Use this playbook when an existing freight brokerage is moving customers, carriers, users, workflows, and integrations into Load Manager. Work through the phases in order and complete a test load before go-live.

Phase 1: Gather and Prepare Data

1. Export your customer list with company name, contacts, phone, email, address, and payment terms.
2. Export your carrier list with company name, MC number, DOT number, contact information, insurance details, and status notes.
3. Export driver records if you manage drivers directly.
4. Identify your current load number sequence and desired starting number in Load Manager.
5. Identify any EDI customers, accounting integrations, load board integrations, or special document requirements.
6. Clean duplicates and inactive records before importing whenever possible.

Phase 2: Configure Load Manager

Screen cue: company setup, branding, users, and settings are part of the migration configuration pass.

1. Complete Settings >> Company Info.
2. Upload your company logo.
3. Connect email for users who send documents from Load Manager.
4. Set up users, roles, offices, and permissions.
5. Review load statuses and rename or adjust them if needed.
6. Set the load number format and starting number.
7. Review rate confirmation, BOL, invoice, and quote layouts.
8. Configure carrier onboarding, load boards, EDI, or accounting integrations if they apply to your workflow.

Phase 3: Import or Enter Records

1. Import or enter customers.
2. Import or enter stops and saved locations.
3. Import or enter carriers and driver records.
4. Review imported records for duplicates, missing addresses, missing contacts, or incorrect record types.
5. Confirm payment terms, factoring/remit settings, and special notes before go-live.

Phase 4: Run Test Loads

Screen cue: test loads confirm that users, documents, rates, and reports are ready before go-live.

1. Create at least one test load with a real customer, carrier, pickup, and delivery.
2. Send or preview the rate confirmation.
3. Review the BOL.
4. Dispatch the load using the workflow your team will use in production.
5. Generate the invoice or quote.
6. Review reporting, accounting export, and customer-facing documents.

Phase 5: Go Live

1. Confirm your team knows which system is the source of truth after go-live.
2. Stop entering new production loads in the old system unless your migration plan requires a short overlap.
3. Monitor the first few live loads closely.
4. Review document output and customer communication before sending at volume.
5. Keep a short issue list during the first week so cleanup items are easy to track.

Important Notes

• Do not skip the test load step.
• EDI, QuickBooks, and load board integrations may require additional setup time.
• Imported data is only as clean as the file provided. Review and clean files before import when possible.
• Confirm document templates before sending documents to customers or carriers.

Related Articles

• Import Customers, Leads, and Stops from a CSV File
• Company Info and Logo
• Customer Invoice and Quote Layout
• Set Up and Post Loads to the DAT Load Board