ELD Process Automation: Connecting Logs to Your Business Systems

The Integration Challenge

Most trucking companies use multiple disconnected systems:

• ELD System: Samsara, Geotab, Omnitracs, KeepTruckin—tracks HOS and vehicle data
• TMS (Transportation Management System): Manages loads, routes, and dispatch
• Accounting Software: QuickBooks, Xero, or custom ERP for invoicing and payroll
• Fleet Management: Maintenance schedules, fuel tracking, vehicle diagnostics
• Customer Portals: Where shippers track their loads

Without integration, dispatchers manually copy ELD data into TMS, accountants manually enter hours into payroll, and customer service manually checks multiple systems for shipment status. This creates errors, delays, and wasted time.

What Process Automation Looks Like

Custom integrations create automated workflows:

1. ELD → Dispatch Automation

When a driver's HOS drops below 2 hours remaining, your TMS automatically receives an alert. The system suggests nearby rest stops, reschedules upcoming deliveries if needed, and notifies customers of potential delays—all without human intervention. Dispatchers see real-time HOS status for every driver in one dashboard.

2. ELD → Payroll Automation

At the end of each pay period, your system pulls driving hours, on-duty hours, and break times directly from the ELD API. This data automatically populates payroll calculations, ensuring drivers are paid accurately for all logged time. No more manual timesheet entry or disputes over hours.

3. Delivery → Invoicing Automation

When a driver marks a delivery complete in your mobile app, the system automatically:

• Pulls delivery confirmation photos and timestamps
• Generates an invoice with line items and rates
• Sends the invoice to the customer via email
• Updates your accounting system (QuickBooks/Xero)
• Creates a payment reminder if not paid within 30 days

What used to take 2-3 days now happens in minutes.

4. ELD → Compliance Automation

Your system continuously monitors ELD data for violations:

• HOS violations (driving over 11 hours, insufficient rest)
• Speeding violations from GPS data
• Missing log entries or unassigned driving time

When violations are detected, the system automatically:

• Alerts the driver and dispatcher immediately
• Generates a violation report for DOT compliance
• Flags the driver for additional training if violations are frequent
• Creates inspection-ready reports on demand

This proactive approach reduces DOT violations and keeps your CSA scores low.

Custom Integration Architecture

Here's how we build these integrations:

API-First Approach

Most modern ELD providers offer REST APIs or webhooks. We connect to:

• Samsara API: Vehicle locations, HOS data, driver behavior, fuel consumption
• Geotab API: Fleet tracking, HOS logs, engine diagnostics, route history
• Omnitracs API: Driver logs, vehicle data, messaging, route optimization
• KeepTruckin API: ELD data, IFTA reporting, vehicle maintenance

We build a custom backend API that acts as a middleware layer, pulling data from ELD systems, processing it, and pushing it to your business systems.

Real-Time Data Sync

Instead of batch processing (pulling data once per day), we set up real-time webhooks or frequent polling:

• ELD systems send webhooks when HOS status changes
• Your backend processes the data immediately
• Updates flow to your TMS, mobile app, and dashboards in real-time

This means dispatchers see current HOS status, not data from 4 hours ago.

Data Transformation & Business Logic

Raw ELD data needs processing:

• Convert HOS data into payroll hours (driving vs. on-duty vs. break)
• Calculate available driving hours remaining
• Match GPS coordinates to delivery locations
• Flag violations based on business rules
• Generate reports in formats your systems expect

Your custom backend handles all this logic, so your other systems receive clean, processed data.

Real-World Integration Examples

Example 1: Automated Driver Payroll

A 25-truck fleet was spending 8 hours per week manually entering driver hours into QuickBooks. We built an integration that:

• Pulls HOS data from Samsara API every 15 minutes
• Calculates driving hours, on-duty hours, and break time
• Syncs to QuickBooks as timesheet entries
• Generates payroll reports automatically

Result: Payroll processing time reduced from 8 hours to 30 minutes. Zero data entry errors. Drivers get paid faster and more accurately.

Example 2: Real-Time Dispatch Dashboard

A regional carrier needed better visibility into their fleet. We built a custom dashboard that:

• Pulls live location data from Geotab
• Shows HOS remaining for each driver
• Integrates with their TMS to show assigned loads
• Alerts when drivers are running low on hours

Result: Dispatchers can optimize routes in real-time, reduce phone calls by 60%, and prevent HOS violations before they happen.

Example 3: Automated Invoicing System

A freight company was manually creating invoices 2-3 days after delivery. We automated the process:

• Driver marks delivery complete in mobile app
• System pulls delivery photos and timestamps
• Generates invoice from rate tables
• Sends to customer and syncs to Xero

Result: Invoices go out within 1 hour of delivery. Cash flow improved by 7-10 days. Accounting team saved 10 hours per week.

Building Custom Integrations: What It Takes

Custom integrations require:

• API Access: Most ELD providers offer API access, but you may need a paid plan
• Backend Development: Custom API to process and transform data
• Database Design: Store processed data for dashboards and reports
• Authentication & Security: Secure API keys, encrypted data transmission
• Error Handling: What happens when APIs are down or data is missing
• Testing: Ensure data accuracy and system reliability

Cost & Timeline

Custom integrations vary in complexity:

• Simple Integration (ELD → Dashboard): $5,000-$8,000, 4-6 weeks
• Medium Integration (ELD + TMS + Mobile App): $10,000-$15,000, 8-10 weeks
• Complex Integration (Full Automation Suite): $20,000-$30,000, 12-16 weeks

The ROI is typically clear within 6-12 months through time savings and reduced errors.

Start with One Integration

You don't need to automate everything at once. Start with the biggest pain point:

• If payroll is taking too long → Start with ELD → Payroll automation
• If dispatch lacks visibility → Start with ELD → Real-time dashboard
• If invoicing is delayed → Start with Delivery → Invoicing automation

Once you see the value, expand to other integrations. Each one builds on the previous, creating a fully automated system over time.

The Future: Fully Automated Operations

The end goal is a fully connected system where:

• ELD data flows automatically to all systems
• Drivers update status once, and all systems update
• Invoices generate and send automatically
• Compliance reports generate on demand
• Dispatchers see everything in one dashboard

This level of automation isn't science fiction—it's achievable today with custom integrations. The companies that invest in automation now will have a significant competitive advantage.

Ready to Automate Your Operations?

We specialize in building custom integrations between ELD systems, mobile apps, and business software. Let's discuss how we can automate your workflows and eliminate manual processes.

Schedule a free consultation →