Training/reference only. This page contains no private employee, customer, or payment data. Management approval and actual database permissions are required before live invoicing.
Dispatch operations and required paperwork
- Receive carrier authorization and equipment/availability.
- Check broker credit and legal identity.
- Verify load specifications and negotiate approved rate.
- Obtain signed rate confirmation and pickup number.
- Confirm driver pickup, seal and BOL; record exceptions.
- Track shipment, appointment changes and detention eligibility.
- Collect signed POD, lumper receipts and accessorial approvals.
- Prepare carrier or dispatch invoice and send through approved billing process.
- Verify payment and file accounting/tax evidence.
Exception response guide
TONU
Confirm truck dispatch, cancellation time and broker TONU policy; request written approval before billing.
Lumper
Get receipt, load reference and broker reimbursement approval; file with invoice.
Detention
Record arrival/departure timestamps, appointment, facility reason and contractual free time.
Layover
Document rescheduled appointment, carrier impact and written broker authorization.
Breakdown
Prioritize safety; notify carrier/broker; record ETA and new instructions; never direct unsafe driving.
Rejected freight
Document damage, seals, photos and written instructions; preserve claim evidence.
Payment dispute
Match signed rate confirmation, POD, invoice, remittance and deductions; escalate to accounting.
Communication templates
Broker call: “This is [dispatcher] acting for [carrier legal name / MC] about load [number]. Please confirm commodity, weight, pickup/delivery appointments, all-in rate and accessorial terms.”
Driver check-in: “Please confirm your location, ETA, HOS availability, trailer condition and any delay or safety issue.”
Payment follow-up: “We are checking invoice [number] for load [number], due [date]. Please confirm receipt, outstanding documents and remittance status.”
Printable load closeout checklist
☐ Carrier authorization
☐ Broker identity and factoring credit check
☐ Rate confirmation and load number
☐ Pickup BOL and seal
☐ Delivery POD
☐ Lumper / detention / TONU / layover evidence if applicable
☐ Approved invoice and recipient
☐ Sent confirmation
☐ Verified payment / remittance evidence
☐ Filed under correct company and tax year