Back office help for trucking and hauling companies
Outrigger Back Office does the office work for small dump truck and hauling companies: billing from load tickets, collections, owner operator W-9s and insurance certificates, driver files and vehicle paperwork reminders. You keep the trucks moving, and we keep the tickets turning into checks.
Why trucking & hauling companies call us
In hauling, the ticket is the money. Every load of dirt, stone, asphalt or debris should have a ticket, and every ticket should end up on an invoice. When tickets ride around in a truck for a week, get wet, or never make it back to the office, that is a load you hauled for free. And when your ticket count does not match the customer's, the whole invoice waits.
We help you get tickets from the truck to the office the same day, usually as a phone photo saved to a shared folder by job. We match them to your invoices, bill by the load, ton or hour the way your customer agreed, and follow up until it is paid. You approve every invoice before it goes out to anyone.
What usually falls behind
Lost and late load tickets
Tickets left in trucks, smudged or missing mean loads that never get billed, or invoices the customer will not pay until the count is sorted out.
Ticket counts that do not match
The customer counts one number of loads or tons and you count another. Without tickets organized by date, truck and job, settling it takes far too long.
Owner operators with missing paperwork
Haulers you bring on for a busy week need a W-9 and a current COI before they get paid, and someone has to track their tickets and payments for year end.
Truck and driver renewals slipping
Registrations, inspections, insurance and driver documents all expire on different dates. When one lapses, you find out at the worst possible time.
What the office side of a hauling company really looks like
A hauling office has two piles of paper that never stop. The first is billing. Customers pay by the load, by the ton from scale tickets, or by the hour, and sometimes a different way on each job. GCs and sitework contractors usually want the tickets attached or summarized by date and truck, and they compare them to their own count before paying. If you use owner operators or other haulers to cover a big job, you also have their tickets to collect and pay, along with their W-9s and certificates of insurance before the first check.
The second pile is the trucks and the drivers. Registrations, inspections and insurance on each vehicle have renewal dates. Companies running commercial motor vehicles generally have to keep driver qualification files, and what goes in them depends on your vehicles and operation, so check with your safety advisor or FMCSA. New drivers need hiring packets and I-9s, and payroll may mix hourly drivers with 1099 haulers. All of this usually lands on the owner, or a spouse, at night.
How we handle it
- Tickets matched to every invoice. Drivers snap a photo of each ticket and it saves to the job folder. We match tickets to invoices by date, truck and job, and send ticket summaries with your bill.
- Billing the way each customer pays. By the load, ton or hour, we set up each customer's rates from your agreement, prepare invoices within 1 business day of your request, and follow up from your billing email.
- Owner operator paperwork collected. We collect W-9s and COIs from owner operators and other haulers before they get paid, track COI expiration dates, request renewals, and track 1099 payments for your CPA.
- Driver and vehicle files on a calendar. On Full Office, we keep driver qualification files and vehicle paperwork organized with renewal reminders before anything lapses. You and your safety advisor decide what applies.
Where we start
Billing & Collections
We set up each job from your contract, send invoices within 1 business day of your request, track what is owed, and send polite reminders from your own billing email.
Learn moreSub & Vendor Paperwork
We collect W-9s and certificates of insurance from your subs and vendors before they get paid, track COI expiration dates, request renewals and file everything by sub.
Learn moreHR Paperwork
New-hire packets for employees and 1099 crews, personnel files kept in order, I-9 and document reminders, and a checklist when someone leaves. Paperwork only, your decisions.
Learn moreTrucking & Hauling Companies FAQ
How do I keep track of dump truck load tickets for billing?
Get every ticket into one place the same day it is written. We set up a shared Google folder by job, drivers send a phone photo of each ticket, and we match tickets to invoices by date, truck and job. When a customer questions a count, the tickets are already organized and ready to send with the invoice.
Do you work with hauling companies outside Georgia?
Yes, we work with trucking and hauling companies anywhere in the U.S. The service is remote, by phone, text, email and shared Google folders, so your trucks never need to stop for us. Vehicle and driver rules depend on your operation and your state, so we track the documents you and your safety advisor tell us to keep.
Which plan fits a small dump truck company?
Hauling companies that need driver qualification files and vehicle tracking usually fit Full Office, at $1,299 a month, which also covers up to 40 invoices and payroll for up to 25 workers. Plans start at $699 a month with Essentials for a small outfit that mainly needs billing and owner operator paperwork. See the Plans page for details.
Do you decide if my drivers are employees or 1099?
No, your CPA decides worker classification. We do not give tax or legal advice, and we do not file 1099s. We collect W-9s, track what each owner operator was paid, and get the year-end records organized so your CPA can file. Form 1099-NEC is generally due by January 31, so we start gathering records early.