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Automated ETA Calculations

What are Automated ETA Calculations?

Automated ETA (Estimated Time of Arrival) calculations use current truck location, distance to destination, traffic conditions, and routing data to predict when a driver will arrive at the next stop. TMS.ai integrates with HERE Maps to continuously recalculate delivery times as trucks move, adjusting for real-time traffic, weather delays, and historical driving patterns. The ETA appears directly in the order view and updates automatically, giving you and your customers accurate delivery predictions without manual calculation or driver phone calls.

These calculations matter because static delivery windows don't reflect reality. A delivery scheduled for 3 PM might arrive at 2:30 PM if traffic is light, or get delayed until 4 PM if there's a highway accident. Automated ETAs show the updated arrival time based on current conditions, letting you communicate proactively with customers about early or late deliveries before they become problems.

How Automated ETA Calculations work:

  1. Enable HERE Maps integration in TMS.ai. The platform includes HERE Maps integration by default. Verify that it's active by checking Settings > Integrations > HERE Maps. If prompted, confirm the integration is enabled for your account.
  2. Ensure orders have complete address information. ETAs require accurate pickup and delivery addresses with city, state, and ZIP code. When creating orders, enter complete street addresses rather than just city names. The system uses these addresses to calculate routing and estimate drive times.
  3. Assign drivers with ELD-connected trucks. For real-time ETA updates during transit, the driver's truck must have an active ELD connection feeding location data. Once you assign a driver and the truck is moving, TMS.ai begins calculating ETAs based on actual position.
  4. View the current ETA in the order widget. Open any order with a driver assigned and you'll see the "Estimated Delivery Time" field displaying the calculated arrival time at the next stop. This shows as a specific time (e.g., "Expected arrival: 3:45 PM") rather than just the requested delivery window.
  5. Watch the ETA update as the driver progresses. As the truck moves along the route and new location data arrives from the ELD, the ETA recalculates automatically. If the driver hits traffic or makes a fuel stop, you'll see the ETA adjust to reflect the delay. If traffic clears or the driver makes better time than expected, the ETA moves earlier.
  6. Factor in Hours of Service limits. For longer hauls where HOS becomes a factor, the ETA calculation accounts for required breaks and available driving hours. If a driver has only 3 hours left on their 11-hour clock but the destination is 4 hours away, the ETA includes time for a required break.
  7. View ETA variance from requested delivery time. The order shows both the customer's requested delivery window and the calculated ETA. A color indicator shows whether the ETA is on time (green), approaching the limit (yellow), or late (red) compared to the delivery commitment.
  8. Share updated ETAs with customers. Tracking links sent to customers display the current ETA alongside the requested delivery window. When customers check their tracking link, they see the latest arrival estimate without calling your office.

What it means for you:

You stop guessing about delivery times. Instead of telling customers "the driver should be there around 3 PM," you see that based on current location and traffic, arrival will be 3:47 PM. That specificity makes you sound more professional and gives customers confidence that you're actually monitoring their freight rather than just hoping it arrives on time.

The operational value comes from early problem detection. When an ETA shifts from 2:45 PM to 4:15 PM because the driver hit traffic or had a breakdown, you know immediately instead of finding out when the customer calls at 3 PM asking where their delivery is. That early warning gives you time to notify the customer proactively, reschedule the appointment if needed, or arrange a different driver if the delay is critical.