Every Customer, Every Route Stop, and Who Still Owes You — On One Screen
A family garbage service in Johnstown, ND was running routes from memory and billing on paper. I built HaulerHQ to run their office: every customer, every stop, driver notes like gate codes and loose dogs, monthly billing, and a who-owes list that keeps itself current. Now I set it up for other small haulers.
The Office Work, Handled
Open it in the morning and the day is already laid out: who's on today's route, who owes money, and who called about a missed pickup.
The who-owes list runs itself
Every customer's balance comes straight from the ledger, and the dashboard sorts the unpaid ones by how many days past due they are. No spreadsheet, no adding machine, no "I think they paid at the fair."
Find anyone in seconds by name, phone, account number, or service address. Their record holds everything: locations, container sizes and rates, vacation holds, and the full payment history with a running balance.
Built-in owner tools
- Who-owes list with day-based aging, straight off the dashboard
- Printable driver sheets for any route day
- Customer, location, and payment CSV exports for taxes
- One-click backup that verifies itself before download
- Spreadsheet import to get your book of customers in fast
Routes Your Driver Can Actually Follow
Route days with ordered stops, the notes that matter at the curb, and a map with numbered pins.
Printable Driver Sheets
Each stop carries its containers and the note your driver actually needs: "bin by the alley gate," "gate code on file," "dog on site." Print it clean, or use the tap-to-call and directions links from a phone.
A Route Map with Numbered Pins
See the day's stops in order on a real map. Reorder a route by dragging stops and it saves immediately. The maps are bundled with the software, not loaded from some tracking CDN.
From Carts to Roll-Offs
Service lines handle a 64-gallon cart the same as a 40-yard roll-off: quantity, size, rate, billed monthly or quarterly. Vacation holds skip the stop and the bill without losing the customer.
Billing That Can't Lose a Payment
The money lives in an append-only ledger. Entries can't be edited or deleted, ever — so the books always add up.
Monthly billing in one sitting
When it's time to bill, HaulerHQ shows you a preview of every charge it's about to post: who, what service, what amount. You look it over and confirm, and it posts exactly what you previewed. Quarterly customers get picked up in their months automatically.
Recording a payment takes seconds, whether it came in as cash at the shop, a check in the mail, or a card through your website's pay page.
Fat-finger a payment? The books survive.
Nothing in the ledger can be edited or deleted — the software's own database enforces it. A mistake gets fixed with a reversal entry that shows what happened and why, the same way a real accountant corrects a book. Every balance stays explainable forever.
The same protection stops the sneaky stuff: a double-clicked submit can't record the same payment twice.
What You Own When You Buy It
Self-hosted software, not a subscription. No monthly software fee, and no company sitting between you and your customer list.
No monthly software fee
You pay once for setup. The software is yours after that. It runs on any cheap PHP host, the kind that costs about $5 a month, or on my hosting if you'd rather not deal with it.
Your data is one file
Everything lives in a single database file on your own hosting. The backup button checks the file is healthy, then hands it to you — one click, one file, done. CSV exports any time you want them.
A real website included
The package includes a public website like the one I built for the hauler this software came from: service pages built for search, a request-service form, and online bill pay if you want it.
There's a pile of work under the hood you'll never look at: the ledger is protected at the database level, the CSVs open clean in Excel without letting a customer name execute a formula, the installer locks itself after setup, and logins are rate-limited and audited. The whole thing ships with twelve automated test suites that run before anything changes. It's new software, and I won't pretend otherwise — but it was built careful, for a real hauler, and reviewed harder than most things twice its size.
Kick the Tires Yourself
The demo is a fictional hauler loaded with fake customers. Log in with one click, poke around, change things. It resets itself every few hours.
The demo login is office / demo, and there's a one-click "Enter the demo" button on the login page. Everything in it is fictional, and the sensitive buttons — settings, imports, backups — are switched off for the public copy.
Open the DemoWorth trying in there
- Open Monday's route sheet and hit Print to see the driver copy
- Drag a stop to reorder a route, then check the map
- Record a payment on someone in the who-owes list and watch it clear
- Export the payments CSV and open it in Excel
What It Costs
One-time setup, priced to your operation. No monthly software fee, ever.
What setup includes
- I load your customers from whatever you have: a spreadsheet, a notebook, the shoebox
- Your routes and days set up, stops in driving order
- Rates and billing periods entered so your first billing run is a button press
- Hosting stood up, on your host or mine
- A walkthrough so the office runs it comfortably on day one
Ongoing costs, honestly
Hosting is the only recurring cost. Bring your own $5-a-month host, or I'll host and maintain it at my normal rate and be the one responsible when something needs attention.
Every operation is different, so I quote setup after a short conversation about yours.
Get a QuoteBuilt for a Real Hauler
This software wasn't built by a startup guessing what garbage companies need. It was built for Svoboda Sanitation Service, a family trash operation in Johnstown, ND, while I was building their website. Their routes lived in someone's head. Their billing lived on paper. Every feature in HaulerHQ exists because their office needed it: the driver notes because the new guy doesn't know which gate the dog is behind, the holds because customers leave for the winter, the reversal-only ledger because money mistakes should be corrected on the record, not erased.
I cleaned it up, put a public demo on it, and made it something I can set up for your operation too.
Questions Haulers Actually Ask
Do I need to be technical to run this?
No. If the office can use a web browser, it can run HaulerHQ. Look up a customer, record a payment, print the route sheet. I handle the technical setup: hosting, domain, data import, routes. That's what you're paying me for.
What do I need to host it?
Any basic PHP web host works, including the $5-a-month shared plans from the big providers. The database is a single file that ships with the software, so there's nothing extra to install or babysit. If you'd rather not deal with hosting at all, I'll host it for you at my normal rate.
Can you load my existing customers?
Yes. There's a spreadsheet import with a friendly template: it maps your columns, shows every problem row with its line number, and stages the whole thing for one confirmed commit. One deliberate rule: it never imports money. Opening balances get entered as real charges and payments so your books start honest.
Will it handle roll-offs and carts in the same book?
Yes. A service line is a quantity, a size, a rate, and a billing period — a 64-gallon cart every month or a 40-yard roll-off billed quarterly are the same thing to the software. Mixed customers with several containers at several locations are normal, not a special case.
Can my customers pay their bill online?
The online pay page lives on your public website, and that's part of what I build: customers pay by card through Stripe without calling the office. Payments land in your bank, and the office records them in HaulerHQ in a few seconds. Matching them up automatically is on my roadmap, and honesty requires me to say it isn't built yet.
What happens when someone enters a payment wrong?
The ledger is append-only and the database itself enforces it: no edits, no deletes, ever. A mistake gets a reversal entry that says what happened, and the correct entry goes in next to it. Your balances always add up, and you can always see how they got there.
Is my customer list locked into your system?
No. The database is one file sitting on your own hosting, and the software exports customers, locations, and the full ledger as CSVs any time. If you ever walk away, you keep everything and it all opens in Excel.
Can I see it working before I spend anything?
That's what the live demo is for. A fictional hauler, fake customers, one-click login. Poke at it as long as you want. Then get ahold of me and we'll talk about your routes.