The transport industry isn’t just about steering wheels and roads; it’s also about tons of paperwork that can seriously slow down a company’s growth. One of the biggest challenges for carriers is keeping records of drivers’ working hours – a complex, time-consuming process surrounded by increasingly strict regulations. Mistakes can result in hefty fines from the ITD, PIP, or foreign transport inspections.
Should you handle it all yourself, or is outsourcing payroll and compliance to professionals better? Let’s find out.
Driver work time settlement – where’s the problem?
Managing drivers’ working hours is a legal minefield, covering driving limits, mandatory breaks, and rest periods. Any mistake in settlements can lead to severe penalties imposed by the ITD, PIP, and foreign inspections in international transport. On top of that, the Mobility Package has changed the rules for driver remuneration and posting. Instead of focusing on business growth, entrepreneurs must keep up with new regulations and ensure compliance with documentation. This creates real risks and additional costs.
The benefits of outsourcing – is it worth it?
✅ No More Bureaucracy – Specialized companies handle tachograph data analysis, work hour records, and report preparation. You can focus on running your business.
✅ Lower Risk of Fines – Professional firms stay up to date with legal changes and ensure full compliance with regulations, minimizing the risk of costly mistakes, both in Poland and abroad.
✅ Modern Technology – Specialized work time settlement systems automate processes and prevent errors that can result from manual data entry.
✅ Time and Cost Savings – Hiring an in-house payroll specialist costs several thousand PLN per month, depending on the company’s size. Outsourcing can be cheaper and more efficient, especially for businesses with a fluctuating number of drivers and a complex structure.
Is this solution for every company?
It depends. Large transport companies with complex structures and many drivers will almost certainly benefit from outsourcing. Smaller companies may be able to handle it themselves if they have simple record-keeping systems or a small fleet. Alternatively, they can use on-demand consulting services instead of full outsourcing. However, it’s worth remembering that even small mistakes can cost more than an external service.
If you want peace of mind, focus on business growth, and avoid fines, outsourcing driver work time settlements is worth considering. However, it’s not a one-size-fits-all solution. Every carrier should assess what is more cost-effective and convenient for their business.
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