Trucking Fleet Desk
Small trucking companies and owner-operator fleets
Trucks, loads, maintenance and driver paperwork for a small trucking company.
Use this templateTrucking Fleet Desk
Trucks, loads, maintenance and driver paperwork on one board. Start with the Dashboard every morning: loads in transit, deliveries due, maintenance overdue and documents about to expire. Follow your own regulator's rules on hours and records; this workspace helps you track dates, not replace those rules.
Dashboard
Dispatch routine
Preventive maintenance guide
Driver paperwork guide
Trucks
Every tractor and trailer in the fleet, with status, mileage, service and inspection dates.
| Truck | Status | Kind | Odometer (miles) | Next service | Next inspection | Assigned driver |
|---|---|---|---|---|---|---|
| Unit 101, sleeper tractor | On a load | 412,000 | Nov 2, 2026 | Dec 18, 2026 | Everard Mbatha | |
| Unit 102, sleeper tractor | On a load | 388,000 | Oct 22, 2026 | Dec 3, 2026 | Natasha Brightwell | |
| Unit 103, day cab | Available | 204,000 | Oct 19, 2026 | Jan 17, 2027 | Ignatius Pruitt-Sato | |
| Unit 104, sleeper tractor | In the shop | 520,000 | Oct 14, 2026 | Nov 8, 2026 | — | |
| Unit 201, dry van trailer | On a load | 0 | Nov 18, 2026 | Feb 16, 2027 | — | |
| Unit 202, flatbed trailer | Available | 0 | Oct 25, 2026 | Dec 28, 2026 | — | |
| Unit 105, day cab | Out of service | 610,000 | Sep 19, 2026 | Oct 9, 2026 | — |
Loads
Every load from booking to delivered, with pickup, delivery deadline and rate.
| Load | Customer | Lane | Truck | Driver | Status | Pickup |
|---|---|---|---|---|---|---|
| Dallas to Kansas City, fertilizer | Prairie Ag Supply | Dallas to Kansas City | Unit 101, sleeper tractor | Everard Mbatha | In transit | Oct 18, 2:00 PM |
| Tulsa to Denver, appliances | Summit Home Distribution | Tulsa to Denver | Unit 102, sleeper tractor | Natasha Brightwell | Dispatched | Oct 19, 7:00 PM |
| Wichita to Little Rock, steel coils | Ironbridge Metals | Wichita to Little Rock | Unit 103, day cab | Ignatius Pruitt-Sato | Booked | Oct 21, 12:00 PM |
| Oklahoma City to Amarillo, paper | Cascade Paper Co | Oklahoma City to Amarillo | Unit 103, day cab | Ignatius Pruitt-Sato | Dispatched | Oct 19, 11:00 AM |
| Memphis to Nashville, produce | Greenleaf Grocers | Memphis to Nashville | Unit 101, sleeper tractor | Everard Mbatha | Booked | Oct 24, 11:00 AM |
| Kansas City to Tulsa, tires | Roadmaster Tire Wholesale | Kansas City to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | In transit | Oct 17, 3:00 PM |
| Denver to Tulsa, return load | Summit Home Distribution | Denver to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | Delivered | Oct 7, 1:00 PM |
| Little Rock to Memphis, lumber | Pinehill Lumber | Little Rock to Memphis | Unit 103, day cab | Ignatius Pruitt-Sato | Delivered | Oct 10, 1:00 PM |
Maintenance
Preventive service, repairs and inspections for each truck, with cost.
| Maintenance job | Truck | Kind | Status | Due on | Done on | Cost (USD) |
|---|---|---|---|---|---|---|
| Unit 103 oil and filter service | Unit 103, day cab | Scheduled | Oct 19, 2026 | — | $320 | |
| Unit 102 brake service | Unit 102, sleeper tractor | Scheduled | Oct 22, 2026 | — | $1,450 | |
| Unit 104 engine repair | Unit 104, sleeper tractor | Scheduled | Oct 14, 2026 | — | $6,800 | |
| Unit 202 trailer service | Unit 202, flatbed trailer | Scheduled | Oct 25, 2026 | — | $480 | |
| Unit 101 tires | Unit 101, sleeper tractor | Scheduled | Nov 2, 2026 | — | $3,200 | |
| Unit 101 oil and filter service | Unit 101, sleeper tractor | Done | Aug 20, 2026 | Aug 22, 2026 | $340 | |
| Unit 102 annual inspection | Unit 102, sleeper tractor | Done | Jun 21, 2026 | Jun 22, 2026 | $250 | |
| Unit 103 tire replacement | Unit 103, day cab | Done | Jul 21, 2026 | Jul 23, 2026 | $2,100 |
Driver paperwork
Licenses, medical cards and training records with their expiry dates.
| Driver document | Driver | Kind | Status | Expires on | Mark renewed | Assign to me |
|---|---|---|---|---|---|---|
| Everard medical card | Everard Mbatha | Expiring | Oct 25, 2026 | — | — | |
| Natasha license | Natasha Brightwell | Valid | Aug 15, 2027 | — | — | |
| Ignatius medical card | Ignatius Pruitt-Sato | Valid | Feb 16, 2027 | — | — | |
| Everard safety training | Everard Mbatha | Valid | Oct 19, 2026 | — | — | |
| Natasha medical card | Natasha Brightwell | Expired | Oct 15, 2026 | — | — | |
| Ignatius license | Ignatius Pruitt-Sato | Expiring | Nov 13, 2026 | — | — | |
| Natasha insurance listing | Natasha Brightwell | Renewed | Oct 14, 2027 | — | — |
The fleet at a glance. Charts read the live tables.
| Load | Customer | Lane | Truck | Driver | Status | Pickup |
|---|---|---|---|---|---|---|
| Dallas to Kansas City, fertilizer | Prairie Ag Supply | Dallas to Kansas City | Unit 101, sleeper tractor | Everard Mbatha | In transit | Oct 18, 2:00 PM |
| Tulsa to Denver, appliances | Summit Home Distribution | Tulsa to Denver | Unit 102, sleeper tractor | Natasha Brightwell | Dispatched | Oct 19, 7:00 PM |
| Wichita to Little Rock, steel coils | Ironbridge Metals | Wichita to Little Rock | Unit 103, day cab | Ignatius Pruitt-Sato | Booked | Oct 21, 12:00 PM |
| Oklahoma City to Amarillo, paper | Cascade Paper Co | Oklahoma City to Amarillo | Unit 103, day cab | Ignatius Pruitt-Sato | Dispatched | Oct 19, 11:00 AM |
| Memphis to Nashville, produce | Greenleaf Grocers | Memphis to Nashville | Unit 101, sleeper tractor | Everard Mbatha | Booked | Oct 24, 11:00 AM |
| Kansas City to Tulsa, tires | Roadmaster Tire Wholesale | Kansas City to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | In transit | Oct 17, 3:00 PM |
| Denver to Tulsa, return load | Summit Home Distribution | Denver to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | Delivered | Oct 7, 1:00 PM |
| Little Rock to Memphis, lumber | Pinehill Lumber | Little Rock to Memphis | Unit 103, day cab | Ignatius Pruitt-Sato | Delivered | Oct 10, 1:00 PM |
| Load | Customer | Lane | Truck | Driver | Status | Pickup |
|---|---|---|---|---|---|---|
| Dallas to Kansas City, fertilizer | Prairie Ag Supply | Dallas to Kansas City | Unit 101, sleeper tractor | Everard Mbatha | In transit | Oct 18, 2:00 PM |
| Tulsa to Denver, appliances | Summit Home Distribution | Tulsa to Denver | Unit 102, sleeper tractor | Natasha Brightwell | Dispatched | Oct 19, 7:00 PM |
| Wichita to Little Rock, steel coils | Ironbridge Metals | Wichita to Little Rock | Unit 103, day cab | Ignatius Pruitt-Sato | Booked | Oct 21, 12:00 PM |
| Oklahoma City to Amarillo, paper | Cascade Paper Co | Oklahoma City to Amarillo | Unit 103, day cab | Ignatius Pruitt-Sato | Dispatched | Oct 19, 11:00 AM |
| Memphis to Nashville, produce | Greenleaf Grocers | Memphis to Nashville | Unit 101, sleeper tractor | Everard Mbatha | Booked | Oct 24, 11:00 AM |
| Kansas City to Tulsa, tires | Roadmaster Tire Wholesale | Kansas City to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | In transit | Oct 17, 3:00 PM |
| Denver to Tulsa, return load | Summit Home Distribution | Denver to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | Delivered | Oct 7, 1:00 PM |
| Little Rock to Memphis, lumber | Pinehill Lumber | Little Rock to Memphis | Unit 103, day cab | Ignatius Pruitt-Sato | Delivered | Oct 10, 1:00 PM |
| Truck | Status | Kind | Odometer (miles) | Next service | Next inspection | Assigned driver |
|---|---|---|---|---|---|---|
| Unit 101, sleeper tractor | On a load | 412,000 | Nov 2, 2026 | Dec 18, 2026 | Everard Mbatha | |
| Unit 102, sleeper tractor | On a load | 388,000 | Oct 22, 2026 | Dec 3, 2026 | Natasha Brightwell | |
| Unit 103, day cab | Available | 204,000 | Oct 19, 2026 | Jan 17, 2027 | Ignatius Pruitt-Sato | |
| Unit 104, sleeper tractor | In the shop | 520,000 | Oct 14, 2026 | Nov 8, 2026 | — | |
| Unit 201, dry van trailer | On a load | 0 | Nov 18, 2026 | Feb 16, 2027 | — | |
| Unit 202, flatbed trailer | Available | 0 | Oct 25, 2026 | Dec 28, 2026 | — | |
| Unit 105, day cab | Out of service | 610,000 | Sep 19, 2026 | Oct 9, 2026 | — |
| Maintenance job | Truck | Kind | Status | Due on | Done on | Cost (USD) |
|---|---|---|---|---|---|---|
| Unit 103 oil and filter service | Unit 103, day cab | Scheduled | Oct 19, 2026 | — | $320 | |
| Unit 102 brake service | Unit 102, sleeper tractor | Scheduled | Oct 22, 2026 | — | $1,450 | |
| Unit 104 engine repair | Unit 104, sleeper tractor | Scheduled | Oct 14, 2026 | — | $6,800 | |
| Unit 202 trailer service | Unit 202, flatbed trailer | Scheduled | Oct 25, 2026 | — | $480 | |
| Unit 101 tires | Unit 101, sleeper tractor | Scheduled | Nov 2, 2026 | — | $3,200 | |
| Unit 101 oil and filter service | Unit 101, sleeper tractor | Done | Aug 20, 2026 | Aug 22, 2026 | $340 | |
| Unit 102 annual inspection | Unit 102, sleeper tractor | Done | Jun 21, 2026 | Jun 22, 2026 | $250 | |
| Unit 103 tire replacement | Unit 103, day cab | Done | Jul 21, 2026 | Jul 23, 2026 | $2,100 |
Deliveries due in the next 7 days
| Load | Customer | Lane | Truck | Driver | Status | Pickup |
|---|---|---|---|---|---|---|
| Dallas to Kansas City, fertilizer | Prairie Ag Supply | Dallas to Kansas City | Unit 101, sleeper tractor | Everard Mbatha | In transit | Oct 18, 2:00 PM |
| Tulsa to Denver, appliances | Summit Home Distribution | Tulsa to Denver | Unit 102, sleeper tractor | Natasha Brightwell | Dispatched | Oct 19, 7:00 PM |
| Wichita to Little Rock, steel coils | Ironbridge Metals | Wichita to Little Rock | Unit 103, day cab | Ignatius Pruitt-Sato | Booked | Oct 21, 12:00 PM |
| Oklahoma City to Amarillo, paper | Cascade Paper Co | Oklahoma City to Amarillo | Unit 103, day cab | Ignatius Pruitt-Sato | Dispatched | Oct 19, 11:00 AM |
| Memphis to Nashville, produce | Greenleaf Grocers | Memphis to Nashville | Unit 101, sleeper tractor | Everard Mbatha | Booked | Oct 24, 11:00 AM |
| Kansas City to Tulsa, tires | Roadmaster Tire Wholesale | Kansas City to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | In transit | Oct 17, 3:00 PM |
| Denver to Tulsa, return load | Summit Home Distribution | Denver to Tulsa | Unit 102, sleeper tractor | Natasha Brightwell | Delivered | Oct 7, 1:00 PM |
| Little Rock to Memphis, lumber | Pinehill Lumber | Little Rock to Memphis | Unit 103, day cab | Ignatius Pruitt-Sato | Delivered | Oct 10, 1:00 PM |
Maintenance overdue
| Maintenance job | Truck | Kind | Status | Due on | Done on | Cost (USD) |
|---|---|---|---|---|---|---|
| Unit 103 oil and filter service | Unit 103, day cab | Scheduled | Oct 19, 2026 | — | $320 | |
| Unit 102 brake service | Unit 102, sleeper tractor | Scheduled | Oct 22, 2026 | — | $1,450 | |
| Unit 104 engine repair | Unit 104, sleeper tractor | Scheduled | Oct 14, 2026 | — | $6,800 | |
| Unit 202 trailer service | Unit 202, flatbed trailer | Scheduled | Oct 25, 2026 | — | $480 | |
| Unit 101 tires | Unit 101, sleeper tractor | Scheduled | Nov 2, 2026 | — | $3,200 | |
| Unit 101 oil and filter service | Unit 101, sleeper tractor | Done | Aug 20, 2026 | Aug 22, 2026 | $340 | |
| Unit 102 annual inspection | Unit 102, sleeper tractor | Done | Jun 21, 2026 | Jun 22, 2026 | $250 | |
| Unit 103 tire replacement | Unit 103, day cab | Done | Jul 21, 2026 | Jul 23, 2026 | $2,100 |
Documents expiring in 30 days
| Driver document | Driver | Kind | Status | Expires on | Mark renewed | Assign to me |
|---|---|---|---|---|---|---|
| Everard medical card | Everard Mbatha | Expiring | Oct 25, 2026 | — | — | |
| Natasha license | Natasha Brightwell | Valid | Aug 15, 2027 | — | — | |
| Ignatius medical card | Ignatius Pruitt-Sato | Valid | Feb 16, 2027 | — | — | |
| Everard safety training | Everard Mbatha | Valid | Oct 19, 2026 | — | — | |
| Natasha medical card | Natasha Brightwell | Expired | Oct 15, 2026 | — | — | |
| Ignatius license | Ignatius Pruitt-Sato | Expiring | Nov 13, 2026 | — | — | |
| Natasha insurance listing | Natasha Brightwell | Renewed | Oct 14, 2027 | — | — |
How to read the numbers
Dispatch is matching the right truck, driver and load, then checking back until the freight is delivered.
Each morning
Open Loads due in the next 7 days and call any in-transit load behind schedule
Check driver paperwork expiring this week
Confirm which trucks are in the shop
Assigning a load
Check the truck's status and open maintenance.
Check the driver's documents and rest before assigning.
Press Dispatch and send the pickup details.
Update to In transit at pickup and Delivered at the proof of delivery.
When there is a problem
Press Flag a problem, call the customer within the hour and write what was agreed on the load row.
A truck that is fixed on schedule costs far less than one fixed on the side of the road.
Set the schedule
Use the manufacturer's service intervals as a starting point.
Add the next service and inspection dates to every truck.
Add a maintenance job for each due service so the cost is tracked.
Each month
Review Maintenance overdue and book the shop
Compare maintenance spend by truck
Replace trucks that cost more to fix than to retire
Missing paperwork can park a good driver. Track expiry dates before they arrive.
What to track
Never store here
License numbers, medical details and anything private. Keep those in the secure personnel file and track only the dates.
What's inside
5 tables · 29 views · 1 form · 12 row actions · 1 agent5 pages
- Trucking Fleet Desk
- Dashboard
- Dispatch routine
- Preventive maintenance guide
- Driver paperwork guide
4 tables
- Trucks7 views · 7 sample rows
- Loads8 views · 9 sample rows
- Maintenance7 views · 8 sample rows
- Driver paperwork7 views · 7 sample rows
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