Virtual Assistant for Trucking and Logistics Companies
Small fleets and owner-operators drown in paperwork: rate confirmations, BOLs, invoices, compliance documents and broker emails. A trucking virtual assistant keeps the back office moving so trucks keep moving.
What your VA takes on
- Load board support: searching boards against your lanes and rates and shortlisting loads for your decision.
- Paperwork: collecting rate confirmations, BOLs and PODs and filing them to each load.
- Invoicing: billing brokers and shippers promptly, submitting to factoring when you use it, chasing late payments.
- Compliance documents: tracking renewals for insurance certificates, permits and driver files on your calendar.
- Broker communication: check-calls and status updates using your templates.
- Driver admin: onboarding paperwork and expense reconciliation.
The bright line
A VA does not book loads or commit rates without your approval, and does not replace a licensed dispatcher's or safety manager's judgment. Compliance decisions stay with you; your VA keeps the documents and dates in order.
Tools they work in
- TMS: TruckingOffice, Rose Rocket, Axon, ProTransport, or spreadsheets
- Load boards: DAT, Truckstop, 123Loadboard
- Accounting and factoring: QuickBooks and your factoring portal
Where to start
- Same-day invoicing after delivery
- POD and BOL filing
- Compliance renewal calendar
- Late-payment follow-up
Faster invoicing is usually the clearest return: cash comes in sooner when paperwork goes out the day the load delivers.
Signs it is time for a VA
- Invoices go out days after delivery, so cash comes in late.
- PODs and BOLs live in text messages and glove boxes.
- A permit or insurance certificate expires before anyone notices.
- Brokers call for check-ins while you are driving.
- Late payments are never chased.
If two or more sound like your week, the bottleneck is capacity, not effort. A dedicated VA who learns your systems fixes that without a full-time hire, and the process takes days, not months.
Pricing
Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.
FAQ
Can a VA dispatch for us? A VA can support dispatch: searching boards, shortlisting loads and handling paperwork and check-calls. Booking and rate decisions stay with you.
Can a VA work with our factoring company? Yes, submitting invoices and documents through your factoring portal.
Is part-time enough for an owner-operator? Usually yes. Essentials at 20 hours a week covers invoicing, paperwork and compliance tracking for a small fleet.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.