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 A big rig office setup is almost a necessity in the busy trucking industry. Waiting until you get back to a truck stop to be where you can fax contracts back and forth can mean the good loads have been taken before you even get there to do business.
To top it off, you burned a lot of extra fuel to get to a fax machine, paid $2.00 to $3.00 per sheet faxed and then you stomped your hat a few times when the load you contracted to move is located 100 miles in the direction you just traveled from to get to the truck stop.
You know better than anyone that fuel is too expensive to waste trying to chase down a fax machine and a good paying load is first come first served most of the time.
It sounds like it is time for you to set up a big rig office to be more competitive especially if you are an owner operator.
"What Does It Take To Set Up A Big Rig Office?"
Note: If you are an owner operator, check with your tax accountant to see which Big Rig Office equipment and services listed below are deductible on your taxes as operating expenses.
You’ll need to make a few decisions about your office setup. Purchasing equipment such as a computer and
Trucking Office Software
to keep up with your log book, fuel tax tracking, IFTA reporting, load management, address book and more will make your life easier on the road and definitely when it comes tax time.
You may already possess some of the items listed below.
•Personal Computer: The speed and size will depend on your preferences for items such as:
1. Games you like to play
2. Microsoft office software(word, excel, powerpoint)
3. Photo editing software, amount of pictures you want to store
4. Software needed for faxing capabilities
5. Trucking accounting software or company intranet software.
Add up the requirements of computer power needed and discuss the possible size options with your computer provider.
•Power Supply Converter: Plugs into your cigarette lighter to convert the 12 volt battery source into a 120 volt power supply. Note: If you have an APU (auxiliary power unit) on your big rig, you should be able to get a power source from there depending on the unit.
•Small UPS(uninterruptible power supply) System: Stabilizes power disruptions, brownouts and spikes that could hurt your computer or make you lose whatever data you are creating if the power fluctuates or dies. You should have the small UPS system regardless of the power source used to protect your computer.
•Faxing Setup:
First, you will need faxing enabling software for your computer to use the tool in your Big Rig Office. There are many types of software on the market or your computer may already have the faxing software as part of the initial package. One faxing software from
Skymira
allows you to use their system like a regular fax machine. Put your paperwork into their compact DSMobile scanner designed for small work areas then enter the fax number on your computer screen and click the fax button. They also have a small compact printer designed for small work areas to print out your faxes requiring signatures.
Second, you will have to decide on which type of communication service to rely on to conduct business such as any faxing and email requirements.
You have three options: Cellular, Satellite and Wi-Fi Access
Cellular Service:
Your cell phone should be at a minimum a “dual-mode handset” that provides the Advanced Mobile Phone Service (AMPS) analog band and one digital (800 MHZ) band.
BigRigCentral.com recommends using the “tri-mode handset” that provides one analog band and two CDMA (Code Division Multiple Access) digital bands that allow you to utilize the digital (Personal Communications Services) 1.9 GHz band and the 800 MHz bands as well as the Analog (AMPS) band that is still be used in the United States especially in rural areas. Much of the wireless services including two-way digital voice, messaging, and data services operate on the 1.9 GHz band.
"Why Both Types of Cellular Signals?"
While no cellular service guarantees 100% coverage, the analog signal is good for cell phone calls in many rural areas where digital service may not be available. Keep in mind, digital service is required to access the internet and utilize the wireless data services.
Therefore if you don’t have a cellular digital signal, you will be without the internet and wireless data capability until you get into your provider’s cellular service range or a truck stop to use their Wi-Fi access and/or their fax machine.
•Satellite Service: Use of satellite access gives you the best chance of constantly maintaining internet and faxing capability anywhere in the United States especially in rural areas such as rest areas as long as you have an unobstructed view of the Southern sky. Some truckers have a PVC pipe mounted on their truck’s right mirror bracket to hold their satellite dish in place when in use. Visit our
Big Rig Satellite Page
for more information on satellite services available.
•Wi-Fi Internet Access: Limited to where the service is available like truck stops, private access providers like a McDonalds or a public source like a designated public zone in a city. Visit our
Wi-Fi Locator Page
to find access providers.
“I Understand The Limits on Cell Phone Coverage and I’ll Take My Chances. How Can I Use My Cell Phone To Fax Information If I Have A Cellular Signal?"
Select a faxing software to use like
Skymira's
Sky-fax software. If you use choose to use another fax software, you may still want to purchase Skymira's very small compact scanner and printer devices to save room in your truck. You'll need some type of printer/scanner device to sign and send contracts.
Convert your cell phone into a high speed modem by using a data connection kit to link your computer and cell phone together to send the fax from the cab of your truck. You may also be able to use an analog signal to send a fax but it may take longer.
“Don’t Want To Use Your Cell Phone As The Modem?”
Cellular data cards are available on the market that you can use by plugging the device into your computer’s PCMCIA or PC Express slot to connect with the internet.
Verify faxing signal requirements with your fax software supplier. Verify the capabilities of your cell phone, data connection kit requirements or the cellular data card requirements with your cellular signal provider.
"What Else Is Needed?"
Now that you have selected your computer, small UPS system, faxing software and communication provider for your Big Rig Office; remember to select good
trucking software
to help with managing your finances, maintaining your truck properly and record keeping requirements for tax deduction expenses.
Consider purchasing a
Trucker Laptop Computer Stand
from truckershelper to make it easier to use a computer in your big rig.
You are now on the way to doing business from the convenience of your truck.
Make Living Easier and Cheaper On The Road?
The only things missing that could make your new Big Rig Office even better is that hot cup of coffee and warm food that you could be having if your truck was equipped with an auxiliary power unit(APU) that would provide a 120 volt AC power and cooling/heating without having to waste fuel idling your big rig.
Having an Auxiliary Power Unit (APU) on your big rig will do the following for you by not idling your main engine
•Increase profit by possibly extending the main engine’s life by approximately 100,000 miles
•Increase profit by reducing fuel consumption
•Increase profit by not paying for ancillary services at truck stops
•Increase profit by reducing down time
•Decrease harmful emissions
•Save money by being able to run more appliances for food preparation
We’ve heard truckers can save an average of $200 a week in fuel expenses by not burning fuel while idling.
That sounds like keeping an average of $10K annually in your pocket while you sit in your cool Big Rig Office drinking hot coffee. Do the math with an Auxiliary Power Unit(APU) provider and see how much you can possibly save.
Of course you have to pay for the APU unit but again check with your tax accountant to see if it is a tax deductible and depreciable expense. It may be a whole lot cheaper than you think while making life on the road a little more bearable.
Enjoy your new Big Rig Office and Find Some Good Paying Loads!
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