Your Daily Workflow in Load Manager
Your Daily Workflow in Load Manager
Use this article as a daily checklist for moving loads from order entry through dispatch, tracking, paperwork, invoicing, and closeout. The steps are the same across Load Manager, but the carrier/driver step depends on your TMS type.
Step 1: Review Active Loads
Start with My Loads (loads assigned to you), All Loads (the broader company workload), or the Dispatch Board (loads managed visually by dispatch activity). Use the days filter, search, status filters, and sort options to narrow the list. Use Advanced Search 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:
- Customer and billing information.
- Pickup and delivery stops and dates.
- Equipment, commodity, or accessorial details when applicable.
- Customer rate and carrier or driver rate, if you have permission to view pricing.
- Notes, references, and instructions needed by the customer, carrier, or driver.
Step 3: Assign the Carrier or Driver
| TMS Type | What You Assign on the Load | Primary Dispatch Document |
|---|---|---|
| Freight Broker | Carrier from the Carrier tab. A carrier driver may be entered as a carrier contact. | Rate Confirmation |
| Dispatch Service | Carrier from the Carrier tab. A carrier driver may be entered as a carrier contact. | Dispatch Report |
| Carrier or Trucking Company | Driver from the Driver tab. | Dispatch Report |
Step 4: Dispatch the Load
Send the document from the table above. Carrier/Trucking companies send the 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.
Step 6: Collect Paperwork
Collect and attach the BOL, Proof of Delivery (POD), lumper or accessorial receipts, signed carrier or driver documents, and any 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
- 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 and loads that need carrier or driver assignment.
- Check delivered loads that still need PODs, invoices, or payment follow-up.
- Confirm dispatched loads have the correct carrier, driver, phone number, and documents.
- Check your email setup if documents did not send.
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.
- 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.
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