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Asset Management

What is Asset Management?

Asset Management is where you track and organize all the trucks, trailers, and equipment your drivers use to move freight. The Asset module serves as the central registry for your fleet, storing details about each piece of equipment including VIN numbers, license plates, asset types, and availability status. When ELD integrations are enabled, TMS.ai automatically imports your trucks from the ELD provider and creates asset records, mapping them by VIN number to prevent duplicates. For equipment that doesn't have ELD tracking or for trailers and containers, you create asset records manually.

Assets get assigned to orders and manifests during dispatch, connecting specific equipment to specific loads. This creates a complete record of which truck hauled which freight, when it was used, and by which driver. The Asset module integrates directly with the dispatch workflow, so when you're assigning a driver to an order, you can also assign the required trucks and trailers through the same interface. Over time, this builds a history of asset utilization that helps you make better decisions about fleet deployment, maintenance scheduling, and equipment needs.

How Asset Management works:

  1. Automatic import from ELD: When you connect an ELD integration, TMS.ai automatically imports all trucks from your ELD account and creates them as assets in the Asset module. This happens immediately after the ELD connection is established.
  2. VIN-based mapping prevents duplicates: Trucks are mapped between TMS.ai and ELDs using VIN numbers. When a truck is imported, the system checks if that VIN already exists in your Asset module. If a match is found, the system updates the existing asset record. If the VIN is new, it creates a new asset. This prevents duplicate asset records.
  3. Navigate to Asset module: Access the Asset module from the main navigation menu in TMS.ai. This module displays all your trucks, trailers, containers, and other equipment in a centralized location.
  4. View all imported assets: The Asset module shows all imported and manually created assets. Each asset displays its identifier, type (truck, trailer, container, etc.), VIN number (if applicable), license plate, and current status.
  5. Filter and search assets: Use filters to find specific assets by type, availability, or other criteria. Search by VIN number, license plate, or asset name to quickly locate equipment.
  6. Create assets manually: For trailers, containers, or equipment without ELD tracking, manually create asset records. Click "Add Asset" and enter the details including asset type, identifier, license plate, VIN if applicable, and any other relevant information.
  7. Assign assets to orders during dispatch: When dispatching orders, assign required assets (truck, trailer, chassis, container, etc.) through the order details panel. Select the driver first, then assign the specific equipment that driver will use for the load.
  8. Use widget workflow for assignment: Access the asset assignment widget from an order or manifest view. This workflow shows available assets and allows you to select the appropriate equipment quickly.
  9. Assign through manifests: You can also assign assets when creating or editing manifests. The manifest groups multiple tasks under a specific driver and equipment combination, showing the complete trip plan.
  10. View asset on order details: After assignment, the order displays which assets are being used for that load. This information appears in the order details panel and on dispatch boards.
  11. Track asset usage history: Navigate to an individual asset record to see its usage history. View which loads the asset has been assigned to, when it was last used, and track utilization patterns over time.
  12. Update asset details: Edit asset information as needed when equipment changes hands, gets new registration, requires maintenance, or needs updates to tracking details. Click into the asset record and update the relevant fields.
  13. Reconnect ELD for updates: If you've already connected your ELD and imported assets, reconnect through the Driver Module to import updated truck information and any new equipment added to your ELD account since the last import.
  14. Manage asset availability: Track which assets are available, in use, or out of service. This helps dispatch make better assignment decisions based on actual equipment availability.
  15. Document maintenance and issues: Use asset records to note maintenance schedules, repair history, or issues with specific equipment. This creates a maintenance log tied to each asset.

What it means for you:

You gain visibility into your entire fleet without maintaining separate spreadsheets or equipment logs. Every truck and trailer has a record in the system, making it easy to see what equipment is available, where it's been used, and which driver has it right now. When dispatching loads, you assign the right equipment to the right jobs, creating documentation of which truck hauled which freight for insurance, compliance, and customer reference.

The automatic import from ELDs saves hours of manual data entry and ensures your asset records stay current with your actual fleet. When you buy or sell equipment, updating TMS.ai keeps everything synchronized. Asset history helps you spot patterns like which trucks are most reliable, which trailers get used most frequently, and where you might need additional equipment to meet demand. The connection between assets and loads creates a complete operational record that supports better decision-making about fleet deployment and equipment investment. Asset utilization improves by 20% because you can see which equipment sits idle versus which pieces are constantly in use, allowing you to optimize your fleet mix and reduce unnecessary equipment costs.