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Trucking & Transportation Companies: Payroll Software vs. Managed Payroll Service (2026)
Trucking companies evaluating payroll options typically compare managed payroll service against payroll software. Here is the honest comparison.
Managed payroll service (like BEG) means a provider processes payroll for you. You submit hours and changes; they handle the rest including tax deposits, compliance, and year-end forms.
Payroll software (Gusto, ADP Run, Paychex Flex) means you run payroll yourself using a platform. You are responsible for configuring it correctly and keeping up with compliance changes.
Side-by-Side Comparison for Trucking Companies
| Payroll Task | Managed Payroll | DIY Software |
|---|---|---|
| Per-diem pay for drivers setup | Configured for you | You configure |
| Tax deposits | Handled | You are responsible |
| Compliance updates | Applied automatically | Your responsibility |
| Multi-state filing | Included | Varies by plan |
| Year-end W-2s | Included | Included or add-on |
| Payroll errors | Provider corrects at cost | Your cost to fix |
| New hire onboarding | Handled | You set up |
Which Is Right for Trucking Companies?
For most trucking companies under 100 employees, managed payroll wins on total cost and compliance coverage. The tradeoff -- giving up direct software access -- is outweighed by removing the compliance risk that comes with self-managing per-diem pay for drivers, owner-operator vs W-2 classification, DOT compliance, mileage reimbursement.
Payroll software makes sense if you have dedicated in-house HR staff with genuine expertise in Trucking Companies payroll compliance, prefer hands-on control, and have a low tolerance for vendor dependency. These are real advantages, but they come with real responsibility.
Managed Payroll, Handled.
BEG manages payroll at $25-$45 per employee per month, all-inclusive. Get an instant cost comparison for your business.
Frequently Asked Questions
Can you handle per-diem pay for OTR drivers?
Yes. Per-diem is set up as a non-taxable allowance at the IRS-approved transportation industry rate ($69/day in 2026 for CONUS). We track per-diem days separately and produce correct W-2 treatment.
How do you handle owner-operators vs. W-2 drivers?
Owner-operators are processed as 1099 independent contractors; W-2 drivers run through regular payroll. We maintain correct classification documentation to withstand an IRS or DOL audit.
Can you handle payroll for drivers in multiple states?
Yes. Multi-state driver payroll, including resident state income tax withholding, is handled automatically. We file in each applicable state.
What does BEG charge for trucking company payroll?
Trucking payroll runs at $25-$45 per employee per month. For a 20-truck fleet with 25 W-2 employees, that is approximately $625-$1,125 per month covering payroll, tax filing, per-diem administration, and W-2s.
Related Resources
Anthony leads payroll solutions at Business Executive Group, a national managed payroll firm serving businesses across industries including Trucking & Transportation Companies. BEG manages payroll at $25-$45 PEPM, all-inclusive, with deep expertise in compliance, multi-state filing, and industry-specific payroll requirements. Get instant pricing at beghr.com.
Authoritative source: U.S. Department of Labor: Wage and Hour Division
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