Dispatch a Load in Load Manager: Beginner Workflow

Before You Use This Article

• Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
• Use this article when: you are creating, updating, dispatching, documenting, importing, exporting, or tracking a load in Load Manager.
• Use a different article when: you need the company-specific dispatch document instead; brokers should use Rate Confirmation Layout and Features, dispatch services should use Dispatch Report Overview for Dispatch Services, and trucking companies should use Dispatch Report Overview for Carriers and Trucking Companies. For full setup order, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

This workflow shows the basic path for dispatching a load in Load Manager. Use it when you need to create or open a load, enter the required load details, assign the carrier or driver, send the correct dispatch document, and track the load through delivery.

Before You Start

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

Know Which Dispatch Document Applies

The load workflow is similar across TMS types, but the assignment tab and dispatch document can be different.

1. Create or Open the Load

1. Log in to Load Manager.
2. Go to Add Load to create a new load, or open an existing load from My Loads, All Loads, or the Dispatch Board.
3. Review the top section of the Load Screen and confirm you are working on the correct load.

2. Enter Required Load Details

1. Select or enter the customer for the load.
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.
5. Save the load before moving on if you have entered a large amount of information.

3. Assign the Carrier or Driver

1. Go to the assignment section of the Load Screen.
2. Select the carrier or driver your company uses for this load.
3. Enter the carrier or driver rate.
4. 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

1. Enter the commodity or item being transported.
2. Add quantity, weight, accessorials, payment advances, or direct costs when they apply.
3. Add dispatch notes that the carrier or driver needs before pickup.
4. Attach any documents, images, or files that should stay with the load record.

5. Save and Review the Load

1. Click Save.
2. Review the load from top to bottom before sending anything to the carrier or driver.
3. Check the pickup and delivery dates, addresses, rates, carrier or driver assignment, notes, and attached documents.
4. Fix missing information before sending the Rate Confirmation, Dispatch Report, Mobile Dispatch, or Driver Web App link.

6. Send the Dispatch Information

Choose the dispatch method that matches your TMS type and workflow.

• Rate Confirmation: Freight Brokers use this to send the carrier confirmation details for the load.
• Dispatch Report: Dispatch Services and Carrier or Trucking Company accounts use this for carrier or driver dispatch details.
• Mobile Dispatch or Driver Web App: Use this when you want the driver to receive 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 dispatch or tracking workflow configured for your account.

7. Track the Load After Dispatch

1. Update the load status as the load moves through pickup, transit, delivery, and completion.
2. Use Email Update or configured load status update emails when customers or internal users need status notifications.
3. Monitor GPS, mobile dispatch updates, timestamps, and document uploads when those tools are enabled.
4. Review uploaded PODs and other documents from the load's attachment area.

8. Finish the Load and Move to Billing

1. Confirm the load is delivered.
2. Review the customer rate, carrier or driver rate, accessorials, payment advances, direct costs, and documents.
3. Make sure the proof of delivery and required paperwork are attached.
4. Move the load into your normal billing, invoicing, settlement, or QuickBooks workflow.

Troubleshooting

• If a dispatch button or report does not appear, save the load and confirm the required carrier or driver details are entered.
• If the wrong document name appears, confirm which TMS type your company uses. Freight Brokers use Rate Confirmations; Dispatch Services and Carrier/Trucking companies use Dispatch Reports.
• If Mobile Dispatch or the Driver Web App cannot be sent, confirm the driver phone number or email address is entered correctly.
• If a Dispatch Service fee is missing, review the Dispatch Fee setting on the carrier profile.
• If a customer is not receiving updates, review the load status email settings and the customer contact email settings.
• If 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
• Dispatch Report Overview for Dispatch Services
• Set Dispatch Fee %
• Driver Web App with Mobile Dispatch
• Configure Load Status Update Emails