This truck dispatch spreadsheet template is a free Excel template for 2026 built to organize loads, assignments, appointments, mileage, revenue, and invoice follow-up in one file. The Truck Dispatch Board holds operating details, while Resources supplies driver, truck, trailer, and customer lists; Settings holds assumptions and dropdown choices; and Dashboard summarizes activity.
Dispatchers enter load details in yellow input cells. Light blue cells calculate mileage, linehaul and gross revenue, estimated fuel cost, driver pay, margin, payment terms, due dates, and row-level checks. The file contains populated sample records and prepared operating rows. Review or replace the sample values before using the spreadsheet for current dispatch work.
In practice
What this workbook helps you do
- ✓Keeps load status, customer, dispatcher, equipment, route, appointment, commodity, weight, and mileage details on one board.
- ✓Calculates linehaul revenue, gross revenue, estimated fuel cost, estimated driver pay, margin, and margin percentage.
- ✓Uses maintained resource lists for driver, truck, trailer, and customer selections.
- ✓Summarizes active loads, delivered loads, open PODs, upcoming pickups, overdue invoices, revenue, costs, margin, and loaded miles.
Instructions
How to use the file
Set up the supporting lists and assumptions before entering current loads. This keeps dropdown selections, fuel estimates, customer terms, and dashboard summaries aligned with your operation.
Review dispatch assumptions and list choices
Open Settings and review the default diesel price in dollars per gallon, default fuel economy in MPG, default customer terms, low-margin warning, and weight warning threshold. The same sheet contains the available load statuses, rate types, driver pay types, yes or no choices, load types, dispatcher names, state abbreviations, and resource statuses used by dropdowns.
Maintain drivers, equipment, and customers
Use Resources to enter drivers with phone, status, home base, and notes; trucks with type, status, and estimated MPG; trailers with type and status; and customers with contact, phone, and terms days. Sample records demonstrate the layout. Dropdown ranges are prepared through row 104, and new operating records can be added below the existing lists.
Enter each load on the dispatch board
Rows 6 through 205 are prepared load rows. Populated records such as rows 6 and 7 are samples; unused prepared rows contain formulas and validations for operating entries. Enter data in columns A:R, T:U, W:Z, AE:AF, AJ:AK, and AN. These inputs include Load ID, status, assignments, route, appointments, freight details, miles, rate information, accessorials, driver pay terms, invoice information, and POD status.
Check formula outputs before closing a load
Do not replace the formulas in the calculated cells: S, V, AA:AD, AG:AI, AL:AM, and AO. Review the Dispatch Check result before assigning or closing a load. Red or orange formatting identifies items needing attention. Then use the dashboard to review totals, dispatcher results, status counts, and workbook checks.
Inside the file
Included features
Schedule truck loads by status and appointment
Each load can move through Planned, Dispatched, At Pickup, In Transit, Delivered, Invoiced, Paid, or Canceled status. Enter origin and destination cities and states, then record pickup and delivery appointments. The delivery appointment validation allows a blank value or requires delivery to occur after pickup. State fields use the Settings list, while customer, dispatcher, driver, truck, and trailer fields use maintained dropdown sources.
Deadhead Miles and Loaded Miles are user entries. Total Miles is calculated by adding the available values from those two fields.
Calculate dispatch revenue and estimated margin
Choose Flat or Per Loaded Mile as the rate type and enter the Linehaul Rate. Flat pricing returns the entered rate as linehaul revenue; per-mile pricing multiplies Loaded Miles by the rate. Enter Fuel Surcharge, Detention, Lumper, and Other Accessorial amounts separately. Gross Revenue adds linehaul revenue and those charges.
Estimated Gallons divides Total Miles by Estimated MPG. Estimated Fuel Cost multiplies gallons by the default diesel price. Driver pay supports percent of gross, per loaded mile, or flat calculations. Estimated Margin subtracts estimated fuel cost and driver pay from gross revenue, and Margin Percentage divides margin by gross revenue.
Maintain resource assignments and customer terms
Driver, truck, trailer, and customer records provide consistent dropdown selections for dispatch entries. Truck records can carry an estimated MPG; when a selected truck has a positive MPG value, the load uses it. Otherwise, the calculation falls back to the default fuel economy in Settings.
Customer records can include terms from 0 to 120 days. A positive customer-specific value is used for the load; otherwise, the default customer terms apply. Entering an Invoice Date allows the sheet to calculate the Due Date.
Review the Excel dispatch dashboard and checks
The Dashboard sheet shows an as-of date based on today and reports Active Loads, Loads Delivered, Open PODs, Upcoming Pickups, Overdue Invoices, Booked Gross Revenue, Estimated Fuel Cost, Estimated Driver Pay, Estimated Margin, Margin Percentage, and Loaded Miles. It also summarizes active and booked loads, revenue, margin, mileage, and margin percentage by dispatcher.
Status rows report load count and gross revenue, while the chart compares dispatcher gross revenue. Across 200 prepared load rows, workbook checks help identify duplicate load IDs, missing customers, drivers or trucks, appointment errors, and other row conditions exposed by the Dispatch Check formulas.
Common questions
About this workbook
Most row formulas wait for a Load ID and the required source fields. For example, Linehaul Revenue needs a rate type and rate, while Estimated Margin needs gross revenue, estimated fuel cost, and estimated driver pay. Missing required inputs generally leave the related output blank.
The Estimated MPG formula looks up the selected Truck ID in Resources. A positive truck-specific MPG is used when available. If that lookup is missing, invalid, or not positive, the formula uses the default fuel economy from Settings.
Terms Days come from the selected customer when that customer has a positive terms value; otherwise, the default customer terms apply. Due Date equals Invoice Date plus Terms Days. The dashboard counts an invoice as overdue when it has an invoice number, its due date is before today, and its status is not Paid.
Canceled loads are excluded from the dashboard totals for booked gross revenue, estimated fuel cost, estimated driver pay, estimated margin, and loaded miles. The status summary still includes a separate Canceled row so those records remain visible by status.
Weight accepts 0 to 100,000 lb. Deadhead and loaded miles accept 0 to 5,000 miles. Rate, accessorial, and driver pay entries accept 0 to 100,000. Resource MPG accepts 1 to 20, and customer terms accept 0 to 120 days.
No external integrations or data feeds are confirmed in the workbook. It is an Excel-based dispatch and estimating file, not a replacement for accounting, legal, tax, DOT/FMCSA, safety, or compliance advice or systems.
Editorial team
Prepared and checked with care
Casey Morgan
Fleet operations editorCasey turns dispatch, driver, vehicle, and delivery workflows into clear workbook guides.
About the editorial identities
Jordan Lee
Workbook quality editorJordan documents the automated formula, recalculation, download, and usability checks applied before publication.
About the editorial identities