How truck dispatch works
From the truck’s availability to the final documents: know who makes the decision at each step.
01 / SET THE BRIEF
Define the truck and the week.
Share equipment details, current location, available hours, lane preferences and home time. Agree service scope, fee basis and the dispatcher’s authority before searching.
02 / FIND THE FIT
Review the whole offer.
Consider origin, destination, cargo, appointments, empty miles and return options. Check broker acceptance and payment eligibility before making a commitment.
03 / CARRIER APPROVAL
Confirm before booking.
The carrier should understand and approve the load. Review the original rate confirmation, including charges, timing, handling requirements and cancellation terms.
04 / EXECUTE
Keep exceptions visible.
Confirm arrival and appointment details. Report delays, loading changes or damaged freight promptly through the agreed contacts. Preserve the records required to support additional charges.
05 / CLOSE THE LOAD
Finish the documents.
Collect signed delivery paperwork and supporting receipts. Resolve discrepancies, then send the packet through the agreed billing or factoring process.
06 / RECONCILE
Match the money to the agreement.
Check settlement against the agreed rate and approved additions. Review the dispatcher’s invoice separately and retain copies. Payment timing depends on the actual broker or factoring arrangement.
Keep the next load realistic.
Do not plan from driving distance alone. Appointment times, unloading and the driver’s available hours affect the next pickup. Use the FMCSA hours-of-service guidance and the actual operation’s requirements.
Questions to settle with a dispatcher