightliner Cascadia) and, if you know it, the MPG (optional).
4. Tap Save Truck.

To change a truck later, tap Edit on its row. Utilization (top right) shows how busy each truck has been.

Add drivers and how they are paid

1. Open Fleet & Drivers › Drivers. The page is called Driver Roster.
2. Open Add a driver and type the driver's Name, Phone, Status (for example Available) and Home Base.
3. Under Pay Profile choose the Driver Type: Owner Operator, Company Driver or Both.
4. Enter the Owner-op Percent (the share of the load an owner-operator keeps, like 80) and/or the Company Mileage Rate ($/mi) (like 0.65 for a company driver).
5. Tap Save Driver.

The View button on a driver's row opens a phone-friendly list of that driver's loads. Fleet & Drivers › Driver Availability shows who is free and who is on a load.

Add shippers and brokers

1. Open Fleet & Drivers › Shippers / Brokers. The page is called Shipper CRM.
2. Open Add Shipper and enter the Name, contact name, phone and Email. The email is used to fill in the To box when you email an invoice.
3. Under Broker credit and payment, fill in the MC number, the Payment terms (days), a Credit status (Unchecked, Approved, Caution or Do not haul) and, if you like, Your rating (1-5).
4. Tap Save Shipper.

The list shows how fast each broker really pays (average days to pay), so you can see who is slow. Payment terms you enter here are used instead of your company default when an invoice is created for that broker's loads.

Import a list from a spreadsheet

Every list can be imported: trucks, drivers, shippers, loads, quotes, invoices, expenses, fuel, IFTA miles, documents, compliance, maintenance, safety incidents and more. They all work the same way. Look for the menu items that start with Import.

1. Open the Import page, for example Fleet & Drivers › Import Trucks. (All import pages are listed in Reports & Audit › Import Templates.)
2. Tap the Download ... Template button to get a sample spreadsheet with the right columns. Fill it in with Excel or Google Sheets and save it as CSV.
3. Open your CSV file in any text editor, copy everything, and paste it into the big box.
4. Tap Preview Import. The page shows what it understood and lists any lines it could not use, with the line number and the reason.
5. Fix the problems in your file, paste again and preview again. When it looks right, tap the create button (for example Create Trucks).

The four roles

Every login has a role. The person who signed up is the Owner. The owner adds everyone else in Admin › Team Access (Admin group, owner only). Everyone works inside the same company, so they all see the same company's data, but only the parts their role allows.

Add a person

1. Open Admin › Team Access.
2. Under Add a person, enter their Email (their login) and optionally their name.
3. Choose a Role.
4. For a driver, also pick the Driver record (drivers only). Add the driver in Drivers first. Each driver record can have one login.
5. Type a Temporary password of at least 8 characters and tap Add person.
6. Send them the email and temporary password privately. They can change it on their My Account page.

You can add up to 25 people.

Change, disable or remove someone

• Disable stops them logging in. Re-enable turns it back on. Their history stays.
• Reset password sets a new password for them. Type it first, then tap the button.
• Change role switches between Dispatcher and Accountant. To change a driver login, remove it and add it again.
• Remove deletes the login for good (it asks you to confirm).

The Audit log button at the top shows who added or changed people. Export CSV downloads the list.

What each role sees in the menu

Your own menu only ever shows pages you can open, so if something in this guide isn't in your menu, it belongs to a different role.

Add a loadOwner, Dispatcher

1. Open Freight › Loads. The page is called My Loads.
2. Open Add a new load.
3. Fill in the Load ID / Code (any name you like, like L1 or the broker's number), Revenue ($) (what the broker pays you), Miles, Pickup City and Dropoff City. Type cities as City, ST (for example Roanoke, VA) so IFTA can figure out the states.
4. Pick the Shipper / Broker. If it was a one-off, leave it on None / Spot Market.
5. Set the Pickup date and Delivery date, and type the broker's Broker reference / PO # if there is one.
6. Leave Status on Planned for now and tap Save Load.

The list below shows each load's rate per mile (RPM). Rates under $2 a mile show in red so weak loads stand out. Use the Status, Shipper / Broker and RPM filters above the list to narrow it down.

Have a rate confirmation on your phone? Skip the typing: tap Scan rate con and AI fills most of this in for you (see AI Tools).

Look at a load (accountants)Accountant

Accountants can open Freight › Loads to look up a load and its files. Dispatch normally adds and updates loads, so check with the owner before changing one. Use the load's page to see the broker, dates, files, closeout checklist and any invoice or settlement.

The load pageOwner, Dispatcher

Tap Open on any load to see everything about it in one place:

• The top shows revenue, miles, RPM, status, driver, truck, broker, closeout progress, the pickup and delivery dates and the broker reference.
• Files (rate con, BOL, POD) lists attached paperwork. Tap + Attach file to add one, or Scan a document to have AI read it.
• Closeout Checklist has eight boxes: Rate Con, BOL, POD, Fuel Receipt, Lumper, Invoice Sent, Payment Received and Settlement Ready. Tick them as they happen and tap Save Closeout. Attaching a rate con, BOL or POD tick its box for you.
• Assignment is where you pick the driver and truck and change the status. Tap Save Assignment. If you assign a new driver, they get a phone notification when the app's alerts are on.
• Add Note keeps a running diary for calls with the broker, detention, lumper and so on. Notes, status changes and files all show in the Timeline at the bottom.

Buttons to create the money paperwork also live here: Create Invoice From Load, Create Owner-Op Settlement and Create Company Settlement. A settlement needs a driver to be assigned first.

Statuses and the pipeline

A load moves through three statuses:

Freight › Load Pipeline counts your loads by status, shows how many have a driver and truck, and flags weak loads.

Owner, DispatcherDispatch & Ops › Dispatch Board groups loads that still need a driver, loads on the road and finished loads. Dispatch & Ops › Assignments lets you change status, driver and truck for many loads from one table.

Drivers can also move their own load forward from their phone: Start trip sets it to Dispatched and Mark delivered sets it to Delivered.

Closeout: finish the paperworkOwner, Dispatcher

A load isn't really done until its paperwork is in. Dispatch & Ops › Closeout shows every load's checklist progress in one board, so you can see what is missing (for example a delivered load with no POD). Each load's Save Closeout on its own page updates the same checklist.

Quotes: price a load before you take itOwner, Dispatcher

1. Open Freight › Quotes (the page is called Quote / Rate Planner).
2. Fill in the Quote / Load Code, the broker, pickup, dropoff, Revenue, Miles, and your guesses for Fuel Cost, Tolls, Extra Costs and Driver Pay Estimate.
3. Tap Add Quote. The list shows your estimated profit and margin so you can decide whether the load is worth it.

• Tap Accept to turn a quote into a real load. It is created as Planned with the same code, lanes, miles and rate.
• Tap Reject if you pass on it.

Freight › Quote Conversion shows how many quotes you win and how much margin you expect. Freight › Forecast adds quotes, active loads, delivered loads that aren't invoiced yet and open invoices into a look-ahead of money coming in.

Import loadsOwner, Dispatcher

Moving from a spreadsheet? Use Freight › Import Loads. The columns are code, shipper, pickup, dropoff, miles, revenue, status, driver, truck and notes. See Set up your company for the import steps. Quotes have their own Freight › Import Quotes.

Good to know before you use AI

• AI tools are in the AI Tools menu group. They work during your free trial and while you're subscribed.
• AI can be wrong. Every scan shows you what it read and asks you to check it before anything is saved. Look at the numbers.
• There's a limit on how many AI requests one account can make in an hour, to keep things fair. If you hit it, wait a bit and try again.
• If AI says it can't read a file, you can always type the details in by hand.

Scan a rate confirmation or BOL

1. Open AI Tools › Scan Rate Con / BOL (or tap Scan rate con on the Loads page).
2. Tap the file box and take a photo, or choose a photo or PDF (JPG, PNG, WEBP or PDF). For a rate con with several pages, upload the PDF.
3. Under What is it? choose Rate confirmation, Bill of lading or Proof of delivery.
4. Tap Read with AI.
5. You see What the AI found: broker, MC, reference number, pickup and delivery places and dates, rate, miles, payment terms and commodity. Anything it couldn't find says not found.
6. Check it against the paper. Then tap Create a load from this to open a new load with the boxes filled in, or choose a load and tap Attach to file it on a load you already have.

Attaching a rate con, BOL or POD ticks the matching box on the load's closeout checklist. Every scanned file is also kept in Compliance & Records › Files & Uploads.

Scan a fuel receipt

1. Open AI Tools › Scan Fuel Receipt.
2. Tap the photo box. On a phone it opens the camera. Lay the receipt flat with good light and fill the frame.
3. Tap Read Receipt with AI.
4. On the Confirm the details page, check the vendor, Gallons, Total Amount ($), Date and State. Gallons, total and state are required. Add the odometer and truck if you want.
5. Tap Save Receipt. The receipt photo is saved with it.

Saved fuel receipts feed Compliance & Records › Fuel Efficiency, cost per mile and your IFTA worksheet.

Scan an expense receiptOwner, Accountant

Use AI Tools › Scan Expense Receipt for lumper fees, scale tickets, tolls, parking and repairs. It works just like the fuel scan. Tap Read Receipt with AI, check the Vendor, Amount ($), Category and Date (amount and category are required), then tap Save Expense. The expense shows up in Finance › Expenses.

AI CopilotOwner, Dispatcher

AI Tools › AI Copilot answers questions about your own business using the loads, expenses, invoices and fuel you've entered. It only knows what's in FleetDesk, and it says so when data is missing.

1. Open AI Tools › AI Copilot (called Profit + Dispatch Advisor).
2. Pick a Mode: Ask anything, Profit audit, Dispatch review, Collections / AR, IFTA + fuel audit or Broker message.
3. Type your question, for example "Which loads are weak?", "Draft a broker update" or "Who should I collect from first?"
4. Tap Analyze Operation. The answer has a bottom line, what the numbers show, risks and recommended next steps.

AI DispatcherOwner, Dispatcher

AI Tools › AI Dispatcher suggests which driver and truck should take each load. You are always in charge: nothing changes until you tap Apply.

1. Make sure you have loads, drivers and trucks added.
2. Open AI Tools › AI Dispatcher (called Auto-Assign Loads). Add Dispatcher notes (optional) such as "Marcus is off Friday".
3. Tap Generate AI Plan and read the plan.
4. If you like it, tap Apply AI Plan. The page tells you how many assignments were applied.

Other places AI helps

• AI Rate on the load form suggests a price (see Loads).
• AI Draft Notes on an invoice writes friendly payment notes.
• AI IFTA Analysis on the IFTA page looks for gaps before quarter end.
• Collections can draft a follow-up email for a late invoice.

You always read and send these yourself. AI never sends anything on its own.

Create an invoice

The quickest way is from the load. Open the load and tap Create Invoice From Load. It makes an invoice for the load's revenue and uses the broker's payment terms for the due date (or your company default of Invoice Due Days). A load only gets one invoice.

Or do it from Billing & AR › Invoices:

1. Under Create Invoice, choose the Load.
2. Check the Issue Date and Due Date. The amount defaults to the load's revenue. Type a different Amount if needed and add Notes such as a reference number.
3. Tap Create Invoice. It is numbered like INV-00001.

The invoice log shows each invoice's status: Draft, Sent, Paid, or Overdue (when the due date has passed and it isn't paid). Change the status in the row's drop-down and tap Save. FleetDesk doesn't mark an invoice Paid on its own, so do it when the money arrives.

PDF and email

Open an invoice for its page. From there:

• Download branded PDF gives you a clean invoice with your company name and footer. Print packet opens a print view.
• Email invoice opens a short email form: the To box (filled in from the broker's email if you saved one), the subject and the message. The PDF is attached for you. Tap Send invoice.
• Every email is listed under Email history, including whether it was sent or failed.

Chase late payments

1. Open Billing & AR › Payment Reminders. It lists overdue invoices, who owes you, how many days late and when you last reminded them.
2. Tap Review & send on one invoice, check the message and tap Send reminder. The branded PDF is attached.
3. To send many at once tap the Send button at the top. It skips invoices with no broker email and ones you reminded in the last 7 days, and sends at most 20 per click.

Each reminder is logged as a follow-up in Billing & AR › Collections, where you can also note who you talked to, a Promise To Pay date and a next follow-up date. Billing & AR › A/R Aging shows what each customer owes in buckets: Current, 1-30, 31-60, 61-90 and 90+ days.

You can also let the office assistant prepare reminder drafts for you each day. It never sends them by itself unless you turn that on (see Office assistant).

Factoring

If you sell your invoices to a factoring company, Billing & AR › Factoring keeps track of the advance, the fee and the reserve so you know what you really net.

1. First tell FleetDesk about your factor. At the bottom of the page, under Factoring companies, enter the New factor name, Advance %, Fee % of invoice and their Submission email. Tap Add factor. Use the numbers from your own contract. The starting values (90% and 3%) are only placeholders.
2. Under Invoices you could factor, pick the factor next to an invoice and tap Submit. You see an estimate of the advance and fee first.
3. When the factor pays your advance, tap Advance received.
4. When the broker pays the factor and the reserve is released to you, tap Broker paid · reserve released. The invoice is marked Paid.

• Package (ZIP) downloads the invoice PDF together with the BOL, POD and rate con, ready to send to your factor.
• Email to factor sends that package to your factor's submission email (only when email is set up).
• Rejected records that the factor said no. Undo takes an invoice out of factoring if you submitted it by mistake.

The numbers at the top show advances received, reserve held by the factor, fees paid, cash in so far, money awaiting an advance, and what you'll net after fees. The fee is an estimate from your factor's rate, so check it against their statement.

Expenses

1. Open Finance › Expenses (called Operating Expenses).
2. Under Add Expense pick the Date, type a Category (like Insurance, Repair or Toll), the Vendor and the Amount.
3. Optionally pick the Truck and Load it belongs to, and add Notes.
4. Tap Save Expense.

The By Category table shows where your money goes. Fuel is tracked separately in Fuel Receipts, so don't enter it twice.

Fuel receipts

1. Open Compliance & Records › Fuel Receipts (called Fuel Purchases).
2. Fill in the Date, State, Vendor, Gallons, Total Amount and optionally the Odometer, Truck and Load.
3. Tap Save Receipt.

Fuel receipts are used for IFTA (gallons bought in each state), for miles per gallon and for cost per mile. Compliance & Records › Fuel Efficiency compares trucks and states. You can also scan a receipt with your camera (see AI Tools).

Bills you owe (payables)

Use Finance › Payables (Accounts Payable) for insurance, truck payments, permits and other bills. Fill in the Vendor, Category, Bill Date, Due Date, Amount and Status, then tap Add Bill. For bills that come every month, use Recurring Bills and tap Add Recurring. Bills that are due show up on the Day Close and Weekly Review pages.

See your profit

• Finance › Profit is your profit and loss for any dates. Pick a start and end date and tap Run P&L.
• Finance › Load Profit shows the margin on each load after fuel, expenses and driver pay.
• Finance › Cash Flow looks ahead at money coming in (invoices) against money going out (fuel, expenses, payroll, maintenance, compliance).
• Finance › Vendor Spend adds up what you spend with each vendor.
• Finance › Bank Reconcile helps you match paid invoices and payments to your bank statement.

Pay your drivers (settlements)

A settlement is the pay sheet for one load. Owner-operators are paid a percentage of the load (their Owner-op Percent). Company drivers are paid by the mile (their Company Mileage Rate). Set these on the driver, in Drivers.

1. After the load is delivered, open it and tap Create Owner-Op Settlement or Create Company Settlement. The driver must be assigned to the load.
2. Open the settlement. Add deductions (like fuel advances, escrow or insurance) or reimbursements under Add Line Item and tap Add Item.
3. Change the status from Draft to Ready when it has been checked, and to Paid when you've paid the driver. Tap Save Status.
4. Use Print / Save PDF to give the driver a copy.

Settlements & Payroll › Approval Queue lists every settlement waiting to be approved or paid, with Approve and Mark Paid buttons. Settlements & Payroll › Pay Statements gives each driver a statement, and Settlements & Payroll › Final Payroll is the full list of payroll.

What it does

IFTA is the quarterly fuel tax you file with your home state. It needs three things for each state you drove in: the miles you drove there, the gallons of fuel you bought there, and that state's tax rate. FleetDesk builds the table for you from your loads and fuel receipts.

Get it ready, step by step

1. Enter your fuel. Add fuel receipts in Compliance & Records › Fuel Receipts (or scan them). Be sure each one has the right State.
2. Enter your miles. Either add miles by state in Compliance & Records › IFTA with Add Jurisdiction Miles and Save Miles, or just add pickup and dropoff as City, ST with dates on your loads. FleetDesk estimates miles for delivered loads that have none.
3. Enter the tax rates. Open Compliance & Records › IFTA Worksheet, tap Tax rates, and paste one STATE,RATE per line for the quarter (for example one line per state). FleetDesk doesn't guess rates because they change every quarter. Get the diesel rates from the IFTA, Inc. rate table (iftach.org) or your home state. Tap Save rates.
4. Open Compliance & Records › IFTA Worksheet, choose the Year and Quarter and tap Show.

The page shows total miles (split into recorded and estimated), gallons bought, fleet miles per gallon and the net tax due (or a credit). The By jurisdiction table has a row per state.

Loads whose miles were only estimated are listed under Estimated from loads. Their miles are spread across the states between pickup and dropoff, which is a guess. Tap Save these as editable mileage records to keep them, then replace them with real miles when you have them.

Download and file

Tap Download PDF for a printable worksheet or Download CSV for a spreadsheet. FleetDesk does not file your IFTA return for you. Use the numbers when you file with your state. Interest and penalties are not included.

The older Compliance & Records › IFTA page also shows a state summary and the mileage log, and has an AI IFTA Analysis button that looks for gaps. Compliance & Records › Import IFTA imports miles from a spreadsheet.

Files and uploads

Compliance & Records › Files & Uploads is your paperwork library. Keep receipts, rate confirmations, BOLs and PODs next to the loads they belong to.

1. Open Compliance & Records › Files & Uploads and open Upload a file.
2. Choose a file (JPG, PNG, WEBP or PDF, up to the size shown on the page).
3. Pick the Type (Receipt, Rate confirmation, Bill of lading, Proof of delivery, Lumper receipt or Other) and, if it belongs to a load, choose the load.
4. Tap Upload.

Attaching a rate con, BOL or POD to a load ticks its closeout checkbox. Use Type and the filter to find things later. Files that were read with AI have an AI details button.

Document registerOwner, Dispatcher, Accountant

Compliance & Records › Documents is a list of the paperwork you need to track, with due dates. Add things like PODs, insurance, permits, registration and inspections. Fill in the Type, Title, what it's for (Record Type), any load, truck or driver, the Due Date and Received Date, and a Reference / Link such as where the file is. Tap Add Document.

Compliance & Records › Attachments (Attachment Control) shows records with no file reference, and Compliance & Records › Doc Expirations shows what is expiring soon.

Compliance trackerOwner, Dispatcher

Compliance & Records › Compliance tracks the things the DOT cares about: annual inspections, registration, insurance, IFTA decals, 2290, UCR, permits, medical cards and driver licenses. Pick the Type, give it a Name, set the Due Date, pick a truck if it applies and tap Add Item.

Compliance & Records › Compliance Risk ranks what is overdue or due soon. Compliance & Records › DOT Audit Binder pulls documents, compliance, maintenance and safety records into one inspection-ready view. Compliance & Records › Driver Qual Files and Compliance & Records › Equipment Files gather the records for each driver and truck.

Maintenance and safetyOwner, Dispatcher

Compliance & Records › Maintenance records service due by date or miles. Pick the truck and service, set what's due and tap Add Service. Compliance & Records › Maintenance Costs shows what you've spent on repairs.

Compliance & Records › Safety Incidents logs accidents, violations and inspections. Fill the form and tap Add Incident.

Calendar and remindersOwner, Dispatcher

Dispatch & Ops › Calendar puts due dates for compliance, maintenance, bills, collections and active loads on one calendar list. Dispatch & Ops › Reminders (the Reminder Center) lists what is overdue or coming up soon. The office assistant also watches expiring items for you (see Office assistant).

How integrations work here

• Only the owner can connect things in Admin › Integrations (Admin group). Dispatchers can read the HOS board.
• FleetDesk never shows made-up data. Nothing appears until you save real credentials and the provider answers.
• Your credentials are stored encrypted and only used when you press a button.

Connect your ELD (Samsara or Motive)Owner

1. Get an API token from your ELD provider. The Integrations page says exactly where to find it. In Samsara it is Settings, Developer, API Tokens (with read access to ELD compliance settings). In Motive an admin creates an API key under Settings, Developers with hours of service read access.
2. Open Admin › Integrations and find your provider card. Fill in the fields and tap Save credentials.
3. Tap Test connection to check the token works.
4. Tap Enable.
5. Tap Sync HOS now. You land on the HOS board with your drivers' hours.

The button on each card also shows the last result, such as when it last synced. Disable pauses it and Disconnect deletes the saved credentials.

HOS board

Fleet & Drivers › HOS Board shows each driver's remaining Drive left, Shift left and Cycle left, their duty status and when the number was fetched.

• It is the last sync, not live. The owner can tap Sync HOS now on the Integrations page for fresh numbers.
• Drivers are matched to your FleetDesk drivers by their exact name. If one shows not matched, rename the driver in FleetDesk to match the ELD.
• Drive left under 2 hours is shown in red.
• Your ELD is always the official record. FleetDesk only shows what the ELD last reported.

If you haven't connected an ELD, the board says No ELD data yet. That is normal.

Load boardsOwner

Three load board cards are available. Be aware of what works today:

The rate check is under the Truckstop card once it's connected and enabled. Type the cities and states, pick the equipment and tap Check rate.

The routine in one glance

Overview › Command Center pulls all five into one page with a count next to each, so you can start there. Each row has an Open button.

Reports

Reports & Audit › Reports (Company Reports) shows revenue, fuel, expenses, payroll, profit, margin, open and overdue invoices and open closeouts for any dates. Pick the dates, tap Run Report and use Export Report CSV to open it in a spreadsheet. Lower down it lists weak loads, closeout gaps and an invoice snapshot.

• Overview › Executive is a one-page owner summary.

Owner, Dispatcher

• Reports & Audit › Exceptions lists gaps such as loads missing a driver or truck, delivered loads with no POD, no invoice or no settlement.
• Reports & Audit › Data Quality and Reports & Audit › Fix Queue list records with missing or odd data, ranked P1 (fix first) to lower. A clean score means billing, payroll and reports can be trusted.
• Reports & Audit › Print Packets lists your recent invoices and settlements with an Open Packet button for a print-ready copy.
• Reports & Audit › Global Search finds loads, drivers, trucks and invoices.

Owner, AccountantReports & Audit › Export Center downloads almost anything as a CSV spreadsheet.

OwnerOwners also have Reports & Audit › Audit Log to see who did what, and Admin › Backup Center for backups.

What the numbers mean

Overview › KPI Glossary explains every number in plain words, such as Revenue / Mile, Estimated Profit, Margin, Purchased MPG, IFTA Gap, Open AR, Overdue AR and Payroll Due. Overview › Workflow Guide is a one-page map of which page to use for which job.

BackupsOwner

Open Admin › Backup Center to download your backup manifest, the export index, the audit log and the CSV spreadsheets that protect your data. Do this at the end of each week or month. Admin › Restore Drill is an eight-step checklist for confirming your backup files are complete.

Log in

1. Your company gives you an email and a temporary password. Open fleetdeskpro.com in your phone's browser, or open the FleetDesk Pro app.
2. Log in. You go straight to My loads.
3. Change your password: tap Account at the top, then Change password. Use at least 8 characters.

My loads

The home screen shows your active loads. Each card shows the load number, whether it is Planned or Dispatched, the pickup and delivery places, the dates and the miles. Under it, Recently delivered shows your last finished loads.

If you see No active loads, dispatch hasn't assigned you one yet. It shows up here as soon as they do. You only ever see your own loads. You never see rates, pay or other drivers.

The first card on the screen is the Voice assistant (see the next guide).

Open a load

Tap a load to see:

• The pickup and delivery places and dates, each with an Open in Maps link to open your map app.
• The miles, your truck, the broker's reference number, and the broker's name and phone number. Tap the phone number to call.
• A big button to move the load forward, and a place to upload photos.

Start the trip and mark delivered

1. When you're ready to roll, open the load and tap Start trip. The load changes from Planned to Dispatched.
2. After you unload, tap Mark delivered. The load changes from Dispatched to Delivered, and dispatch is told.

Upload your BOL or POD

1. Open the load and find Upload BOL / POD photo.
2. Under What is it? choose BOL (bill of lading), POD (proof of delivery) or Other. POD is already chosen for you.
3. Tap the file box. Your phone opens the camera. Take a clear, flat photo with the whole page in the picture. You can also choose a photo or PDF you already have. In the FleetDesk Pro app there is a Take photo with camera button.
4. Tap Upload. You'll see Uploaded. Dispatch can see it now.

The file shows under Files on this load. Your office is told the POD is in, so they can bill the broker faster.

Safety first

The assistant is for driver logins only. Owners, dispatchers and accountants don't see it.

Start a voice session

1. On your home screen tap Voice assistant.
2. Read the safety note and tick I am parked and it is safe to use my phone. You can also tick the box to pause automatically if your phone reports movement. That asks for your location and is best effort only.
3. Tap Start voice session. Allow the microphone if your phone asks.
4. Say your question. The assistant answers on the screen and out loud if your phone supports it.
5. Tap End session when you're done. A session also ends by itself after 5 minutes without a command.

Prefer to type? Use the box Or type a question (while parked) and tap Ask. Typing always works, even if voice doesn't.

What you can say

If you have more than one active load, say the load number, for example mark load L101 delivered.

When it asks you to confirm, say yes or tap Yes, confirm. Say no or tap No, cancel to stop. A confirmation runs out after 90 seconds.

What it cannot do

• It can't change your hours of service or logs. Use your ELD.
• It can't give directions, routes or ETAs. Use your navigation app and dispatch.
• It won't tell you rates or pay, and it never talks about other drivers or their loads.
• Hours are the last sync from your ELD provider, not live. If the sync is old it tells you to check your ELD. If your company hasn't connected an ELD, it says no hours are available.
• It only listens while the page is open and your screen is on. It is not an always-on listener.

How it works on your phone

Your phone's browser turns your speech into text. That's done by your phone maker's speech service, which may send audio to them. FleetDesk only receives the text and doesn't store it. At the bottom of the page, What works on this phone shows a checklist: secure connection, speech input, spoken replies, location and typing. If speech input says no, use typing.

Voice won't hear you? In your phone's Settings, allow Microphone and Speech Recognition for FleetDesk Pro (or for your browser, if you're not using the app).

What it does and doesn't do

• Once a day it looks through your FleetDesk data for three things: overdue invoices, delivered loads with no POD, and compliance items or documents that are expiring.
• It leaves alerts in your inbox and can prepare draft payment reminders for you to review.
• It never books loads, moves money, submits to factoring, changes bank details, deletes data or signs anything.
• It does not send emails on its own unless the owner turns that on in Assistant Settings. That switch is off by default.
• It only knows what is in FleetDesk. If a broker paid you but you never marked the invoice Paid, it will still say overdue.

The Assistant Inbox

Open Overview › Assistant Inbox (first group, Overview). If any alerts are open, you also see a badge such as 2 alerts at the top of every page. Tap it to jump here.

• Alerts show a type (Overdue invoice, Missing POD, Compliance / documents or Daily summary), what's wrong, and when it was last seen. Tap the title to go to the record.
• Dismiss hides an alert you have handled or don't care about. Show all also shows dismissed and resolved ones; Open only goes back.
• A banner tells you if scheduled checks are off, or if the scheduler hasn't reported in.

Each role sees its own alerts:

If you use the phone app and allowed notifications, you get one notification per check summarising any new alerts.

Reminder draftsOwner, Accountant

When the assistant finds a late invoice (one that isn't factored) with a broker email on file, it can prepare a draft reminder. Drafts are listed in the inbox under Reminder drafts. Owners and accountants see them.

1. Tap Review & send on a draft.
2. Read and edit the To, Subject and Message. The invoice PDF is attached.
3. Tick Yes, send this email to ... now and tap Send. Nothing goes out until you do both.

Tap Discard to throw a draft away. If email isn't set up for your account you can download the PDF and send it yourself.

Assistant Settings (owner)Owner

Open Admin › Assistant Settings (Admin group). It begins with a Status table showing whether the scheduler is running, whether email is set up and whether automatic sending is allowed.

1. Tick Run the checks automatically every day. It starts off.
2. Choose what to check: overdue invoices (and how many days to wait after the due date), delivered loads missing a POD (days to wait, and how far back to look), and compliance items expiring (how many days ahead).
3. Choose whether you want a Daily summary and draft reminders, the hour it should run and your timezone.
4. Tap Save settings.

The inbox and this page both have a Check now button (owners only) that runs the checks right away. You don't need to wait for the daily run.

Automatic reminder emails (off by default)Owner

To turn it on, the server must allow it and then the owner must opt in:

1. In Assistant Settings the status line Automatic sending (server switch) must say it's allowed. If it says Disabled by operator, ask support to enable it.
2. Set the limits: Max emails per day, Days between reminders for one invoice, and Only when at least this many days overdue.
3. Tick Allow the assistant to email these reminders automatically and tick the box confirming you understand. Tap Save settings.

• It only emails overdue invoices that are not factored, to the broker email you saved, using the standard reminder with the invoice PDF.
• Each invoice gets at most one automatic email per day, and never more often than your cool-down.
• Recipient preview shows exactly who would get an email on the next run.
• Tap Turn off automatic sending now at any time to stop it.

Everything the assistant does is recorded under Recent runs and Action log at the bottom of Settings.

My Account

Tap your email at the bottom of the menu (or Account at the top if you're a driver) to open My Account. It shows who you're signed in as, your role and what your role can do.

1. Under Change password type your Current password.
2. Type your New password (at least 8 characters) twice.
3. Tap Change password.

Forgot your password or locked out

After 8 wrong tries in a row, log in is paused for about 15 minutes. Wait, then try again. If you forgot your password, email hello@fleetdeskpro.com from the address on your account with the subject Password Reset. You'll get a temporary password. Log in with it and change it right away.

Team members (dispatchers, accountants and drivers) can ask the company owner to use Reset password in Team Access instead.

Delete your account

You can delete your account yourself, on the website or in the phone app. It takes about a minute and it cannot be undone.

1. Open My Account and scroll down to Delete my account.
2. Read the warning. Type your password, then type DELETE in the confirmation box.
3. Tap Permanently delete my account. You are signed out and see a confirmation page.

OwnerIf you are the owner, this deletes the whole company account: all loads, invoices, drivers, trucks, expenses, uploaded files, assistant data and every team login you added. If you pay for FleetDesk Pro, your subscription is cancelled automatically. If we can't cancel it, the confirmation page tells you and gives you a reference to email us. Download any exports you need first.

Dispatcher, Accountant, DriverIf you are a dispatcher, accountant or driver, this deletes only your own login. The company's records stay with the company.

Can't log in? Email hello@fleetdeskpro.com from your account address and we'll delete it for you.

The public page Account deletion page explains what is deleted and what we keep. You can share its address with anyone who asks.

One simple plan

FleetDesk Pro has one plan: $20 a month. Every feature is included: unlimited trucks, drivers and loads, the AI tools, the driver voice assistant, the office assistant, invoicing, factoring, IFTA, payroll and reporting. There are no tiers and nothing is locked.

Your team doesn't pay extra. Dispatchers, accountants and drivers you add use your company's plan.

The apps don't show prices. To see your plan or subscribe, go to fleetdeskpro.com in a web browser.

The 30-day free trial

• The trial starts the day you sign up and lasts 30 days. No credit card is needed.
• The badge at the top right shows how many trial days are left.
• During the trial everything works, including the AI tools.
• When the trial ends, the AI tools (scans, Copilot, AI Dispatcher, AI Rate and AI drafts) and the assistant's daily checks need an active subscription. The rest of your data stays in your account.

Subscribe

1. Open Admin › Billing (Admin group) or tap the badge at the top right.
2. Tap Subscribe — $20/mo. You go to Stripe's secure payment page.
3. Enter your card and pay. You come back to FleetDesk and see You're all set. Your account switches to Pro active within a few seconds.

Payments are handled by Stripe. FleetDesk never sees or stores your card number.

Cancel, change your card, get a receipt

There is no cancel button inside FleetDesk. To cancel, change your card or ask about a charge, email hello@fleetdeskpro.com from your account email. Payments go through Stripe, which can email you a receipt. If a payment fails, Stripe keeps retrying the card and your access continues while it does.

If checkout says it isn't available right now, email us and we'll set you up.

What the app is

The FleetDesk Pro app is the same FleetDesk Pro you use on the web, inside an iPhone or Android app. Everything you change in one place shows up in the other right away. Look for FleetDesk Pro in the App Store (iPhone) or Google Play (Android). You can also use fleetdeskpro.com in your phone's browser.

• Sign up or log in. Create your account in the app or on the website. Dispatchers, accountants and drivers log in with what the owner gave them.
• Delete my account is on the My Account page, in the app and on the web.
• No prices or checkout in the app. Billing is on fleetdeskpro.com. The Billing page in the app just says Account status.
• Same role rules. A driver login opens straight to My loads.

Camera

On every page that takes a photo (rate con and BOL scans, fuel and expense receipts, file uploads, driver BOL / POD upload) the app adds a Take photo with camera button. Tap it, take the photo, and you'll see Photo ready. Then tap the page's normal button to continue, such as Read with AI or Upload. If it says camera access is off, allow Camera for FleetDesk Pro in your phone's Settings.

Notifications

• Office assistant alerts. When a daily check finds new overdue invoices, missing PODs or expiring paperwork, you get one notification that summarises them.
• New load assigned goes to the driver when you assign them a load.
• Allow Notifications for FleetDesk Pro in your phone's Settings. If you don't get any, allow it and then log out and back in.

Notifications are off until FleetDesk's push service is set up for your account.

Voice assistant on the phone

Drivers can use the voice assistant in the app. It uses your phone's own speech recognition. Allow Microphone and Speech Recognition when asked. Use it only while parked. See the Voice assistant guide.

No signal

FleetDesk needs the internet. With no signal the app shows a friendly You're offline page with a Try again button instead of a blank screen. Photos you take after you reconnect upload normally.

Common questions

Contact us

Email hello@fleetdeskpro.com. We usually reply within one business day.

Include: the email you log in with, what you were trying to do, what you expected, and what happened. A screenshot helps a lot.

• Password reset: email from your account address with the subject Password Reset.
• Delete my account: open My Account and use Delete my account (see Your account and password). If you can't log in, email from your account address.
• Cancel or billing questions: email from your account address.
• Turn on email sending, push notifications or the assistant's background checks: email us.

Other pages that help

• Overview › Help is this guide, any time you need it.
• The public guide at fleetdeskpro.com/guide is the same guide and doesn't need a log in, so you can share it with a new driver or bookkeeper.
• The Privacy Policy, Terms of Use and Support pages are linked at the bottom of every page.

Plain-English glossary

Office and money wordsOwner, Dispatcher, Accountant