Your Daily Workflow in Load Manager

Before You Use This Article

• Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
• Best starting path: Start from Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services based on your company type.
• If this is not your setup: If this is not your company type, choose Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use this article as a daily checklist for moving loads from quote or order entry through dispatch, tracking, paperwork, invoicing, and closeout.

The general workflow is the same across Load Manager, but the carrier/driver step depends on your TMS type.

Daily Workflow Overview

1. Review active loads.
2. Create or update loads.
3. Assign the carrier or driver.
4. Send the correct dispatch document or mobile dispatch.
5. Track load status and location updates.
6. Collect paperwork.
7. Invoice the customer when the load is ready.
8. Complete payment, settlement, and closeout steps.

Step 1: Review Active Loads

Start with My Loads, All Loads, or the Dispatch Board, depending on how your team works.

• Use My Loads to focus on loads assigned to you.
• Use All Loads to review the broader company workload.
• Use Dispatch Board when your team manages loads visually by dispatch activity.
• Use the days filter, search, status filters, and sort options to narrow the list.
• Use Advanced Search when you need to search by specific fields such as customer, load number, PO number, date, lane, equipment, status, or carrier/driver.

Step 2: Create or Update Loads

For new work, click Add Load. For existing work, open the load from My Loads, All Loads, the Dispatch Board, or Advanced Search.

Before dispatching, confirm the load has the key details your team needs:

• Customer and billing information.
• Pickup and delivery stops.
• Pickup and delivery dates.
• Equipment, commodity, or accessorial details when applicable.
• Customer rate and carrier or driver rate, if the user has permission to view pricing.
• Notes, references, and instructions needed by the customer, carrier, or driver.

Step 3: Assign the Carrier or Driver

If your screen does not match another user's screen, check your TMS type first. Carrier/Trucking accounts use drivers where Freight Broker and Dispatch Service accounts use carriers.

Step 4: Dispatch the Load

After the carrier or driver is assigned, send the appropriate document or dispatch message.

• Freight Brokers usually send a Rate Confirmation to the carrier.
• Dispatch Services usually send a Dispatch Report.
• Carrier/Trucking companies usually send a Dispatch Report to the driver.
• If your account uses Mobile Dispatch, send the driver the Mobile App or Driver Web App dispatch option.

If Load Manager prompts you to update the status to Dispatched, follow your company's workflow.

Step 5: Track the Load

Keep the load status current so dispatch, billing, and management can see where the load stands.

• Update the status as the load moves through the workflow.
• Review driver or carrier updates from Mobile Dispatch, Driver Web App, MacroPoint, Trucker Tools, or other tracking tools your company uses.
• Use notes and alerts when another team member needs to follow up.
• Review GPS activity when your workflow requires location tracking.

Step 6: Collect Paperwork

As the load moves toward delivery, collect and attach the paperwork your team needs.

• BOL.
• Proof of Delivery (POD).
• Lumper or accessorial receipts.
• Signed carrier or driver documents.
• Customer-required documents.

When the freight is delivered, update the load to Delivered if office work is still pending. Use Completed only when the load is ready to be closed out.

Step 7: Invoice and Close Out

Once delivery and paperwork are ready, review the billing details and create the customer invoice.

• Confirm the customer rate, accessorials, payment advances, and other charges are correct.
• Create or send the customer invoice.
• Finish carrier, driver, or dispatch service payment steps according to your workflow.
• Use reports or accounting exports when your company is ready to move data into accounting.
• Move the load to Completed when your company considers it fully closed.

End-of-Day Checklist

• Review loads still in active statuses.
• Check delivered loads that still need PODs, invoices, or payment follow-up.
• Review pending loads and loads that need carrier or driver assignment.
• Confirm dispatched loads have the correct carrier, driver, phone number, and documents.
• Check failed or missing email setup if documents did not send.
• Use Advanced Search when you need a targeted list for billing, dispatch, or follow-up.

Troubleshooting

• I cannot find a load: Use Advanced Search and check the date range, status, load number, customer, PO number, and carrier or driver fields.
• I do not see a Carrier tab: You may be using the Carrier/Trucking TMS type, which uses the Driver tab instead.
• I do not see the correct dispatch document: Freight Brokers use Rate Confirmations. Dispatch Services and Carrier/Trucking companies use Dispatch Reports.
• An email did not send: Check the sending user's email setup and confirm the profile is connected or SMTP settings are valid.
• A delivered load is still on the active list: Delivered means the freight arrived. Use Completed only after the office workflow is finished.

Related Articles

• Getting Started with Load Manager TMS
• Create Your First Load in Load Manager
• Assign a Carrier or Driver to a Load
• Track a Load with Status Updates, Mobile Tracking, and MacroPoint
• Invoice Your Customer and Get Paid
• Delivered vs. Completed Load Statuses