Best transport management software (TMS) for small fleets and owner-drivers in Spain

What a TMS is and why a small fleet needs one too

A TMS (transport management system) is the software where a company plans trips, assigns vehicles and drivers, controls documents and records deliveries. Many small hauliers think it is "for the big players", but they are the ones who lose most with spreadsheets: they have less room for a fine, a badly assigned trip or an unjustified delivery.

The good news is that tools now exist for 1 to 20 vehicles, with no months-long implementations.

The five criteria for choosing

1. Fit with Spanish regulations

A generic TMS does not know what a control document, an MDP authorization, a CAP or an ADR certificate is. If your biggest risk is a roadside penalty, you need software that controls those documents and their expiries, not just one that draws routes.

2. A driver app that works without coverage

Drivers spend hours in areas with no data. The app must let them view the trip, log the status and close the delivery offline, and sync later without losing photos or signatures. If it requires downloading an app from the store and keeping a session open, you will have drivers who do not use it.

3. Visual planning

A chart by vehicle and day, where you drag a trip to assign it, saves more time than any report. Look for overlap and capacity warnings, and for the ability to tell you which vehicles and drivers are free.

4. Expiry control

Vehicle inspection, insurance, tachograph card, CAP, ADR, tachograph calibration: a single forgotten expiry can immobilize a truck. The software should warn in advance and, even better, check everything before every departure.

5. Ease of getting started and proportional pricing

If implementation needs consultants and weeks of training, it is not for you. Ask how long a driver takes to use it, what data must be loaded and how the price is calculated as the fleet grows.

Questions to ask in the demo

1. Which company, vehicle and driver documents does it control and which can I add?
2. What happens if the driver has no coverage at delivery?
3. How are tachograph downloads recorded and when does it warn?
4. Does it integrate with the telematics provider I already have?
5. Can I export my data if I leave?
6. What does the product not do today? (An honest answer is a good sign.)

Common mistakes when choosing

• Buying by number of features. A TMS with a hundred modules nobody opens does not help; choose the one that covers well what you do every day.
• Ignoring the driver. If the app is awkward, information will arrive late and via WhatsApp, and the system will stay empty.
• Confusing software with legal advice. No program replaces a transport adviser; it is there so that nothing slips past you.

Where Fleetaria fits

Fleetaria is a TMS designed for owner-drivers and small Spanish companies with 1 to 20 vehicles. It includes a planning chart by vehicle and day, route calculation, a map with the trucks, a driver app (PWA) with offline mode and delivery with photo and signature, and a compliance traffic light that checks company, vehicle and driver documents before every trip.

It is worth knowing what it does not do yet: its invoicing is internal only (not VeriFactu-certified), it does not send email or push warnings, it does not interpret tachograph files and it does not include eCMR. If integrated legal invoicing is your priority, you will need to combine it with another tool.

Frequently asked questions

Which transport management software is best for an owner-driver?

The one that covers your documents and deliveries without complicating things: expiry control, control document and digital proof of delivery. An owner-driver with one truck does not need subcontracting or freight exchange modules.

Does a TMS replace my transport adviser?

No. The software helps you control deadlines and documents, but interpreting the regulations and legal responsibility remain with the company and its adviser.

How long does it take to implement a TMS in a small fleet?

It depends on how much data you have to load. With software designed for small businesses, the usual approach is to start with vehicles, drivers and documents and be operating in days, not months.

Is a native app or a PWA better for drivers?

A PWA avoids app stores and updates itself; it works offline and can be added to the home screen. Its limitation is background GPS tracking, which is solved with a telematics device.