Add Customers to Load Manager

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 working with billing, customer records, accounting, settlements, reports, or dashboard results inside the Load Manager account your company already uses.
• Use a different article when: you need document or dispatch direction for a specific company type; 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.

Customers are the companies you bill for freight. Add your key customers before creating loads so the Load Screen can pull in the correct billing name, contact details, payment terms, saved stops, and customer-specific notes.

Screen cue: start from the Customers tab, use Add Customer for one record, or use Import Via CSV when adding many records.

Before You Start

• Have the customer's company name, billing address, phone number, and email address ready.
• The Add Customer form requires the customer name, customer code, and rate per mile. Load Manager normally fills the read-only Code field from the customer name.
• If your team does not use customer rate-per-mile pricing, review the Rate Per Mile field and leave the default value or enter your team's standard default before saving.
• Decide whether the record should be a customer, lead, or stop/location record.
• Have default payment terms, credit limit, sales rep, dispatcher, and billing notes ready if your team uses those fields.
• If you are moving many records from another system, consider using the CSV import instead of entering each customer manually.

Open the Customer Screen

1. Click Customers in the top navigation.
2. Click Add Customer.
3. Use the customer form to enter the new record.

Screen cue: open the customer form and complete the required customer fields before saving.

Add Basic Customer Information

1. Enter the customer name or company name.
2. Confirm the read-only Code field fills from the customer name. If it stays blank, retype or adjust the name before saving.
3. Enter the billing address, city, state, ZIP code, and country when applicable.
4. Enter the main contact name, phone number, email address, and website if available.
5. Review Rate Per Mile if it appears on your form. Enter your default rate per mile or leave the default value if your company does not price customers this way.
6. Select the office, sales rep, dispatcher, or account manager if your company uses those assignments.
7. Click Save or Save & Exit when the required fields are complete.

Add Billing Details

Billing details help invoices, quotes, and customer reporting use the correct defaults.

• Payment Terms: Controls the payment terms shown on customer invoices and quotes.
• Credit Limit: Sets the maximum outstanding balance your team wants to allow before reviewing the account.
• Customer Terms: Adds customer-specific terms that can appear on invoices or quotes when enabled in settings.
• Factoring or remit details: Use these fields when invoices should show a different remittance address or factoring company.

Add Notes and Load Defaults

Use notes and defaults to help users enter loads consistently for this customer.

• Customer Notes: General customer instructions or preferences.
• Internal Notes: Notes your team should see but that should not be sent externally.
• Customer Commodity Pricing: Optional default commodity or pricing rows that can help speed up load entry.
• Saved stops: Regular pickup or delivery locations can be saved so users do not have to retype addresses on every load.

Import Multiple Customers

If you are migrating from another TMS or adding many customers at once, use the customer CSV import.

1. Go to Customers.
2. Use Import Via CSV.
3. Download the sample file and match the required column format.
4. Upload the completed CSV file.
5. Review the CSV import log for row-level results.

Use the Customer on a Load

1. Open or create a load.
2. Select the customer in the customer or bill-to section of the Load Screen.
3. Review any default notes, terms, commodity pricing, or saved stops that populate from the customer profile.
4. Save the load after confirming the customer information is correct.

Tips for New Accounts

• Start by adding your most active customers first. You can add more as loads come in.
• Keep customer names consistent so searching, reporting, and invoices stay clean.
• Use saved stops for customers with repeated pickup or delivery locations.
• Use the CSV import when entering records one by one would slow down onboarding.

Troubleshooting

• If the form asks for a customer code, confirm the Code field filled after you entered the customer name. The Code field is read-only, so update the customer name if the code is blank.
• If the form asks for Rate Per Mile, enter or review the Rate Per Mile value before saving.
• If you cannot find a customer on the Load Screen, confirm the customer is active and saved as a customer/bill-to record.
• If billing terms look wrong on an invoice or quote, review the customer's Payment Terms field.
• If saved pickup or delivery locations are missing, review the customer's stops/location records.
• If a CSV import row fails, review the CSV import log and compare the file to the sample format.

Related Articles

• Choose the Right Load Manager Articles for Your TMS Setup
• Import Customers, Leads, and Stops from CSV in Load Manager
• Customer Information Page Overview - Stops
• Change Payment Terms on a Customer Invoice or Quote
• Customer Invoice and Quote Layout
• Your Customer Portal Overview