Summary
Delivery is not the end of the load workflow. It is the point where dispatch needs to hand accounting a complete, reviewable record: what moved, what was delivered, which documents support it, and which charges still need attention.
Start with a delivery state
The handoff should begin with a clear delivery state, not an informal message that says “delivered.” Record the delivery time, the final location, the person or facility involved, and whether the delivery was accepted without an exception.
If something is missing or disputed, keep the load open as an exception. Closing the load too early hides work that accounting still needs to do.
The five parts of a complete handoff
1. Delivery confirmation
Capture the proof of delivery or the reason it is unavailable. Include the relevant timestamp and identify whether the document is signed, electronic, or awaiting correction.
2. Rate confirmation
Keep the rate confirmation next to the final load record. The quoted linehaul, fuel surcharge, accessorial terms, and payment terms are the reference accounting uses when reviewing the invoice.
3. Accessorial evidence
Detention, lumper fees, layover, tolls, and other accessorials need evidence and a reason. Capture arrival/departure times, receipts, approvals, and any broker or shipper communication while the context is still available.
4. Exception status
Mark the load as ready to invoice, awaiting document, awaiting approval, disputed, or another state your team actually uses. A status without an owner is not a workflow; assign the next action to a person or team.
5. Accounting notes
Record anything that changes settlement, carrier pay, customer billing, or follow-up. Keep notes factual and tied to the load so a reviewer can understand the decision later.
A simple handoff checklist
- Delivery status is confirmed.
- POD/BOL documents are attached and legible.
- Rate confirmation is attached.
- Accessorial claims have evidence.
- Exceptions have an owner and due date.
- Customer invoice and carrier settlement implications are clear.
- The load is marked ready, blocked, disputed, or awaiting a defined action.
Why this matters
When dispatch and accounting use different versions of the load record, billing slows down and disputes become harder to resolve. A shared handoff makes the operational event, supporting document, and financial action visible together.
The process can start with a checklist or shared queue. The important design choice is that every delivered load reaches a known state with the evidence required for the next decision.
The documents-to-billing workflow guide and POD/document checklist provide related implementation detail.
Frequently asked questions
When should accounting receive the handoff?
As soon as delivery is confirmed and the available documents are attached. Do not wait for a weekly batch if the customer’s billing window or a dispute deadline is approaching.
What if the POD is missing?
Keep the load in an explicit awaiting-document state, assign an owner, and record the follow-up date. Do not mark the load invoice-ready merely because the truck delivered.
Who owns accessorial documentation?
The team should decide this before a claim occurs. Dispatch or the driver may collect the evidence, while accounting reviews the claim and billing treatment. The load record should show both the evidence owner and the decision owner.