How Long Does It Take to Set Up Trucking Payroll Service?

Worried switching payroll companies means missing paydays or a stressful onboarding process?

You’re not alone. Many trucking company owners feel the same way. The last thing you want is late paychecks or payroll delays that mess with your schedule.

That’s why we’ve made our setup process simple and fast. Whether you have one employee or a team of 35 or more, Superior Trucking Payroll Service can usually get you up and running in one to two weeks—or even faster. This article explains how it works and why it’s easier than you think.

How Long Does Trucking Payroll Setup Really Take?

Let’s talk about the one question every trucking company wants to know—how long will it actually take to get set up and running?

Setup Timeline for Small Trucking Fleets (1–5 Employees)

If you’re a single owner-operator or run a very small team, we can usually have you fully set up in one week or less. That’s because there isn’t much data to collect, and everything is pretty simple.

As long as we get the basic info from you quickly, we move fast. Some small companies get started with us in just a few days.

What Mid-Size Trucking Companies Can Expect (6–35 Employees)

If your company is a little bigger, we’ll typically need about one to two weeks to finish setup. With more employees, we have more info to gather and double-check. But this doesn’t slow us down much.

We still make sure there’s no downtime. Your team will be paid on time, and we’ll keep everything running smoothly.

Payroll Setup for Large Fleets (36+ Employees)

Even if you run a larger company, most setups are still done in two weeks or so. We’re used to working with bigger fleets, including companies with drivers in multiple states.

Yes, there’s more work involved, but we handle it. And if you get us what we need quickly—or let us gather the info ourselves—we’ll keep everything on track.

Now that you know how long setup usually takes, let’s look at what can speed things up—or slow things down.

What Can Speed Up or Slow Down Your Trucking Payroll Setup Timeline?

Some parts of the setup depend on us. Others depend on you. Here’s what can make the process move faster—or slower.

Info We’ll Need from You to Start Setup

Company Information
Company Bank Information (for collecting payroll)
Company payroll tax information
A list of employees or contractors and all their information
Pay rates and schedules
Previous payroll reports

We’ll help you through the process, so you don’t have to worry. If you’re able to get us everything in a timely manner, you’ll be ready in no time.

Why Fast Response Means a Faster Go-Live Date

We understand you’ve got a lot on your plate. That’s why we make the setup process as smooth as possible.

But to keep things moving quickly, it’s important that getting us the needed information is made a priority. We’ll work with you one-on-one and guide you through exactly what’s needed, step by step.

The sooner we get the basics—like company information, employee details, and tax info—the sooner we can complete your setup, often in just a couple of weeks.

Want Help Gathering Setup Info? We’ll Handle It for You

Don’t want to dig through old reports or call your old payroll provider? No problem.

If you’re willing and are able to, you can give us login access to your current payroll system, and we’ll collect the information ourselves.

This saves you a lot of time and stress. We’ll:

We know what we’re looking for, and we make sure nothing gets missed.

Trucking Payroll Setup Process: Step-by-Step Overview

Let’s walk through what the setup looks like from start to finish.

Discovery Call – We Learn About Your Business

We’ll start with a quick phone call. We ask:

What state are you based in?
How many employees or drivers do you have?
How often do you run payroll?
How many states do you have payroll accounts in?
Have you ever run payroll for your company?
Who currently runs your payroll?
What are your frustrations or concerns about your current payroll?

This call usually takes 15–45 minutes.

Info Collection – We Guide or Gather It for You

We’ll either:

We do have some forms we will need you to complete; they will not be overwhelming and not take too much time. We’ll make it as easy as possible and help you every step of the way if necessary.

System Setup – Entering & Verifying Your Data

Now we enter all the info into our system:

During this step, we’ll also talk with you about how you plan to send us your payroll data. Do you use a TMS (Transportation Management System) that lets you export driver pay info? If so, we’ll help you set that up.

We’ll also review any custom reports you might need—like specific breakdowns for contractors, mileage, or per diem. Everything is double-checked to make sure it’s accurate and works the way you need it to.

Go Live – Run Payroll with Full Support

Once setup is complete, you’re ready to run payroll. We’ll walk you through the first run and when you need to submit payroll data to us so you feel confident in the switch. Then we’re off and rolling!

Best Time to Switch Trucking Payroll Providers (It’s Not Just Year-End)

A lot of people think they have to wait until the end of the year to change payroll providers. But that’s not true. If you are unhappy with your service, the time is now!

You can switch any time of year.

We’ve helped companies switch:

We’ll talk with you about the best time to switch based on your current setup and your next payroll date. Often, the best time to switch is right now—especially if your current provider is giving you problems. Because we don’t want to spend your money, we will tell you that starting your first payroll with us at the first of a tax quarter is best. This is the time that our setup fee is the lowest.

Ready to Make the Switch? Your Setup Could Be Done in Just Days

Now you know that getting set up with Superior Trucking Payroll Service is quick and straightforward. Most companies are ready to go in one to two weeks, and smaller fleets can often be up and running in just a few days.

We understand that switching payroll providers is a big decision and can feel like a monumental task. That’s why we do everything we can to make the process fast, simple, and a lot less stressful. You won’t have to figure it out on your own—we’ll work with you every step of the way.

If you’re ready to stop worrying about payroll and focus more on your trucks, your team, and your business, we’re ready to help.

We’re Superior Trucking Payroll Service. We help trucking companies like yours switch to a better payroll system—quickly, accurately, and without the stress. Let’s get you rolling.

Written by Melisa Bush

With over 15 years of experience in the trucking industry, Melisa is well-versed in the complexities of trucking payroll and adept at navigating special circumstances. Before joining Superior Trucking Payroll Service, Melisa worked at a trucking company, where she managed driver miles and expenses for a fleet of 50 trucks. This hands-on experience gives her unique insight into the challenges our clients face when preparing their payroll data.

Melisa’s top priority is customer service. She strives to treat each client as an individual with genuine needs, rather than just another number in the system. Her goal is to alleviate the burdens of our clients and make their daily operations smoother.