Document Configuration for BOLs, Rate Confirmations, Quotes, and Invoices

Before You Use This Article

• Access needed: Freight broker setup in Load Manager, or the broker side of a company that also runs trucks.
• Use this article when: you broker freight under your own authority, or you are working on the broker side of a company that also runs trucks. Full company path: Freight Brokers.
• Use a different article when: you run trucks and need driver, equipment, or driver settlement workflows; use Dispatch Report Overview for Carriers and Trucking Companies. If you dispatch for carrier customers, use Dispatch Report Overview for Dispatch Services.

Load Manager builds customer and carrier documents from the information on the load, your company setup, user email settings, and document-specific configuration options. Use this article to understand where common document settings come from and what to review when a document does not look the way you expect.

Before you start: Applies to Freight Broker accounts or companies using the broker side of Load Manager.

Where Documents Are Generated

On a saved load, document buttons appear near the top of the load screen. Depending on the load status, company setup, and user permissions, you may see options such as:

• Rate Con: Opens the carrier rate confirmation.
• Mobile Rate Con: Opens the mobile rate confirmation workflow when available.
• B.O.L. Report: Opens the Bill of Lading.
• Quote: Opens the customer quote.
• Invoice: Opens the customer invoice when the load is ready for billing.

What Information Feeds the Documents

Before changing configuration settings, confirm that the load itself has the right information. Most document values come directly from the saved load.

• Customer and Bill To information: Used on quotes, invoices, and billing documents.
• Pickup and delivery stops: Used on the BOL, rate confirmation, dispatch report, and customer documents.
• Carrier and driver information: Used on carrier-facing documents.
• Commodities and Accessorials: Used for line items, descriptions, quantities, rates, and totals.
• Notes and instructions: Printed only when the related document layout supports that note field.
• Company information and logo: Pulled from company setup and related configuration.

BOL Configuration

The BOL uses load, stop, commodity, customer, and company information. Review BOL settings when you need to adjust BOL text, line item behavior, labels, or signature/display options.

1. Go to Settings > Configuration Options.
2. Find the BOL or document configuration area.
3. Review BOL text, item source, signature, and label options available in your account.
4. Save any changes.
5. Open a saved load and click B.O.L. Report to confirm the result.

If your BOL line items are missing or incorrect, review the Commodities and Accessorials table on the load before changing configuration settings.

Rate Confirmation and Dispatch Report Configuration

The Rate Con is the carrier-facing confirmation. In some dispatch-service workflows, the carrier-facing document may be labeled as a Dispatch Report instead of a Rate Confirmation.

1. Go to Settings > Configuration Options.
2. Review the carrier document, dispatch, or rate confirmation settings available in your account.
3. Confirm the default email subject and message text if users send the document by email.
4. Review whether carrier pay, driver-facing information, additional text, or attachments should appear.
5. Open a saved load and click Rate Con or the carrier-facing document button to confirm the result.

Quote and Invoice Configuration

Customer quotes and invoices use the customer, billing, rate, commodity, accessorial, and company information from the load and setup screens.

1. Go to Settings > Configuration Options.
2. Review customer quote, invoice, billing, payment terms, and email settings.
3. Review company information and logo settings if the header or remittance details need changes.
4. Open a saved load and click Quote or Invoice to confirm the layout.

If the invoice amount is wrong, first review the flat rate, accessorial rows, miles charge, payment advance, direct cost, and totals on the load.

Email Settings Used by Documents

When a user emails a BOL, Rate Con, quote, or invoice, Load Manager uses the sending user's email setup and the related document email subject/body settings. If the email screen opens but does not send correctly, review the user's email settings first.

Troubleshooting

• A document button is missing: Confirm the load is saved, the load status allows the document, and the user has permission to access it.
• The document has wrong totals: Review the load rates, commodity/accessorial rows, advance payments, and direct costs.
• The customer or carrier information is wrong: Update the load's Bill To, customer, carrier, or stop information, then save the load.
• The email message is wrong: Review the default document email text in Configuration Options and the sending user's email signature.
• The logo or company address is wrong: Review company setup and document header settings.

Related Articles

• BOL Report Layout
• Rate Confirmation Layout and Features
• Customer Invoice and Quote Layout
• Change Invoice Terms