BOX TRUCK SOLUTIONS

BASIC
DISPATCH
GUIDE
 INDEX

Introduction ……………………………………………………………………………………………..……… 3
Dispatcher Role and Responsibilities ......................................................... 4
Independent Dispatcher: Earnings and Efficiency …………………………………….. 6
Getting Started: Essential Tools and Qualities …………………………………….….…. 8
Important Hardware, Software, and Programs for Dispatching …………..… 9
Daily Process for Dispatchers ………………………………………………………………………. 10
What Drivers Expect from Dispatchers ………………………………………………………. 11
Planning Trips for Drivers …………………………………………………………………………….. 12
Finding a Qualified Carrier …………………………………………………………………………… 13
Load Boards for Finding Freight ………………………………………………………………….. 14
Key Functions in the Freight Movement Process ………………………………........ 15
Steps to Finding and Securing Loads …………………………………………………………… 17
Run a Broker Check ……………………………………………………………………………………….. 18
Calculating Your Rate ……………………………………………………………………………………. 19
Carrier Paperwork to Get Paid …………………………………………………………………….. 20
Dispatching for box trucks ……………………………………………………………………………. 21
Trucking Industry Glossary …………………………………………………………………………… 25
Brokers That Work with New MC Authority ……………………………...…………….. 28
Load Board List ……………………………………………………………………….....……….……….. 29
 INTRODUCTION

Becoming an independent dispatcher is a dynamic and

rewarding career path within the transportation and logistics
industry. Dispatchers serve as the critical link between carriers
and shippers, ensuring that goods are transported efficiently
and on time. This role requires a unique combination of
negotiation skills, organizational prowess, and the ability to
manage multiple tasks simultaneously.

In this Basic guide, we'll explore the essential requirements to

get started as an independent dispatcher, detail the daily
processes to ensure smooth operations, and highlight what
drivers expect from their dispatchers. Whether you are just
beginning your journey or looking to enhance your dispatching
skills, this guide will provide valuable insights and practical
advice to help you succeed.

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 Dispatcher Role and Responsibilities

Dispatchers play a pivotal role in the logistics and transportation industry, acting as intermediaries
between carriers and shippers or freight brokers. Their primary goal is to secure high-paying
freight for carriers while ensuring smooth and efficient transportation processes. Below is a
detailed overview of a dispatcher's responsibilities, motivations, and best practices.

1. Core Responsibilities

a. Representation and Negotiation:

• Carrier Representation: Dispatchers act on behalf of carriers, negotiating freight rates and
terms with shippers or brokers.
• Commission-Based Motivation: Their earnings are typically a percentage of the carrier's
negotiated rate. Therefore, they are incentivized to find high-paying loads, as higher rates
result in higher commissions.

b. Portfolio Management:

• Carrier Profiles: Effective dispatchers maintain detailed portfolios for each carrier, including:

- Lane Preferences: Preferred routes or regions for hauling.

- Freight Rates: Desired rates per mile or flat rates for specific lanes.
- Equipment Specifications: Details about the carrier's trucks and any specialized equipment.

c. Load Negotiation:

• Freight Sourcing: Using the carrier's profile information, dispatchers contact shippers or
freight brokers to secure loads that align with the carrier's requirements.
• Agreement and Fees: Dispatchers only charge a fee once a load agreement is finalized. This
fee is for the service of finding and negotiating the load.

d. Administrative Support:
• Invoice Management: For carriers using factoring services, many dispatchers handle the
creation and submission of invoices to the factoring company on the carrier's behalf. This
streamlines the payment process and ensures timely cash flow.

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2. Fee Structures and Contracts

a. Varied Fee Structures:

• Standard Fees: Typically, dispatchers take a percentage of the negotiated freight rate. This
percentage is agreed upon in advance.
• Additional Fees: Some dispatchers may impose extra charges or require carriers to book
a minimum number of loads per month.
• Contract Terms: It is crucial for carriers to understand all terms and conditions before hiring
a dispatcher or signing a contract. This includes any additional fees, booking requirements, and
payment terms.
b. Questions to Ask:
• Service Fees: Clarify the percentage or flat fee charged by the dispatcher.
• Additional Costs: Inquire about any potential extra charges or monthly minimums.
• Invoice Handling: Confirm if the dispatcher will handle invoicing for factoring purposes and
any associated costs.
3. Best Practices for Dispatchers
a. Maximizing Earnings for Carriers:.

• High-Rate Loads: Prioritize securing high-paying loads that meet the carrier's lane
preferences and equipment capabilities.
• Market Analysis: Continuously analyze market rates and trends to negotiate the best
possible rates.
b. Effective Communication:
• Carrier Updates: Regularly update carriers on available loads, market conditions, and any
changes in freight rates.
• Negotiation Transparency: Clearly communicate the terms of each load, including rate,
destination, and any special requirements.
c. Organizational Skills:
• Detailed Records: Maintain accurate and up-to-date records of all negotiations, agreements,
and carrier preferences.
• Proactive Management: Anticipate potential issues and resolve them promptly to avoid
disruptions in the transportation process.

Dispatchers are essential to the logistics and transportation industry, ensuring carriers secure
high-paying loads and operate efficiently. By understanding their responsibilities, fee structures,
and best practices, carriers can make informed decisions when selecting a dispatcher. Clear
communication and detailed contracts are key to successful partnerships between dispatchers
and carriers.

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 Independent Dispatcher: Earnings and Efficiency
As an independent dispatcher, you act as the vital link between carriers and shippers, ensuring
that freight is moved efficiently and profitably. This role demands a combination of negotiation
skills, organizational prowess, and the ability to handle high-pressure situations. Your success
depends on managing a range of logistical tasks seamlessly.

1. Earnings as an Independent Dispatcher

a. Determining Pay Range:

• Agreed Rate: The earnings for independent dispatchers vary based on a mutually agreed upon
percentage or flat rate. The specific amount is negotiated between the dispatcher and the
carrier, reflecting the value of the services provided.
• Number of Drivers: The income of a dispatcher also depends on the number of drivers
receiving the contracted services. More drivers generally translate to higher earnings due to
increased service volume.

b. Carrier Contract Details:

• Rate Specification: Clearly outline the agreed percentage or flat rate in the carrier contract.
This transparency helps in setting the right expectations and avoiding future disputes.
• Payment Frequency: Specify how often payments will be made (e.g., weekly, bi-weekly,
monthly). Consistent payment schedules ensure smooth financial operations for both parties.
• Additional Factors: Include any other relevant factors regarding services and payment in the
contract. This might cover additional fees for specific services, penalties for non-compliance, or
incentives for early payments.

c. Tax Obligations:
• Self-Employment Taxes: As an independent dispatcher, you must manage self-employment
taxes and fulfill regular tax obligations. This involves estimating quarterly tax payments and
keeping accurate financial records.
• Online Applications: Be cautious when filling out online applications required by the IRS or
your state's Secretary of State Office to ensure compliance with all regulations. Mistakes can
lead to delays or penalties.

d. Resources for Compliance:

• Federal and State Rules: Fully understand the federal and state regulations that apply to
your business. Staying informed helps in avoiding legal issues and ensuring smooth operations.

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• Guidance Sources:
o IRS Website: Visit the IRS Small Businesses and Self-Employed section for comprehensive
information. https://www.irs.gov/businesses/small-businesses-self-employed
o Local CPA: Consult with a Certified Public Accountant for personalized advice. They can
provide valuable insights tailored to your specific business circumstances.
o State Secretary of State Website: Access your state's website for detailed instructions and
useful information regarding small businesses. This can include state-specific tax
obligations, business registration procedures, and compliance guidelines.

2. Efficiency as a Dispatcher

a. Key Skills and Attributes:

• Pressure Management: The ability to manage demanding situations and handle pressure is
essential. Dispatchers must remain calm and decisive, ensuring that issues are resolved
quickly and effectively.
• Driver Coordination: Efficiently addressing and managing the needs of drivers is crucial to
ensure they reach their destinations promptly. This includes real-time communication and
problem-solving skills.
b. Multitasking:
• Task Handling: You must be capable of handling multiple aspects of the dispatching process
simultaneously. This involves coordinating schedules, negotiating with shippers, and tracking
freight movements.
• Time Management: Efficiently divide your time and focus across various tasks to achieve the
best results in the shortest time possible. Prioritizing tasks and using time management tools
can enhance productivity.
c. Organizational Abilities:
• Sharp Organization: Maintain excellent organizational skills to manage and prioritize tasks
effectively. This includes keeping detailed records of shipments, contracts, and
communications.
• Continuous Improvement: Regularly refine your organizational and multitasking skills to
enhance overall efficiency and productivity. Staying updated with industry best practices and
technology can provide a competitive edge.

As an independent dispatcher, clearly defining your earnings structure and tax obligations while
maintaining high operational efficiency is crucial for success. Understanding the intricacies of
the role, managing pressure, and having exceptional multitasking and organizational skills are
key attributes that will help you thrive in this demanding industry. By focusing on these areas,
you can build a successful and sustainable dispatching business.

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 Getting Started: Essential Tools and Qualities

What Do I Need to Get Started?

To launch a successful independent dispatching business, you'll need several key tools and
resources. Here’s a detailed breakdown:
1. A Good Laptop:
Purpose: Your primary work device should be reliable and portable, allowing you to work from
anywhere.
Specifications: Look for a laptop with a fast processor, ample RAM (at least 8GB), and a solid-
state drive (SSD) for quick data access.
Connectivity: Ensure it has robust Wi-Fi capabilities and multiple USB ports for peripheral
devices.
2. Cell Phone:
Purpose: Essential for constant communication with drivers, brokers, and clients.
Features: Choose a phone with good battery life, reliable reception, and features like email
access, GPS, and a robust contact management system.
3. Two Email Accounts:
General Communication: One for general business communication.
Load Notifications: Another dedicated to load notifications to keep your workflow organized
and efficient.
4. Dispatching Software:
Purpose: Specialized software to manage loads, track shipments, and handle various logistics
tasks.
Features: Look for software that offers real-time tracking, automated alerts, and integration with
load boards.
5. World Map:
Purpose: Useful for planning routes and understanding geographical challenges.
Types: Consider both digital maps for interactive planning and a physical map for quick
reference.
6. Confidence and Motivation:
Qualities: Essential personal qualities for managing stressful situations and maintaining a high
level of performance.
Development: Build confidence through continuous learning and networking with other
professionals in the industry.

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 Important Hardware, Software, and Programs
for Dispatching
To efficiently manage your dispatching operations, the following hardware, software, and
programs are crucial:
1. Laptop or Desktop:
Purpose: For running dispatching software and handling administrative tasks.
Recommendations: Ensure it meets the necessary specifications to run multiple applications
simultaneously without lag.
2. Microsoft Office (Word & Excel):
Purpose: Useful for documentation, record-keeping, and managing data.
Applications: Use Word for drafting contracts and communication; Excel for tracking shipments,
financial records, and creating schedules.
3. Adobe Pro DC:
Purpose: For handling PDF documents, such as contracts and invoices.
Features: Enables editing, signing, and sharing of PDF documents securely.
4. InnoPortal (or a TMS System):
Purpose: Transportation Management System for tracking shipments and managing logistics.
Features: Offers comprehensive tracking, route optimization, and load management.
5. Social Media and Marketing Tools:
Purpose: To promote your services and connect with potential clients.
Platforms: Use LinkedIn for professional networking, Facebook for marketing, and Instagram for
showcasing your business operations.
6. Load Boards Subscriptions:
Purpose: Access to load boards to find freight opportunities.
Popular Options: DAT, Truckstop.com, and Direct Freight.
7. Square or Similar Billing/Invoicing System:
Purpose: For managing payments and invoicing carriers.
Features: Ensure it provides detailed invoicing, easy payment options, and financial tracking.
8. Drink Coffee:
Purpose: Staying alert and focused, especially during long hours.
Health Considerations: Moderate coffee consumption can be beneficial for alertness. However,
it's important to balance coffee intake with water and be mindful of the potential side effects of
excessive caffeine consumption, such as jitteriness or insomnia. Having a reliable coffee machine
and stocking up on your preferred coffee blends can be helpful, but ensure to maintain a healthy
balance.

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 Daily Process for Dispatchers

Starting your day early and following a structured routine can significantly enhance your
efficiency and effectiveness. Here’s a detailed look at a dispatcher’s daily process:

1. Start Your Day at 6 AM:

Purpose: Early mornings are critical for getting a head start on the day’s tasks.
Activities: Review the day's schedule, check for urgent emails or messages, and prepare
your workspace.

2. Communicate with Your Drivers:

Purpose: Check in with drivers to understand their current locations, destinations, and
whether they are empty or loaded.
Method: Use a combination of phone calls, texts, and tracking software to gather this
information.

3. Check Your Email for Broker Freight:

Purpose: Review new load offers and broker communications.
Action: Prioritize emails based on urgency and relevance to your current operations.

4. Post Available Trucks on Load Boards:

Purpose: Ensure that your available trucks are visible to brokers looking for carriers.
Process: Update load boards with accurate and detailed information about your
available trucks.

5. Send Empty Truck List to Brokers:

Purpose: Proactively inform brokers about your available trucks.
Content: Include details such as truck type, location, and availability time.

6. Start Your Load Board Search:

Purpose: Actively look for suitable loads for your carriers.
Strategy: Use multiple load boards and filter searches based on your drivers' preferences
and availability.

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 What Drivers Expect from Dispatchers

What Does a Driver Want from a Dispatcher?

Understanding and meeting drivers' expectations is key to a successful dispatcher-driver

relationship. Drivers typically expect the following from their dispatchers:

1. Availability:
Expectation: Dispatchers should be available when drivers need assistance or information.
Implementation: Maintain open lines of communication and provide drivers with multiple ways
to reach you.

2. Responsiveness:
Expectation: Prompt responses to drivers’ queries and needs.
Implementation: Prioritize driver communications and ensure quick follow-ups on their
requests.

3. Safety Information:
Expectation: Informing drivers about hazardous areas and potential risks.
Implementation: Monitor weather reports, traffic updates, and other relevant sources to provide
timely safety alerts.

4. Problem-Solving:
Expectation: Helping drivers resolve issues that arise during their trips.
Implementation: Develop a problem-solving protocol and maintain a list of contacts for
emergencies and support services.

4. Accurate Information:
Expectation: Providing detailed and correct information about loads, routes, and delivery
procedures.
Implementation: Double-check all details before relaying them to drivers and keep records of all
communications for reference.

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 Planning Trips for Drivers

When You Dispatch a Driver

Planning a trip for a driver involves considering multiple factors to ensure efficiency and
compliance.
Key considerations include:
1. Hours of Service:
Requirement: Ensuring the driver has enough available hours to complete the trip.
Check: Review the driver’s log and ensure compliance with the FMCSA Hours of Service
regulations.

2. Special Circumstances:
Requirement: Accounting for any unique requirements of the route or the freight.
Considerations: Permits for oversized loads, special handling instructions, and delivery time
windows.

3. Loading and Unloading Procedures:

Requirement: Understanding specific procedures at pick-up and drop-off points.
Preparation: Provide drivers with detailed instructions, including any required paperwork or
identification.

4. Perishable Loads:
Requirement: Ensuring timely delivery for perishable goods.
Actions: Plan the route to minimize delays and ensure the vehicle's refrigeration systems are
functioning properly.

5. Potential Obstacles:
Requirement: Anticipating and planning for obstacles that might be encountered en route.
Examples: Road closures, weight restrictions, and construction zones. Use GPS and traffic
monitoring tools to update drivers in real-time.

The more specific and detailed information you provide to the driver, the smoother the trip will be.

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 Finding a Qualified Carrier
Before signing on a carrier, it’s crucial to thoroughly vet them to ensure they meet industry
standards and are reliable. Understanding what qualifies a carrier as good or bad can help you
avoid potential issues and ensure smooth operations. Here are several tools and steps you can take
to evaluate a carrier before entering into a dispatch contract agreement.

Steps to Evaluate a Carrier:

1. Check the Carrier's CSA (Compliance, Safety, and Accountability) Score

The CSA score is a valuable indicator of a carrier's safety compliance and operational performance.
Follow these steps to check a carrier's CSA score:

1. Visit the CSA Website: Go to CSA FMCSA.

2. Select Your Role: From the main menu, choose "YOUR ROLE" and then "MOTOR CARRIER" or
click on the link https://csa.fmcsa.dot.gov/YourRole/MotorCarriers
3. Search for the Score: Scroll down to the section where you can search for a motor carrier’s
score.
4. Enter Information: Input the carrier’s name, MC (Motor Carrier) number, or DOT
(Department of Transportation) number, and then click "SEARCH".

2. Check the Safer Website for Safety Rating and Age of Authority

The Safer website provides a comprehensive profile of carriers, including their safety ratings and
the duration of their operating authority. Here’s how to access this information:

1. Visit the Safer Website: Go to Safer FMCSA.

or click on the link https://safer.fmcsa.dot.gov/CompanySnapshot.aspx
2. Search the Profile: Enter the carrier’s DOT# or MC# to look up their profile.
3. Review the Safety Rating: Carriers are classified into three categories based on their
compliance with safety requirements:
✓ Satisfactory: Indicates no evidence of substantial non-compliance with safety requirements.
✓ Conditional: Indicates that the carrier was out of compliance with one or more safety
requirements.
✓ Unsatisfactory: Indicates evidence of substantial non-compliance with safety requirements.
4. Determine Age of Authority: Check how long the carrier has been authorized to operate, as
experience can often correlate with reliability and performance.
By thoroughly evaluating potential carriers using these tools, you can ensure that you are
partnering with reliable and compliant companies. This due diligence helps mitigate risks and
enhances the efficiency and safety of your operations.

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 Load Boards for Finding Freight

Utilize reputable load boards to find and manage freight. Here are some recommended options:
Amazon Relay
Provides access to Amazon's freight network, allowing carriers to book loads in real-time. Includes
performance metrics to help improve service.
DAT (Power & Truckers Edge)
One of the largest freight marketplaces in North America, offering market rate information and advanced
freight matching technology to help carriers find the best loads.
Truckstop.com
A comprehensive load board with rate analysis tools and a mobile app for on-the-go load management,
helping carriers find loads quickly and efficiently.
JB Hunt 360 Load Board
Digital freight matching platform that allows for instant load booking with transparent pricing, making it
easy for carriers to find and secure loads.
Convoy
Features dynamic pricing and automated bidding and booking processes, along with real-time GPS
tracking to provide visibility and efficiency in load management.
Uber Freight
Offers upfront pricing and quick payment options through a user-friendly mobile app, simplifying the
process of finding and booking loads.
Landstar
Connects carriers with a large network of agents and shippers, offering a variety of load types and support
for owner-operators to manage their freight needs.
CH Robinson
Provides real-time load matching and comprehensive logistics support, along with market insights to help
carriers make informed decisions.
Nolan Transportation Group (NTG)
Features an extensive network of shippers, dedicated support, and competitive rates, making it a reliable
choice for carriers looking for freight opportunities.
Direct Freight
Offers customizable load searches, email alerts for new loads, and TMS integration to help carriers
manage their freight more effectively.
Getloaded
Simple load search interface with various load types and mobile app access, designed to make finding and
booking loads straightforward.
123 Loadboard
Provides detailed load search filters, rate analysis, and document management, helping carriers find
suitable loads and manage paperwork efficiently.
Load Solutions
Connects carriers with a network of shippers and brokers, offering load management tools and real-time
updates for effective freight operations.
Loadmatch
Focuses on intermodal freight, offering load matching services and carrier profiles with performance data
to help carriers find the right loads.

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 Key Functions in the Freight Movement Process
The movement of freight is a complex and dynamic process that involves multiple key players, each with
specific roles and responsibilities. Understanding these roles is crucial for ensuring the efficient and timely
delivery of goods. This document outlines the five essential functions required in the freight movement
process: Shipper, Carrier, Consignee, Broker, and Freight Forwarder. Each function plays a vital part in the
supply chain, contributing to the seamless transportation of goods from the point of origin to the final
destination.
1.Shipper:
The shipper represents the entity or individual responsible for the origination of goods being transported.
This can encompass manufacturers, producers, suppliers, or owners of the goods.
Responsibilities:
• Initiating the transportation process by providing detailed shipment instructions, including the type
and quantity of goods, pickup location, and delivery destination.
• Handling packaging and labeling of goods in compliance with shipping regulations to ensure safe
transit.
• Arranging and paying for transportation services, either directly or through third-party logistics
providers.
Additional Notes: Shippers hold the primary responsibility for ensuring that goods are prepared for transit
in a manner that meets legal, safety, and contractual obligations.
2. Carrier:
Carriers are entities or individuals engaged in the business of physically transporting goods from one
location to another.
Responsibilities:
• Undertaking the physical movement of freight using various modes of transportation such as trucks,
trains, ships, or planes.
• Ensuring the safe and timely delivery of goods in accordance with the terms of transportation
contracts.
• Operating their own fleet of vehicles or subcontracting transportation services to independent
contractors or other carriers.
Additional Notes: Carriers are accountable for the actual transportation of goods and must adhere to
industry regulations and safety standards to mitigate risks during transit.
3. Consignee:
The consignee is the designated recipient or party entitled to receive delivery of the goods from the carrier
at the final destination.
Responsibilities:
• Receiving, inspecting, and accepting delivery of goods upon arrival to ensure they meet agreed-upon
specifications and quality standards.
• Handling customs clearance, storage, and distribution of goods as necessary based on contractual
agreements or regulatory requirements.
Additional Notes: Consignees play a critical role in the supply chain by ensuring the smooth reception
and onward distribution of goods to their intended destinations.
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4. Broker:
A freight broker serves as an intermediary or facilitator in the transportation process, connecting shippers
with carriers to arrange the movement of freight.
Responsibilities:
• Coordinating logistics activities and negotiating transportation rates on behalf of clients to optimize
supply chain efficiency.
• Matching shippers with carriers that meet their specific transportation needs, leveraging industry
expertise and technological tools.
• Handling administrative tasks such as documentation, invoicing, and shipment tracking to provide
comprehensive logistics support.
Additional Notes: Brokers streamline the shipping process by acting as a central point of contact and
managing communication between shippers and carriers.

5. Freight Forwarder:
Freight forwarders specialize in managing and coordinating the international or domestic transportation
of goods on behalf of clients.
Responsibilities:
• Overseeing all aspects of the shipping process from origin to destination, including freight
consolidation, cargo booking, and transportation arrangement.
• Managing shipping documentation and customs clearance procedures to ensure compliance with
regulatory requirements.
• Leveraging expertise in transportation logistics to optimize supply chain performance and minimize
transportation costs for clients.
Additional Notes: Freight forwarders play a crucial role in facilitating the movement of goods across
borders or between regions, ensuring smooth and efficient transit from origin to destination.

In conclusion, the efficient movement of freight relies on the coordinated efforts of several key players.
Shippers initiate the process by preparing and dispatching goods, while carriers undertake the physical
transportation. Consignees receive and manage the delivered goods, ensuring they meet the required
standards. Brokers facilitate communication and negotiation between shippers and carriers, optimizing
logistics and costs. Freight forwarders oversee the entire transportation process, handling complex
logistics and regulatory compliance. Together, these functions form a cohesive system that drives the
global supply chain, ensuring goods are delivered safely, timely, and cost-effectively. Understanding these
roles and their interdependencies is essential for anyone involved in the logistics and transportation
industry.

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 Steps to Finding and Securing Loads
Effectively finding and managing loads is essential for maintaining a smooth and profitable freight
operation. Your loads can originate from various sources, such as brokers on load boards, existing
relationships with brokers, or direct shippers. Here is a detailed, step-by-step guide to finding and
securing your loads:
1. Find Your Load:
Search load boards or leverage your existing relationships with brokers and shippers to identify potential
loads.
2. Call the Broker or Shipper:
Contact the broker or shipper to obtain detailed information about the posted load, including pickup and
delivery locations, load specifications, and any special requirements.
3. Negotiate a Rate:
Discuss and negotiate the transportation rate to ensure it meets your financial and operational needs.
4. Conduct a Broker Check:
Verify the broker's credibility and reliability by checking their ratings, reviews, and payment history to
mitigate risks.
5. Confirm with Your Carrier:
Confirm with your carrier (driver) that they are available, willing, and capable of handling the load as
described.
6. Complete a Carrier Packet:
Fill out the necessary carrier packet, which typically includes your business details and agreement to the
broker's terms.
7. Forward Documentation:
Send essential documents such as W9, Certificate of Insurance (COI), and your Letter of Authority to the
broker for verification.
8. Receive Rate Confirmation (Rate Con):
Obtain the rate confirmation document from the broker, which outlines the agreed-upon rate and terms
of the load.
9. Sign and Return Rate Con:
Sign the rate confirmation document and return it to the broker to formalize the agreement.
10. Dispatch the Load:
Dispatch the load to your carrier and provide them with a copy of the rate confirmation for their records
and reference.
11. Provide ETA to Shipper and Broker:
Communicate the estimated time of arrival (ETA) to both the shipper and the broker to ensure everyone is
informed and prepared.
12. Follow the Load:
Monitor the progress of the load, maintaining communication with your carrier to ensure timely updates
and address any issues that may arise until the carrier reaches the receiver.
By following these steps, you can efficiently find, secure, and manage your loads, ensuring smooth
operations and fostering strong relationships with brokers and shippers.

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 Run a Broker Check
All freight brokers are regulated by the Federal Motor Carrier Safety Administration (FMCSA). To ensure
that a broker is legitimate and reliable, follow these steps:

1. Check License Status

Website: Visit the FMCSA's website : https://li-public.fmcsa.dot.gov/LIVIEW/pkg_carrquery.prc_carrlist

❖ Steps:

a. Enter Broker Details: Use the broker’s name or USDOT number to search.

b. Verify License Validity: Ensure the broker has an active license. Check that the license has been
renewed on time and the required surety bond has not been canceled.

c. Review Additional Information: Look for any history of license revocations and reinstatements.
Check how many times these events have occurred to gauge the broker's reliability.

2. Compare Documentation

➢ Request Operating Authority: Ask the broker to provide a copy of their operating authority.

➢ Verify Information: Ensure the broker’s name, motor carrier number, and dates match those in the
FMCSA database.

➢ Address Discrepancies: If there are any differences, ask the broker for clarification and proceed
with extra caution.

3. Key Questions for Brokers

➢ Registration: Confirm if the broker is registered with the Unified Carrier Registration (UCR) Program.

➢ Insurance: Ensure the broker is properly insured.

➢ Bonding: Verify that the broker is bonded. A surety bond is a financial guarantee that protects
shippers and carriers in case the broker fails to fulfill their obligations.

4. Factoring Company Check

➢ Broker Approval: Conduct a broker check with your carrier’s factoring company. The factoring
company will be the one paying for the load, so their approval is crucial.

➢ What is Factoring? Factoring involves selling your invoices to a factoring company at a discount for
immediate cash. The factoring company then waits for payment from the customer.

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 Calculating Your Rate

Determining the appropriate rate for transporting a load is crucial for ensuring profitability and covering
all costs. Here’s a detailed guide on how to calculate your rate effectively:

1. Enter Load Details:

Origin and Destination: Specify the starting and ending points of the journey.
Equipment Type: Identify the type of truck needed (e.g., Van, Flat Bed, Reefer).

2. Determine the Rate for the Truck:

Base Rate: The basic charge for the transportation service.
Fuel Costs: Include current fuel prices and estimate the fuel consumption for the trip.

3. Negotiation Strategy:
Starting High: For brokers who are open to negotiation, start with a higher rate to allow room for
bargaining.
Firm Rates: For brokers who do not negotiate, quote the exact rate it will take to move the load.

4. Add Accessorial Fees (if any):

Tarps: Charges for covering loads with tarps.
Loading/Unloading Miles: Fees for extra distances covered during loading and unloading.
Extra Pickups and/or Deliveries: Additional stops beyond the primary pickup and delivery.
Pallet Exchange: Costs associated with exchanging pallets during the delivery.

5. Calculate Rate Per Mile (RPM):

Formula: Total rate divided by the total mileage.
Example: $2000 (total rate) / 650 (miles) = $3.07 RPM.

By thoroughly understanding and calculating each of these components, you can ensure that your pricing
is competitive and fair, covering all necessary expenses while providing value to your clients.

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 Carrier Paperwork to Get Paid

Ensuring that all necessary paperwork is correctly completed is essential to secure timely payment for
your services. Here’s an in-depth look at the key documents involved:

1. Rate Confirmation:

➢ Definition: A rate confirmation is a legally binding document that outlines the agreed-upon payment
terms between the freight broker and the carrier.
➢ Details Included:
✓ Rate agreed upon for the service.
✓ Payment terms and conditions.
✓ Contact information of both parties.

➢ Importance: It ensures that both parties have a clear understanding and agreement on the payment
terms, preventing any disputes or misunderstandings.

2. Bill of Lading (BOL):

➢ Definition: A Bill of Lading is a document that acts as a title for the goods being shipped, a receipt for
the shipment, and a contract between the carrier and the shipper.
➢ Details Included:
✓ Description of the goods being shipped.
✓ Quantity and weight of the shipment.
✓ Instructions for handling and delivery.
✓ Signatures from the shipper, carrier, and consignee.

➢ Importance: It serves as proof of delivery and is essential for facilitating payment. Without a properly
completed BOL, you may face delays or issues in getting paid.

3. Additional Documents:

• Proof of Delivery (POD): Confirms that the shipment has been delivered as per the terms.
• Invoice: A bill sent to the broker or shipper requesting payment for the services rendered.
• Carrier Packet: Includes W9, Certificate of Insurance (COI), and Letter of Authority. This packet is
often required before starting the service.

By ensuring all these documents are in order and properly completed, you can streamline the payment
process and avoid any potential issues that might delay your compensation.

20
 Dispatching for box trucks

Medium Duty Box Trucks

A box truck, also known as a cube van or straight truck, is a vital component in the realm of commercial
transportation and logistics. It represents a specialized type of vehicle designed primarily for the efficient
and secure transport of goods over short to medium distances. This comprehensive overview will delve
into the intricacies of box trucks, covering their construction, licensing requirements, common features,
and essential equipment.
1. Structure:
❖ Cabin and Cargo Area:
On most box trucks, the cabin is separate from the cargo area.
Some models have a door between the cabin and the cargo area for easy access.
❖ Chassis and Cargo Box:
A box truck consists of a reinforced chassis/frame with a large cargo box securely bolted to it.
❖ Terminology:
➢ Box trucks are often referred to as straight trucks.
➢ The key difference between a box truck and a van is the construction:
• Box Truck: A cargo box is added to a chassis cab.
• Cargo Van: Built as a single, unibody piece.
2. Licensing Requirements:
Do You Need a CDL to Drive a Box Truck?
❖ General Rule:
No, a Commercial Driver's License (CDL) is generally not required if the Gross Vehicle Weight Rating
(GVWR) is less than 26,000 lbs.
This allows individuals with a basic driver's license to operate these trucks.
❖ Exceptions:
If the GVWR exceeds 26,000 lbs, a CDL is required.
For example, a truck with a GVWR of 26,001 lbs or more requires a Class B CDL.
A vehicle 26 feet long with a GVWR of more than 26,001 lbs also requires a Class B CDL.
21
❖ Key Points:
• The requirement for a CDL depends on the GVWR, not the vehicle's length or whether it is loaded or
empty.
• To determine the GVWR:
Method 1: Contact the vehicle manufacturer.
Method 2 (Easier): Check the door jamb sticker, which lists the Gross Axle Weight Ratings (GAWR) for
both front and rear axles. Add these numbers to get the GVWR.
❖ Example:
• Non-CDL Required:
A box truck with a GVWR of 16,500 lbs (Front Axle GAWR: 6,500 lbs, Rear Axle GAWR: 12,000 lbs).
• CDL Required:
A truck with a GVWR of 33,000 lbs (Front Axle GAWR: 12,000 lbs, Rear Axle GAWR: 21,000 lbs).
3. Common Features :
1. Dock High Loading:
Box trucks often feature dock high loading capabilities, aligning with the standard height of 48 inches
from ground to warehouse floor.
This facilitates seamless loading and unloading operations, particularly in warehouse environments
where efficiency is paramount.
2. Liftgate Installation:
Many box trucks are equipped with liftgates, mechanical devices installed at the rear, facilitating the
transfer of goods between ground level or loading docks and the vehicle bed.
Liftgates enhance operational efficiency and reduce manual labor associated with loading and unloading
cargo.
4. Common Requested Equipment:
1. Pallet Jack:
Pallet jacks are commonly integrated into box truck configurations to facilitate the efficient handling of
palletized goods.
These manual or electric-powered devices streamline the loading and unloading process, enhancing
productivity and minimizing physical strain on workers.
2. Ratchet Straps:
Ratchet straps are indispensable accessories for securing cargo within the box truck's cargo area during
transit.
They provide reliable tension and prevent shifting, ensuring that goods remain stable and intact
throughout the journey.
3. Load Bars:
Load bars are utilized to optimize space utilization within the box truck's cargo area, preventing the
movement of cargo during transit.
These adjustable bars are positioned strategically to create secure partitions and maintain the integrity of
the load.
Ratchet Straps
Pallet Jack Load Bars

22
5. Box Truck Dimensions:
❖ Length: 16-26 Feet
Varies based on the model and intended use. Shorter trucks are ideal for urban deliveries, while longer
trucks are suitable for larger loads and longer distances.
❖ Width: 96-102 Inches
Standard width allows for easy maneuvering on highways and urban roads while maximizing cargo space.
❖ Height: 12.5-13.5 Feet
Provides ample space for stacking goods and maximizing volume capacity.
❖ Max Weight: 14,000 Pounds
The maximum weight capacity ensures the truck can carry heavy loads without exceeding legal limits.
❖ Max Pallets: 12 Pallets
The number of pallets a truck can carry depends on their size and the truck's dimensions.
❖ Max Volume: 1,700 Cubic Feet
The total volume capacity for carrying bulk goods.
❖ Commodities Hauled:
Furniture, office material, local vendor material, and more. Box trucks are versatile and can carry various
types of goods.
❖ Optional Features:
• Lift Gates: For easier loading/unloading.
• Vented Trailers: To provide ventilation for specific types of cargo.
• Refrigeration Units: For transporting perishable goods.
6. Pallet Configuration:
❖ Trucks are typically 96 inches wide, allowing for two standard-sized pallets (48"x48") to fit side by side.
❖ Capacity ranges from 10-12 pallets, depending on truck dimensions.
7. Average Rate for Box Truck Services:
▪ 10-150 Miles: $250-$450 Flat Rate
Ideal for short, local deliveries where distance and fuel costs are lower.
▪ 151-400 Miles: $2.00 - $2.20 Per Mile
Suitable for medium-distance deliveries, balancing cost and efficiency.
▪ 401-600 Miles: $1.85 - $1.95 Per Mile
For longer trips, providing a competitive rate per mile.
▪ 601-800 Miles: $1.70 - $1.85 Per Mile
Rates decrease slightly as distance increases to maintain cost-effectiveness.
▪ 900+ Miles: $1.70+ Per Mile
Longer distances may see variations in rates due to factors like fuel costs and overnight travel.
8. Considerations for Rates:
❖ No-Touch Freight: Rates can be booked at $1.65 or more per loaded mile.
❖ Additional Charges:
• Tolls: Fees for using certain roads or bridges.
• Driver Assist: Extra charges if the driver helps with loading/unloading.
• Layovers: Costs incurred if the truck needs to stay overnight during long trips.
• Touch Freight: Additional costs for handling the cargo during delivery.

23
9. Example Box Truck with Lift Gate:

Standard Dimensions:
Length: 22-26 Feet
Width: 96-102 Inches
Height: 12.5-13.5 Feet

Capacity:
Max Weight: 14,000 Pounds
Max Pallets: 12
Max Volume: 1,700 Cubic Feet

Options & Features:

Lift Gates: For easy loading/unloading.
Vented Trailers: For goods requiring ventilation. Box Truck with Lift Gate
eTrack: For securing loads.
Refrigeration: For perishable goods.

10.Four-Way, Notched Pallets:

Fork Access: From all four sides, enhancing versatility in handling.

Common Sizes: Standard GMA pallets (48"L x 40"W).

24
 Trucking Industry Glossary
The trucking industry is filled with specific terminology and jargon that can be confusing for newcomers and
even seasoned professionals. Understanding these terms is crucial for effective communication and efficient
operation within the industry. This glossary provides clear and concise definitions of key terms used in the
trucking business, helping you navigate and succeed in this dynamic field.
Terms:
Accessorial Charge: A charge for supplemental services that go beyond standard freight transportation.
Examples include fees for being detained by a shipper, loading or unloading freight, or securing odd-sized
freight to a flatbed trailer.
AOBRD: Automatic On-Board Recording Device, a hardware device that connects to a truck's electronic
control module to capture information about the vehicle's movement. AOBRDs must be replaced by
Electronic Logging Devices (ELDs) as of December 16, 2019, to comply with Federal regulations on logging
drivers' hours of service and duty status.
ATA: American Trucking Associations, an industry trade association based in Virginia, representing 50
affiliated state trucking associations.
Authority: Legal authorization required for for-hire carriers and freight brokers to operate, obtained from
the U.S. Department of Transportation (DOT).
Backhaul: The return trip of a transportation route, typically paid at a lower rate than the initial (headhaul)
trip.
Benchmark: A standard used for comparison. Companies often use DAT’s rates as benchmarks to compare
with their own pricing.
Bill of Lading: A legal document listing the goods being shipped and outlining the terms of their
transport.
Bobtail: A truck operating without a trailer attached.
Broker: An intermediary who arranges transportation services, often hired by shippers to find carriers to
transport their goods.
Capacity: Refers to the availability of trucks that can be hired to haul freight. Capacity is often tight during
peak seasons like the spring produce harvests.
Carrier: A trucking company or individual owner-operator that transports goods.
Contract Rate: The agreed-upon rate per mile for an extended term, such as a one-year contract, as
opposed to the spot market rate.
CDL: Commercial Driver's License, required to drive a truck or bus weighing over 26,000 pounds gross
vehicle weight.
DAT: Short for DAT Solutions, a company that operates a load board for matching freight with available
trucks.
Deadhead: Driving with an empty trailer, often resulting in no pay as most trucks are paid by the mile only
when loaded.
Drop and Hook: A process where a driver leaves a trailer at a loading dock and hooks up to a different
trailer for the return trip, eliminating the need for waiting during loading or unloading.
Dry Van: An enclosed rectangular box trailer used to transport general freight.
DOT: Department of Transportation, a Federal agency regulating interstate trucking in the United States.
ELD: Electronic Logging Device, an onboard device that records a truck’s movement, driver’s hours of
service, and duty status. Required on all trucks as of December 2017.
EOBR: Electronic On-Board Recorder, another term for AOBRD.
25
Expedite Freight: Time-sensitive freight that must be delivered at a pre-set delivery time.
Express: DAT Express, a load board operated by DAT Solutions, used primarily by small and medium-sized
freight brokers.
Factoring: A financial service where a carrier receives immediate payment from a third-party financial
company before delivering a load, with the factoring company retaining a fee.
Flatbed: An open-deck trailer used for transporting large or odd-shaped freight that cannot fit inside a
standard van trailer.
For-Hire Carrier: A trucking company that transports freight for others.
FMCSA: Federal Motor Carrier Safety Administration, an agency within the DOT that enforces commercial
motor vehicle safety regulations.
Freight Broker: An intermediary who arranges transportation and functions between a shipper and a
carrier.
Freight Matching: A service provided by DAT Solutions that matches available freight with available
trucks, also known as a load board.
FSC: Fuel Surcharge, a charge that covers the cost of fuel.
Headhaul: The higher-paying segment of a round trip, also known as a linehaul. The lower-paying return
trip is called a backhaul.
Hours of Service (HOS): Regulations governing the number of hours an interstate truck driver can
legally drive, enforced by the DOT.
Hot Shot: Expedited freight typically limited to a gross weight of 36,000 pounds, also refers to the truck
hauling the freight.
IFTA: International Fuel Tax Agreement, an agreement between U.S. states and Canadian provinces for
reporting fuel taxes paid at the pump on a quarterly basis.
Intermediary: Typically refers to a freight broker or third-party logistics (3PL) company managing
transportation on behalf of a shipper.
Intermodal: Freight requiring more than one mode of transportation for the same shipment, such as air,
rail, sea, and truck.
Lane: A specific route defined by an origin and destination pair, such as from Chicago to Dallas.
Linehaul: The rate or price associated with a specific lane, exclusive of additional fees like fuel surcharges
or accessorials.
Load: A single freight shipment.
Load Board: A service that matches shippers and freight brokers with carriers willing to transport freight,
pioneered by DAT Solutions in 1978.
Load-to-Truck Ratio: The number of trucks available for hire in a specific location versus the number of
available loads.
LTL: Less Than Truckload, a shipment that does not fill an entire trailer and is typically consolidated with
other shipments.
MembersEdge: A load board operated by DAT Solutions, the official load board of the Owner-Operator
Independent Drivers Association (OOIDA).
MyDAT® Trucker: DAT's mobile app for drivers, available on iPhone and Android smartphones.
Onboarding: The process of integrating a new carrier into a broker’s operations, including signing
agreements and providing necessary documentation.
OOIDA: Owner-Operator Independent Driver's Association, an industry association based in Grain Valley,
Missouri.
Owner-Operator: An individual who owns and operates their own truck, often leasing onto a larger
carrier.
Power: DAT Power, a comprehensive load board used by medium- to large-sized brokers and carriers.
26
Power Only: When a shipper provides the trailer and requests only a power unit (truck or tractor) to pull it.
Power Unit: The tractor portion of a tractor-trailer, containing the engine.
Property Broker: Another term for a freight broker.
Rate Per Mile (RPM): The pricing structure commonly used in the spot market, calculated as the rate per
mile (including fuel surcharge) multiplied by the number of miles.
Reefer: A refrigerated trailer used to transport temperature-sensitive freight.
RFP: Request for Proposal, a document soliciting a proposal from potential service providers.
RFQ: Request for Quote, a document soliciting price quotes from potential service providers.
Roper Technologies: The parent company of DAT Solutions, a diversified technology company.
Shipper: The sender of goods, such as a manufacturer, grower, retailer, or distributor, who hires a carrier to
transport them.
Spot Market: The market for freight that is not under long-term contract, with rates determined by
current supply and demand conditions.
TCA: Truckload Carriers Association, a national association for truckload carriers.
TIA: Transportation Intermediaries Association, an industry association for freight brokers and 3PL
professionals.
TMS: Transportation Management Software, used by transportation professionals to manage their
business operations.
Tractor: A truck that pulls a trailer.
Trailer: The non-motorized unit pulled by a tractor, such as vans, flatbeds, and refrigerated units.
TriHaul: A three-legged route suggested by DAT load boards that offers better pay or use of the truck and
driver's hours compared to a straight roundtrip.
Truck: An 18-wheeler with a detachable trailer.
TruckersEdge®: A load board operated by DAT Solutions, used primarily by owner-operators and small
trucking companies.
Truckload: A shipment that fills an entire trailer by weight or volume.
Van: An enclosed rectangular box trailer, typically 53 feet long, used to transport general freight.

Understanding the terminology used in the trucking industry is essential for anyone involved in freight
transportation. This glossary provides definitions and explanations of key terms, helping you to
communicate effectively and operate more efficiently within the industry. Whether you're a shipper, carrier,
broker, or simply looking to learn more, this glossary serves as a valuable resource.

27
 Brokers That Work with New MC Authority
Know where to find business on your first day.
We've compiled a list of brokers* who are ready to work with brand new trucking companies. From the
first day of their authority, these brokers will begin booking loads with carriers.

RTS CARRIER
NAME CREDIT AUTHORITY
RATING REQUIRED (DAYS)
Ryan Transportation A 1
CH Robinson/Chicago A 1
US Logistics LLC/OH B 1
Falcon Transportation Logistics LLC B 1
Binning Transport B 1
Traffic Freight Services, Inc. B 1
Rite-Way Truck Broker, Inc. B 1
Hauling For Heroes LLC DBA Proam Rodeo Productions B 1
Chuck's Transport, Inc. (Original Paperwork Required) B 1
Superior Freight Solutions Inc. (Original Paperwork Required) B 1
Colonial Freight Brokerage Corp. B 1
Heritage Trucking, Co. B 1
S.H.I. Logistics, Inc. B 1
Alpha Freight Services, Inc. B 1
J & M Hart Logistics, Inc. B 1
Direct Freight, Corp. B 1
D & S Logistics/NC B 1
lansway Transportation Service LLC (Original Paperwork Required) B 1
A & B Logistics B 1
Harbor Transport, LLC B 1
Expeditus Transport LLC B 1
Johansen's Transport Inc. B 1
El Paso Logistic Services, Inc. B 0
Chief Logistics Former Grand Island Contract B 1
AAA Truck Finders, Inc. B 1
Reiter Transportation Services, Inc. (Original Paperwork Required) B 1
Reefer Truck Brokers, Inc. (Original Paperwork Required) B 0
South Florida Marketing, Inc. B 1
DNJ Intermodal Services B 1
Armstrong Transportation & Trailers, LLC B 1
C & A Truck Brokerage Inc. B 1

NOTE: This information is subject to change.

28
 Load Board List
This directory provides a list of load boards, including websites and costs, to help trucking companies
find the best platforms for booking loads and expanding their network. Whether you're new or
established, find the right load board for your needs here.
LOADB OARD NAME WEBSITE COST
123 LOADBOARD http://www.123loadboard.com/ Free trial available
AMAZON RELAY http://relay.amazon.com/ No cost
BROKERED LOADS http://www.brokeredloads.com/ Free
BUCHANAN HAULING AND
http://bhri.loadtracking.com/im/loadboard/loadboard.jsp Free
RIGGING
CENTRAL DISPATCH http://www.centraldispatch.com/ Varies
CH ROBINSON http://www.chrobinson.com/en-us/carriers/ Free
DAT https://www.dat.com/load-boards Varies
DAT POWER http://power.dat.com/login?ReturnUrl=%2f $149.00
DIRECT FREIGHT http://www.directfreight.com/home/ $34.95
DSSLN http:/dssln.com/ Free
FR8 STAR http://fr8star.com/ No cost
FREE FREIGHT SEARCH http://freefreightsearch.com/ Free
FREIGHT FINDER http://www.freightfinder.com/ Free
FST LOGISTICS http://fstlogistics.com/load-board/ Free
GET LOADED http://www.getloaded.com/ Varies
GREENBUSH LOGISTICS https://www.greenbushlogistics.com/home/carry-with-gli Free
HARTE HANKS http://hhl1.harte-hanks.com/hitsweb/availableloads.php Free
JB HUNT http://www.jbhunt.com/loadboard/load-board/map Free
LANDSTAR http://apportal.landstaronline.com/Pages/LSOLAnonymousHome.aspx Free
LOAD UP http://www.usacanadaloadup.com/empty-vans-and-trucks.pl? Free
MAVERICK http://www.maverickonline.com/wntv5/BKLoadMaverick Free
MEMBERS EDGE DAT http://www.mymembersedge.com/ $31.45
MERCER http://mercerbrokerage.com/AvailableFreight Free
MY VIRTUAL FLEET http://myvirtualfleet.com/ Varies
NOLAN TRANSPORTATION http://ntgvision.com/Account/Login Free
ONLINE FREIGHT SERVICES http://www.onlinefreight.com/ViewOpenLoads.aspx Free
QT INC http://quality-transportation.com/loads Free
QUAD EXPRESS http://www.shipquadexpress.com/Carriers/ Free
RELIANT TRANSPORTATION http://reliant-transportation.com/loads-available/ Free
SYLESTUS http://www.sylectus.com/Login.aspx $500
TQL http://carrierdashboard.tql.com/ Free
TRANSPORT INVESTMENTS http://availablefreight.transportinvestments.com/ Free
TRUCK STOP http://truckstop.com/ $39-149/month
TRUCKER PATH http://truckerpath.com/truckloads/free-load-board/ Free
TRUCKER'S EDGE DAT http://www.truckersedge.net/ $34.95/month
TRULOS http://www.trulos.com/ Free
TSH http://tenh.com/loads/ Free
UBER FREIGHT http://www.uber.com/us/en/freight/ Free

NOTE: This is not a complete list.

29
 1717 Riverside Dr
(214) 454-6854 https://Myboxtrucksolutions.com [email protected] Tulsa
Oklahoma 74119