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How We Evaluate Free TMS Software (Our Testing Methodology)
There are numerous options to choose from when it comes to free TMS software, which is both a blessing and a curse. It's a blessing because transportation managers and supply chain directors have a wide variety of transportation management system software to look through to hopefully find the perfect fit. It's a curse because the variance in features, pricing, and even design of TMS software can make them difficult to evaluate.
At least, this is the case if you don't have a developed methodology to evaluate TMS software beyond surface-level attributes.
In this post, we're going to break down how we prefer to evaluate free TMS software. While this will include looking at high-priority markers such as TMS pricing and reviews, there are also indirect attributes that we’ll draw attention to. Our goal is to help you understand how to narrow down an ideal TMS software that can scale with your business.
Evaluation Criteria for Free TMS Software
To start off, we like to break down how we’re going to evaluate TMS software into clear categories. This accomplishes two things: the first is allowing us to evaluate specific attributes of a TMS without getting distracted by bells and whistles. The second is allowing us to score each category using a point system, which we can then sum up at the end of our evaluation to have a more analytical approach to weighing a TMS.
Below are the six categories we use to break down TMS software:
1. Core Functionality (30 points)
The first category to evaluate free TMS software is the core functionality category, which offers the most points available out of the six criteria (30 points total). This, in our opinion, is the highest priority for managers and supply chain directors to consider.
What functions does a TMS software offer? Which functions are most important to you having a streamlined experience when it comes to communicating with carriers, monitoring shipments, gaining greater visibility as it pertains to your supply chain?
TMS pricing can vary greatly, so you want to make sure that the tool you're paying for has your most desired functions at the bare minimum, before moving on in your evaluation.
While every shipping business will have different priorities in functions, we have three functions we'd recommend you consider in any TMS software you're considering:
- Load tracking
- Document management
- Reporting capabilities
Note: we’re not just looking at having these features available, but also considering how robust each one is. For example, with load tracking, TMS software that provides automatic updates, breadcrumbing to follow shipment routes, and visibility into status is one where we can comfortably say it’s earning the full TMS software price.
2. Ease of Use (20 points)
The second category to evaluate TMS software is ease of use, with a grand total of 20 points available. Here is where we like to take into consideration not just warehouse managers, but also their employees.
We're looking for tools that have less of a learning curve, especially considering that while 92% of all jobs require digital skills, approximately one-third of workers don't have the digital skills necessary for these jobs. Because of this, it makes sense to err on the side of assuming that at least a few of your warehouse workers will struggle with any digital tools that aren’t simple to use.
We analyze four specific areas:
- Interface design
- Learning curve
- Mobile app quality
- Setup time
There's a reason we rank this category right below core functionality. The time it takes to get your team up and running with new software is critical to making back the investment of your time and money. In our opinion, businesses are better served prioritizing TMS software with simple interfaces and limited clutter.
3. Limitations (15 points)
The third category for our evaluation is limitations. Here we sometimes turn to customer reviews and testimonials of TMS software to learn from first-hand experiences.
What roadblocks have people encountered while trying to use the tool? What isn't quite as advertised on the TMS software's website? Sure, looking at the TMS price is where most people start, but we really find more information when we go beneath the surface.
A few starting points for our analysis in this category include:
- User restrictions
- Load/volume limits
- Feature restrictions
- Integration limits
4. Growth Potential (15 points)
Potential growth is another critical component of evaluating TMS software. Imagine having to continually change software the larger your business grows, forcing you and your employees to consistently go through training materials and documentation to make the most of each tool. While this is in fact a reality for many warehouse managers, we firmly believe that a smart, well-researched choice of TMS can set up a business for life.
When trying to evaluate growth potential, there are four main areas we dive into:
- Upgrade path
- Scalability
- Feature roadmap
- Pricing transparency
Note: Keep track of how carrier, shipper, and freight broker software cost varies over time. Do the developers jack up prices randomly, or are any price increases well reasoned (and infrequent)?
5. Support & Resources (10 points)
Fifth in our evaluation is assigning points based on support and resources. How robust is the documentation provided for the software? Is there a support center? Are they active, or is support gated behind a paywall?
This area of TMS software is the one that can rankle down the line. It's important, but it doesn't quite beat out other areas such as core functionality and ease of use. Still, not being able to get in contact with support quickly when you encounter a bug can cause a major roadblock that leads to cascading delays in your warehouse management. Don't sleep on how important this can be.
Specifics to consider:
- Documentation quality
- Support availability
- Community/forum
- Training materials
6. Reliability (10 points)
The last but certainly not least category we evaluate TMS software in is reliability. Let’s assume the functions, growth potential, and ease of use of a TMS software all look good. The next question is figuring out how much you can rely on the tool. Is uptime stable, or are there occasional outages to contend with?
Here, we look at factors such as:
- Uptime/stability
- Performance
- Security
- Data ownership
TMS Software Testing Process
While it's always nice to check out a TMS software's website for information, sometimes this doesn’t provide the full picture. That's why we also tend to make time for hands-on software testing. Ideally, this includes:
- 30-day pilot with each prospective platform
- Real-world scenario testing (bonus if the software lets us run simulations)
- User feedback from different members of our team (dispatch, drivers, admin)
- Performance benchmarking
This is the best way to ensure you’re not being sold a bill of goods when it comes to what free TMS software is capable of.
Frequently Asked Questions About Evaluating Free TMS Software
While the above breaks down the six categories we use to evaluate TMS software, it doesn't cover every eventuality. Just like TMS software itself, our list won't meet the needs of every single person looking to understand how to evaluate free TMS software. Below are a few FAQs that might help guide your experience otherwise.
What Are the Must-Have Features of Free TMS Software?
The must-have features of free TMS software include load tracking and reporting, a simplified interface, scalability, responsive customer support, and general reliability. Beyond these, the must-have features of free TMS software will vary depending on your business needs, but we firmly believe that these features are the bare minimum that any warehouse manager or supply chain director should demand from a prospective tool.
Who Uses TMS Software?
TMS software is used by transportation managers and logistics coordinators that want to use technology to help streamline processes such as communication with shippers, monitoring of freight in transit, and gaining greater visibility into the supply chain.
Evaluate ShipperGuide TMS Today
Now that we shared our process for evaluating free TMS software, who better to use our methodology on but ourselves? We’re so proud of what we’ve built with ShipperGuide TMS that we welcome prospect warehouse managers taking a critical eye to the tool.