ProTransport Premium

Dive into specific features with these ProTransport Premium demo videos.

  1. To enter a load, click on the Load tab and click Create Load in the top left corner.
  2. Enter the customer. If they’re in the RTS Credit list, drop-down options will appear.
  3. Enter the amount of the agreed upon rate with the broker. Then, select the driver and truck from your system’s information.
  4. Once completed, click Add Stops in the bottom right corner.
  5. Enter the details for the initial stop, including company name, dates and times.
  6. A drop-down menu will appear that includes a preset list to choose the address, city, state and zip code for the stop.
  7. Follow the same steps for the final delivery.
  8. Click Add Stop for any additional stops that need added to the load.
  9. Once completed, click Save. 
  1. Click on the Statements tab, then click Create Statement.
  2. Select the partner from the drop-down menu, followed by the statement date and the range for the statement (set by pickup date or delivery date).
  3. First, select the Rate Type and add the Rate.
  4. Select the loads that will be added to the statement by marking the check boxes.
    • Loads must be invoiced to get added to a statement.
  5. If there are any credits or deductions to add to the driver's or owner operator's statement, click Add Credit or Add Deduction.
    • Enter a Description and an Amount.
    • Repeat this process as necessary for additional deductions or credits.
  6. Move on to your Fuel Transactions and mark the check boxes for the fuel transactions that need to be added to the statement.
  7. Verify that fees or applicable discounts have been applied as necessary.
  8. Once completed, click Save.
  1. Click on the Aging Report tab.
  2. You can view your total accounts receivable balance filtered between Non-Factored Invoices and Factored Invoices.
  3. To mark an invoice as fully paid, check the box for that invoice and click Mark as Paid.
    • This can be done for multiple invoices at the same time.
  4. You can also add partial payments by clicking Apply Payment on the right side of each line.
    • Enter the Amount Paid and the Payment Date.
  5. Once completed, click Save.
  1. Click on the Fuel Entry tab.
  2. If you are working with a WEX fuel card, transactions will be automatically imported into ProTransport.
  3. To manually add a fuel transaction, click Create Entry in the top left corner.
  4. Select the Date/Time of the transaction, then add the Address.
  5. Select the Driver and Truck from the drop-down menu at the bottom of the screen.
  6. Select the Transaction Type.
  7. Enter the Quantity, the Retail Amount and the Discount.
  8. Enter any applicable fees.
  9. Once completed, click Save.
  1. Click on the IFTA Report tab.
  2. IFTA calculations can be generated using the loads and fuel transactions entered in Pro Transport Premium.
  3. Start by clicking Create Report in the top left corner.
  4. Select the Quarter and Year you are generating the report for.
  5. Under Trucks that qualify for IFTA, verify that the check boxes are marked for all trucks that you need an IFTA report for.
  6. If a truck is not seen in this section, check the Trucks Missing Entry section to see what the truck is missing for eligibility.
  7. Under Additional Criteria, toggle on any applicable options and click Calculate and Pay.
    • Payment for IFTA reports can be made directly in the system.
  8. If there are any errors on the report, the system will highlight those on the next screen.
    • Update the lines and click Recalculate.
  9. IFTA reports will still need to be filed, ProTransport simply generates the reports.
  1. Click on the Company Information tab and verify that all information is correct.
    • If information needs updated, make changes and click Save Changes before continuing.
  2. To upload your company's logo, click on the gray box with your company's name and then the Plus button.
  3. Click Upload Photo to add the logo to your profile.
    • This page automatically saves.
  4. To add drivers and owner operators, click on the Partners tab, then click Add New.
    • Required fields for a driver are Name, E-mail Address and Phone Number. Optional details include CDL, Address and Emergency Contacts.
  5. Once details are entered, the profile can be saved and closed.
  6. If the driver is paid a specific rate per load, click on the Pay Rates tab, select the applicable option and enter the rate.
  7. Once completed, click Save at the bottom of the screen.
  8. To add equipment, click on the Equipment tab.
  9. Click Add New and select the Equipment Type.
    • Unit Number is the only required field on this screen. Optional details include the Owner, Make and Model.
  10. Once completed, click Save.
  1. Click your name in the top right corner.
  2. In the dropdown menu, click Administration.
  3. Click Add User on the right side of the screen.
  4. Click Add User and enter the user's information.
  5. Assign permissions to the new user.
    • To assign the same permissions, click Add Group of Users.
    • To assign unique permissions, click Add Unique Users.
      1. Ensure the ProTransport Premium toggle is on.
  6. Once complete, the new user can access ProTransport Premium. 

ProTransport Enterprise

Learn more about ProTransport Enterprise features with these software demos.

  1. Switch Layout: Help > Layout > Advanced.
  2. Add Driver: Safety > Drivers > Enter name, mark Active, Hire Date, Drug Test. (Optional: Personal & Contact Info.)
  3. Driver Details: Safety Dates, Fuel/Toll Checkboxes, CDL Info > Save.
  4. Extra Driver Tracking: Annual MVR, Annual Clearinghouse, Files.
  5. Contractor Name: Company Info > Save.
  6. Company Driver Setup: Mark Company Driver; mark 1099 if needed; Pay Rates tab > Add Settlement Item, Rate Type, Amount > Save.
  7. Contractor Pay Rate: Add truck first.
  8. Add Truck: Safety > Trucks > Unit # required. (Optional: Truck Details, Safety Dates, IFTA, Highway Tax) > Save.
  9. Truck Extras: Maintenance Reminders, Files.
  10. Company Truck Lease: Add lease details if needed > Save.
  11. Contractor Truck: Unmark Company Owned, add Owner Info, Pay Rates tab > Add Rate > Save.
  12. Add Equipment: Safety > Equipment > Unit # required. (Optional: Equipment & Reefer Info, Ownership, Safety dates) > Save.
  13. Warnings: Driver/Truck/Equipment > Check alerts (default 60 days), update in Admin > Save.
  14. Assign Equipment: General > Assign Equipment > Select Truck, assign Driver/Equipment.
  15. Add Business Partners: Bulk import, manual entry, or RTS Credit tool > Save.
  16. Enter Load: General > Load (Orders) > Load #, Pickup/Delivery Dates/Times. (Optional: extra required fields in Admin.)
  17. Stops Tab: Add/rearrange stops; Assign Truck/Driver; Calculate Miles; Set trip status.
  18. Upload Docs: Files tab > Upload.
  19. Dispatch Board: View/manage loads & truck availability.
  20. Final Step: Ensure loads are Delivered for invoicing/statements.
  1. Open the Help module and change the layout from Basic to Advanced to access the full ProTransport platform.
  2. To register for live training courses, click Training Registration to open the catalog of available live courses.
    1. A ProTransport account number is required to register (found under About in ProTransport).
    2. The number of licensed users (simultaneous users allowed) is also displayed here.
    3. To increase licensed users, contact the ProTransport implementation team.
  3. To add or update company information, open the Administration module and click on Company Data.
    1. Enter relevant business details such as MC number, FEIN number, contact info, mailing address and physical address.
    2. Upload a company logo in the top right corner (verify correct sizing as noted).
    3. Click Save to save changes (ProTransport does not auto-save).
  4. To upload company-wide documents, click on Company Files.
    1. Click Upload and select the document.
    2. Uploaded files are accessible to all users with administration access.
  5. To enter factoring company information, click on Factoring Company.
    1. For RTS Financial clients, coordinate with the ProTransport implementation team to complete setup.
    2. For other factoring companies, select Default from the drop-down and click Edit.
    3. Enter the factoring company name and mark the Active checkbox.
    4. Enter any factoring fees, reserves and deductions in the appropriate section.
    5. If required, mark Show Factoring Company Stamp and enter details for invoice stamps.
    6. Click Save.
  6. Managing users and user groups:
    1. By default, ProTransport creates two users: Admin (ProTransport technical support) and Administrator (main company user).
    2. To rename the Administrator, double-click the user profile and update details.
    3. To add a new user, click Add New.
    4. Enter username and password (8-15 characters, with at least one uppercase letter, one lowercase letter and one number).
    5. Fill out additional fields such as first and last name (recommended but optional).
    6. Go to the Access Levels tab to assign system permissions. (Verify all permissions since most are set to “no access” by default.)
    7. Click OK to save the new user.
  7. To create a user group, go to the User Groups page and click Add New.
    1. Enter a group name.
    2. Assign permissions by reviewing each tab, similar to user access levels.
    3. Click OK to save.
  8. To assign users to user groups, go to the Users page.
    1. Permissions assigned to the user group will override individual user permissions.
    2. Click OK to save.
  1. Open the Help module and change the layout from Basic to Advanced to access the full ProTransport platform.
  2. Open the Accounting module and click General Ledger Accounts.
    1. ProTransport uses a dual bookkeeping system, meaning every transaction debits one GL account and credits another.
    2. System-generated GL accounts can be edited but not deleted.
    3. It’s recommended to add a bank account to this list.
  3. To add a new General Ledger account, click Add New in the top right corner.
    1. Enter the account name.
      1. (Optional) If this is a sub-account, select the parent account from the drop-down menu.
    2. Choose the base type and enter the account number (Optional).
      1. Note: ProTransport cannot link directly to an external bank account — these fields are informational only.
    3. Click Update in the top left corner.
  4. To update the balance of a General Ledger account, click General Journal in the Accounting module.
    1. Click Add New and enter a description for the journal transaction.
    2. At the bottom, select the account to Debit and enter the amount.
    3. Repeat for the account to Credit.
      1. Debit and credit amounts must balance.
    4. Click Save in the top left corner.
  5. Return to the General Ledger Accounts page to confirm the updated balance.
  6. Open the Administration module and click General Ledger Defaults.
    1. On the Load Payments page, update the default deposit account to the newly created bank account.
    2. Click Save in the top left corner.
  7. Before invoicing a load, verify these details on the Load Entry page or Loads (Orders) page:
    1. A customer has been selected.
    2. A customer load number has been entered.
    3. A freight rate has been entered.
    4. Trip status is marked as Delivered.
    5. Applicable documents are uploaded on the Files tab.
  8. For factored loads, verify the Send to Factoring Company checkbox is marked on the Payments tab.
  9. To add billing items, choose from default accounting items on the Billing tab:
    1. Freight income
    2. Broker fees
    3. Assessorial charges
  10. To add additional accounting items, click Item Edit > Accounting Items in the Administration module.
    1. Enter a description, debit account, and credit account.
    2. Click Save.
  11. Back on the load screen, open the Billing tab, select the new item, enter the rate, and click Save.
  12. Invoicing a load:
    1. From the Accounting Board:
      1. In Accounting, click Accounting Board > Un-invoiced Loads tab.
      2. Mark the checkbox for the load to invoice.
      3. Click Save All.
    2. For factored loads:
      1. In Accounting, click Factoring Company Report.
      2. Move the invoice(s) to the report section by double-clicking or selecting Add All.
      3. Click Save.
      4. If using RTS Financial, click Send to RTS FTP to submit invoices and documents.
      5. For other factoring companies, export documents as needed and click Save.
    3. From the Load Entry screen:
      1. Under Load Billing, mark the Load Invoiced checkbox.
      2. The invoice section will display invoice number, billing terms, invoice date, and due date.
      3. Click Save.
  13. To set up additional billing terms, click Item Edit > Billing Terms in Accounting.
    1. Add description and number of days for the new term.
    2. To assign terms to a business partner:
      1. In General, click Business Partners.
      2. In the billing section, select the term and click Save.
  14. To view or print an invoice, click Print on the load entry screen
    1. To change the invoice template:
      1. In Administration, click Settings > Reports tab.
    2. To export supporting files:
      1. In Search, click Loads, find the load, right-click, and select an export option.
  15. To apply payments, go to the Accounting tab and click Accounting Board > Aging Report tab.
    1. For full payments:
      1. Mark the Process checkbox and click Process Payments.
      2. Verify deposit GL account.
      3. Enter payment date, payment method, reference/check numbers, and check date.
      4. For factored invoices, verify factoring fees, reserves, and deductions.
      5. Click either Process Payments and Mark Loads as Completed or Process Payments to leave the load open.
    2. For partial payments:
      1. Click the blue circle in the Add Payment column.
      2. Enter payment amount, date, method, reference/check numbers, and check date.
      3. Verify GL account and factoring adjustments.
      4. Click Save.
      5. Repeat for additional payments as needed.
      6. To close the load, click the gray circle in the Close Load column.
  1. Open the Help module and change the layout from Basic to Advanced to access the full ProTransport platform.
  2. Open the Administration module and click Settings to review and update System Settings.
    1. In Fuel Card Settings:
      1. Select the primary fuel card from the drop-down menu.
      2. Enter any fuel transaction fees, advance fees, and miscellaneous fees.
    2. In Rates:
      1. If company drivers and contractors may be paid for the same load, check Allow applying pay rates for both trucks and drivers on the same trip.
    3. In Statements:
      1. If statements are generated on the same day each week, check Use Set Statement Day and select the correct day.
      2. Under Load Date, choose either Pickup or Delivery.
    4. Click Save.
  3. To assign bank accounts, start by adding a bank account to the General Ledger Account list (covered in Invoicing training).
    1. Open Administration Module > General Ledger Defaults.
    2. On the Check Writing page, assign the contractor and company driver bank accounts to the new account.
    3. Click Save.
  4. On the Loads (Orders) page, verify load details before generating statements.
    1. On the Stops tab:
      1. Confirm pickup/delivery dates are within the statement period.
      2. Ensure the load is invoiced.
      3. Verify the trip status is marked as Delivered.
    2. On the Settlement Items tab:
      1. Confirm a pay rate is applied to the correct driver or truck and for the correct amount.
  5. To set up scheduled deductions (if applicable), open the Accounting module, then click Contractor Scheduled Deductions.
    1. Right-click and select New Recurring Deduction.
    2. In Recurrence Patterns, set how often it will occur.
    3. In Range of Recurrence, set the end date and verify the start date.
    4. Click OK.
    5. Enter description, assign truck, enter amount, and select the correct debit/credit accounts (or an existing accounting item).
    6. Click OK and repeat for each contractor.
  6. To create accounting items for scheduled deductions, open Administration module, then click Item Edit and Accounting Items.
    1. On the Scheduled Deductions tab, create items by entering a description and assigning debit/credit accounts
    2. Click Save.
  7. Import and manage fuel transactions in the Accounting module under Fuel.
    1. Select the correct fuel card provider from the drop-down.
    2. Click Import Fuel, locate the file, and click Open.
    3. Review results, click OK, and verify truck assignments.
      1. Green circle = will be released to statement.
      2. Red circle = blocked from statement.
      3. White paper = not updated yet.
    4. Update the release column manually as needed.
    5. To enter a manual fuel transaction:
      1. Open Accounting Module > Contractor Statements > Fuel Tab and enter details.
  8. To manually add tolls for a contractor, open Accounting Module, then click Contractor Statements > Deductions Tab.
    1. Select the toll accounting item, assign truck, and enter amount.
  9. To generate contractor statements, open Accounting Module then click Contractor Statements.
    1. Review and add settlement items, credits, and deductions:
      1. Credits Tab – Add one-time credits by selecting an accounting item and amount.
      2. Deductions Tab – Add one-time or toll deductions.
      3. Scheduled Deductions Tab – Double-click applicable items to add.
      4. Fuel Tab – Double-click applicable transactions to add.
  10. Create the Statement by clicking New Statement.
    1. Verify truck and statement date.
    2. Click Open Statement.
    3. Add settlement items individually or use Add All Available Trips.
    4. Add applicable credits, deductions, scheduled deductions, and fuel transactions.
  11. Finalize and Print
    1. Click Print > Print Statement to review.
    2. To finalize, click Write Check, verify date and general ledger account, and click Save.
  1. Open the Help module and change the layout from Basic to Advanced to access the full ProTransport platform.
  2. Update the system settings by opening the Administration module.
    1. Go to Settings > Loads tab.
    2. Under Miscellaneous, ensure Upon Assigning Truck/Drivers/Equipment Update Unit's General Assignment is unchecked.
  3. Go to the Accounting tab and check Drivers Split Pay and Expenses, found under Rates.
    1. Enabling this setting will automatically check Show Deductions/Fuel under the 1099 section. This option cannot be turned off.
    2. These settings apply to company drivers only.
    3. (Optional) On the Reports tab in Statements, update the Co-Driver Statement Template preferences. This can also be adjusted on an individual driver’s profile.
    4. Click Save.
  4. Assign drivers to the same truck by opening the General module
    1. Click Assign Equipment.
    2. Select a truck and click Assign.
    3. In the top-left corner, select two drivers.
    4. Click Save.
  5. Set split percentages by opening the Safety module
    1. Go to Drivers and select the main driver from the dropdown.
    2. Click Edit.
    3. Under Assignments, check Split Pay and Expenses
    4. Enter the split percentages for Driver 1 (total for both drivers must equal 100%). This only needs to be set on the main driver's profile.
    5. Click Save.
  6. Verify the truck is assigned
    1. Based on the system assignments, the Driver 1 and Driver 2 fields will auto-fill.
    2. Note: pay information only appears for the main driver.
  7. Create the driver statement by opening the Accounting module
    1. Click Statement Batch.
    2. Click Create Statements.
    3. Select the Statement Date, Period Start Date and Period End Date.
    4. Check the box next to the correct payee and click Create.
    5. Once finalized, a green check mark will appear.
    6. Click Close to return to the statements list.
  8. Review split pay details by double-clicking the statement for the main driver.
    1. Review all settlement items, credits, deductions, scheduled deductions and fuel transactions
    2. An additional line item will display the split amount based on the set percentages. 
  1. Open your desired Load Entry screen. For this training, use Loads (Orders).
  2. Enter all required load information into the system.
  3. To offer the trip to multiple drivers, go to the Trips tab.
    1. Click Offer Trip to send the route to multiple drivers simultaneously.
    2. The first driver to accept will be assigned the load in ProTransport.
  4. Assign a load to a specific driver in the Truck Assignment section.
    1. Click Save to send a notification to the assigned driver.
  5. On the driver’s mobile app, open More (bottom right corner) and select Pro Transport Driver Trips.
    1. This screen shows current trips under Trips and any offered trips under Available Trips.
  6. On the History tab, drivers can view all past trips they were assigned.
  7. When a driver opens a load, they see detailed information: Commodity, Mileage, Weight, Rate, Comments and Load Number.
  8. When departing for the first stop, update the load status from Open to Enroute.
  9. To view stop details, click Location to see the Address, Contact Info, Special Directions or Appointment Numbers.
  10. Once the first stop status is updated, ProTransport automatically changes the trip status from Planned to In Transit.
  11. As the driver progresses, update each stop’s status to Completed then Enroute for the next stop.
  12. After completing the final delivery, update the status to Completed.
  13. ProTransport will automatically mark the trip status as Delivered once all stops are completed.
  14. To upload documents (e.g., Bill of Lading) via the app, tap Documents at the bottom of the screen.
    1. Choose to take a photo, select from the library or upload a PDF.
    2. Take or select the document, click Review, then Upload.
  15. Uploaded documents will trigger a notification in ProTransport and will appear on the Loads (Files) tab.
  16. For driver communication, use the messaging feature:
    1. When a new message arrives, a red envelope icon appears in the Units tab.
    2. Click the envelope to view and reply.
    3. Ensure Mobile Application is selected for immediate driver notifications.
  1. Open the Help module and change the layout from Basic to Advanced to access the full ProTransport platform.
  2. Open the Administration module and click on Settings within the Accounting tab.
    1. Set the Statement Date, Period Start Date and Period End Date.
    2. Example: If statements are generated on Friday for the previous Sunday through Saturday, set both the start and end dates to six days prior.
  3. If the pay period needs to be displayed on the statement, click on the Reports tab and check the box for Display Pay Period on Statement.
  4. Once the settings have been updated, click Save.
  5. Open the Accounting module and click on Statement Batch.
  6. Click Create Statements.
    1. Verify the Statement Date, Period Start Date and Period End Date are correct.
    2. Check the box next to the correct payee and click Create.
  7. Once the statements have been finalized, a green check mark will appear.
  8. Click Close once completed.
  9. All generated statements can be found on this page to view or make any necessary changes.
    1. Double-click the statement line to view details.
    2. Settlement items, credits, deductions, scheduled deductions and fuel transactions assigned to the driver or truck within the statement period will be automatically added.
    3. Items can also be manually added after the statement is generated.

Live TMS Training

Choose a training course below to see additional information. Once you've determined which course you'd like to take, select a date and time from the calendar and complete the brief form to schedule your training.