Phone Systems for Transport Companies

Keep dispatch, drivers, depots and customers talking, from the first booking of the morning to the late freight call.

Industry Challenges

Transport and logistics run to tight windows, and a missed call can mean a missed pickup or a truck sitting idle. A hosted phone system gives dispatch a proper control point for calls and keeps drivers reachable on the business number without tying up the main line.

Dispatch juggling bookings, driver calls and customer ETAs at once
Drivers calling in and clogging the customer line
Late-night and weekend freight issues that need a decision
Questions later about what was agreed on the phone

How Smart Phone Systems Helps

A dispatch desk built for volume: Dispatchers can use the desktop softphone with BLF keys, which show at a glance who is on a call and allow one-click transfers. A queue keeps booking calls in order during the morning peak.

A separate driver line: Drivers get their own number or menu option that rings dispatch directly, so customers aren’t stuck behind them. Drivers can also use the mobile app, so their calls show the company number.

After-hours escalation: After hours, urgent freight or breakdown calls ring the on-call manager’s mobile app, with a backup contact if they don’t answer. Routine callers hear your hours and leave a message that’s emailed with a transcript.

Call recording for bookings: Call recording is available on request for dispatch and bookings, which helps when a pickup time or instruction is queried. Reporting shows call volumes by hour and day.

Common Setup for Transport Companies

Example setup: A regional freight company with around 20 trucks, a dispatch office of three, a depot in another town and a small accounts team.

Typical call flow: Main number → Press 1 for Bookings and Quotes → Press 2 for Delivery Status → Press 3 for Accounts. Drivers have a separate number that rings dispatch first, then the depot.

Useful features: Desktop softphone with BLF keys, call queue, driver line, mobile app, after-hours routing, call recording on request, call reporting.

Why Choose Smart Phone Systems

Transport starts early and finishes late, and our phones are answered 8am-10pm, 7 days. Our Pakenham team designs the call flow around your dispatch process, ports your numbers and trains dispatchers and drivers, all included. No lock-in contracts, no licence fees, unlimited national landline and mobile calls with each extension, and the first month free for new customers.

FAQs for Transport Companies

Can drivers use the app hands-free?

The app works with Bluetooth car kits and headsets like a normal call. Drivers should only take calls hands-free and in line with road rules.

Can a depot in another town be on the same system?

Yes. Depots can share one system with free internal calls between them, and each can keep a local number. Calls can be transferred to the right depot in one step.

Can dispatch and accounts keep different hours?

Yes. Each department can have its own hours, so dispatch might ring through from 5am while accounts stays on business hours. Changes to hours and holiday greetings are free.

We run around the clock. Does the system handle shifts?

Yes. Staff can log in and out of queues at the start and end of each shift, and routing can change by time of day, so night callers reach whoever is on.

Ready to Give Dispatch a Better Phone Setup?

Call us or send an enquiry about bookings, drivers and after-hours calls, and we’ll suggest improvements.

Learn more about our business phone system features or view our pricing. Depots can run on our Business NBN plans, and our guide to using a softphone from a computer explains BLF keys for dispatch. To get started, call us on 03 9100 1234 or book a 15-minute chat using the link below.