Dispatch a Load in Load Manager: Beginner Workflow

This workflow shows the basic path for dispatching a load: create or open the load, enter the details, assign the carrier or driver, send the dispatch document, and track the load through delivery.

Have ready: the customer, pickup, and delivery information; the customer rate and the carrier or driver rate; and the driver cell phone number if you plan to use Mobile Dispatch or the Driver Web App. If you are a Dispatch Service, confirm the Dispatch Service fee is set on the carrier profile before relying on the Dispatch Report.

1. Create or Open the Load

Go to Add Load to create a new load, or open an existing load from My Loads, All Loads, or the Dispatch Board. Confirm you are on the correct load.

2. Enter Required Load Details

1. Select or enter the customer.
2. Enter the customer rate and any customer reference numbers your company tracks.
3. Enter the pickup and delivery locations, dates, times, contact details, and instructions.
4. Add extra stops if the load has more than one pickup or delivery.

3. Assign the Carrier or Driver

1. Go to the assignment section of the Load Screen and select the carrier or driver.
2. Enter the carrier or driver rate.
3. Confirm the driver cell phone number or email address if you plan to send Mobile Dispatch, the Driver Web App link, or another mobile tracking option.

4. Add Charges, Commodities, and Notes

Enter the commodity, quantity, weight, accessorials, payment advances, or direct costs when they apply. Add dispatch notes the carrier or driver needs before pickup, and attach any documents that should stay with the load.

5. Save and Review the Load

1. Click Save.
2. Check the dates, addresses, rates, carrier or driver assignment, notes, and attached documents.
3. Fix missing information before sending anything to the carrier or driver.

6. Send the Dispatch Information

• Rate Confirmation: Freight Brokers use this to send the carrier the confirmation details.
• Dispatch Report: Dispatch Services and Carrier or Trucking Company accounts use this for carrier or driver dispatch details.
• Mobile Dispatch or Driver Web App: Sends the driver a phone-friendly link for load details, status updates, GPS/location sharing, or document upload.
• Tracking integrations: If your account uses MacroPoint, Project44, Trucker Tools, or another tracking option, use the workflow configured for your account.

7. Track the Load and Move to Billing

1. Update the load status as it moves through pickup, transit, delivery, and completion. Use Email Update or configured load status update emails when customers or internal users need notifications.
2. Review GPS, mobile dispatch updates, and uploaded PODs and other documents from the load's attachment area.
3. When the load is delivered, check the customer rate, carrier or driver rate, accessorials, payment advances, direct costs, and that the proof of delivery and required paperwork are attached.
4. Move the load into your normal billing, invoicing, settlement, or QuickBooks workflow.

Troubleshooting

• A dispatch button or report does not appear: Save the load and confirm the required carrier or driver details are entered.
• Wrong document name: Freight Brokers use Rate Confirmations; Dispatch Services and Carrier/Trucking companies use Dispatch Reports.
• Mobile Dispatch or the Driver Web App cannot be sent: Confirm the driver phone number or email address is entered correctly.
• Dispatch Service fee is missing: Review the Dispatch Fee setting on the carrier profile.
• A customer is not receiving updates: Review the load status email settings and the customer contact email settings.
• Pickup or delivery information should be hidden from the carrier or driver: Use the address or contact blind options on the stop before sending dispatch documents.

Related Articles

• Use the Load Screen to Build and Manage a Load
• Rate Confirmation Layout and Features
• Driver Web App with Mobile Dispatch