1) DOCUMENTS- On the Documents tab of the completed load, download all relevant documents 

1. 1. Relevant documentation will include any of the following: 1) BOL and/or POD and/or any documentation requested by customer (i.e. CAT scale weight tickets, supplemental documentation), 2) any supporting documentation for detention or OS&D claims, and 3) any documentation needing to be labeled and filed (i.e.Maintenance, Fuel, and Other Receipts; Driver Records; Vehicle Records)

   2. Verify that the Bill of Lading (BOL) has been signed and dated by the receiving facility.

      • We want clear irrefutable evidence the load was delivered; a dated signature is the best evidence.

2) INVOICE- On the Invoice tab of the completed load,  send the invoice by clicking the mail icon

If customer IS an app customer, such as 1) J.B. Hunt, 2) Uber Freight, 3) Convoy, or 4) Coyote Logistics you must upload the signed BOL to their customer site in order to invoice the load. For these customers, all loads MUST register on THEIR customer site as completed, with 1) in and out times for all pickup and delivery stops recorded, 2) lumper receipts submitted if applicable, 3) detention requested if applicable, and 4) load showing as invoiced for our company to be paid. For app customers, ALWAYS invoice the load on the customer site before completing any other steps.

4. 1. If customer IS NOT an app customer send invoice email to customer's Accounts Payable email address provided on the RC. 

      • If the customer IS an app customer, you must still send an invoice email. Send invoice email to accounting@BrightTrucks.com.

   2. If the customer IS NOT an app customer carbon copy accounting@BrightTrucks.com. 

      • If the customer IS an app customer, send invoice email with no carbon copy recipient.

   3. Add the Driver's Tag in the subject line

   4. Send the invoice as a comprehensive invoice with BOL and/or POD, and any other relevent documentation attached. 

      • Relevant documentation wil include documents such as, 1) lumper receipts, 2) scale tickets if requested, 3) supplemental pages if requested, or 4) trailer control records for Walmart loads.

3) FINANCE-In the Finance section of the site menu, start a QuickBooks (QB) session and sync the invoice to QB.

4. 1. Click Invoices

   2. When page loads, click blue "Sync with QB" radio button in the top left corner of page.

   3. Choose appropriate QB account

   4. Start a QB session.

   5. Use the Invoices tab to find and sync the load that you invoiced. 

      • Quick note: A load cannot be synced to QB in the LoadOps TMS unless it has first been invoiced.

It is the FMs responsibility to manage their fleets adherence to company protocols. In instances of detention,  the steps below should always be preceded by the driver’s submission of a Comm 4-Early Notification for Detention.

To invoice a load delivered with detention, follow these steps in the order they are written:

1. DOCUMENTS-On the Documents tab of the completed load, download all relevant documents.

1. 1. Relevant documentation will include any of the following: 1) BOL and/or POD and/or any documentation requested by customer (i.e. CAT scale weight tickets, supplemental documentation), 2) any supporting documentation for detention or OS&D claims, and 3) any documentation needing to be labeled and filed (i.e.Maintenance, Fuel, and Other Receipts; Driver Records; Vehicle Records)

   2. Verify that the Bill of Lading (BOL) has been signed and dated by the receiving facility.

      • We want clear irrefutable evidence the load was delivered; a dated signature is the best evidence.

2. Check the BOL for signed in and out times and calculate the estimated detention payment.

1. Detention payments are typically $40 per hour, but can vary between $25 and $50 depending on the customer.

2. If you do not know the specific customer's detention fee, use $40 per hour to estimate the detention amount when:

• Adding the line item to the invoice in the LoadOps TMS

• Calculating driver payout in the LoadOps TMS

• Estimating the fee on the "Load Delivered with Detention" template email

3. To calculate the detention fee for fractions of an hour, divide the number of minutes by 60 and multiply the result by $40 (or the customer's detention fee if different from $40) For example, a $40/hr detention payment of 2 hr 11 min would equal (2 * $40) + ((11/60) * ($40)) = $

3. On the Invoice tab of the completed load, add calculated detention payment as a line item to the invoice.

4. On the Finance tab of the completed load, add a line item for the driver's share of the detention payment.

5. INVOICE-On the Invoice tab of the completed load, send invoice by clicking the mail icon.

If customer IS an app customer, such as 1) J.B. Hunt, 2) Uber Freight, 3) Convoy, or 4) Coyote Logistics you must upload the signed BOL to their customer site in order to invoice the load. For these customers, all loads MUST register on THEIR customer site as completed, with 1) in and out times for all pickup and delivery stops recorded, 2) lumper receipts submitted if applicable, 3) detention requested if applicable, and 4) load showing as invoiced for our company to be paid. For app customers, ALWAYS invoice the load on the customer site before completing any other steps.

4. 1. If customer IS NOT an app customer send invoice email to customer's Accounts Payable email address provided on the RC. 

      • App Customers: If the customer IS an app customer, you must still send an invoice email. Send invoice email to accounting@BrightTrucks.com.

   2. If customer IS NOT an app customer carbon copy accounting@BrightTrucks.com. 

      • AppCustomers: If the customer IS an app customer, send invoice email with no carbon copy recipient.

   3. Add the Driver's Tag in the subject line

   4. Send the invoice as a comprehensive invoice with BOL and/or POD, and any other relevent documentation attached. 

      • Relevant documentation wil include documents such as, 1) lumper receipts, 2) scale tickets if requested, 3) supplemental pages if requested, or 4) trailer control records for Walmart loads.

6. FINANCE-In the Finance section of the site menu, start a QuickBooks (QB) session and sync the invoice to QB.

4. 1. Click Invoices

   2. When page loads, click blue "Sync with QB" radio button in the top left corner of page.

   3. Choose appropriate QB account

   4. Start a QB session.

   5. Use the Invoices tab to find and sync the load that you invoiced. 

      • Quick note: A load cannot be synced to QB in the LoadOps TMS unless it has first been invoiced.

It is the FMs responsibility to manage their fleets adherence to company protocols. When lumper payments occur, the steps below should always be preceded by the driver’s submission of a Comm 5-Lumper.

To invoice a load delivered with a lumper payment, follow these steps in the order they are written:

1. DOCUMENTS-On the Documents tab of the completed load, download all relevant documents.

1. 1. Relevant documentation will include any of the following: 1) BOL and/or POD and/or any documentation requested by customer (i.e. CAT scale weight tickets, supplemental documentation), 2) any supporting documentation for detention or OS&D claims, and 3) any documentation needing to be labeled and filed (i.e.Maintenance, Fuel, and Other Receipts; Driver Records; Vehicle Records)

   2. Verify that the Bill of Lading (BOL) has been signed and dated by the receiving facility.

      • We want clear irrefutable evidence the load was delivered; a dated signature is the best evidence.

2. On the Invoice tab of the completed load, add lumper payment as a line item to the invoice.

3. INVOICE-On the Invoice tab of the completed load, send invoice by clicking the mail icon.

If customer IS an app customer, such as 1) J.B. Hunt, 2) Uber Freight, 3) Convoy, or 4) Coyote Logistics you must upload the signed BOL to their customer site in order to invoice the load. For these customers, all loads MUST register on THEIR customer site as completed, with 1) in and out times for all pickup and delivery stops recorded, 2) lumper receipts submitted if applicable, 3) detention requested if applicable, and 4) load showing as invoiced for our company to be paid. For app customers, ALWAYS invoice the load on the customer site before completing any other steps.

4. 1. If customer IS NOT an app customer send invoice email to customer's Accounts Payable email address provided on the RC. 

      • App Customers: If the customer IS an app customer, you must still send an invoice email. Send invoice email to accounting@BrightTrucks.com.

   2. If customer IS NOT an app customer carbon copy accounting@BrightTrucks.com. 

      • AppCustomers: If the customer IS an app customer, send invoice email with no carbon copy recipient.

   3. Add the Driver's Tag in the subject line

   4. Send the invoice as a comprehensive invoice with BOL and/or POD, and any other relevent documentation attached. 

      • Relevant documentation wil include documents such as, 1) lumper receipts, 2) scale tickets if requested, 3) supplemental pages if requested, or 4) trailer control records for Walmart loads.

4. FINANCE-In the Finance section of the site menu, start a QuickBooks (QB) session and sync the invoice to QB.

4. 1. Click Invoices

   2. When page loads, click blue "Sync with QB" radio button in the top left corner of page.

   3. Choose appropriate QB account

   4. Start a QB session.

   5. Use the Invoices tab to find and sync the load that you invoiced. 

      • Quick note: A load cannot be synced to QB in the LoadOps TMS unless it has first been invoiced.

It is the FMs responsibility to manage their fleets adherence to company protocols. When a OS&D occurs, the steps below should always be preceded by the driver’s submission of a Comm 6-OS&D.

To invoice a load delivered with OS&D, follow these steps in the order they are written:

1. DOCUMENTS-On the Documents tab of the completed load, download all relevant documents.

1. 1. Relevant documentation will include any of the following: 1) BOL and/or POD and/or any documentation requested by customer (i.e. CAT scale weight tickets, supplemental documentation), 2) any supporting documentation for detention or OS&D claims, and 3) any documentation needing to be labeled and filed (i.e.Maintenance, Fuel, and Other Receipts; Driver Records; Vehicle Records)

   2. Verify that the Bill of Lading (BOL) has been signed and dated by the receiving facility.

      • We want clear irrefutable evidence the load was delivered; a dated signature is the best evidence.

2. INVOICE-On the Invoice tab of the completed load, send invoice by clicking the mail icon.

If customer IS an app customer, such as 1) J.B. Hunt, 2) Uber Freight, 3) Convoy, or 4) Coyote Logistics you must upload the signed BOL to their customer site in order to invoice the load. For these customers, all loads MUST register on THEIR customer site as completed, with 1) in and out times for all pickup and delivery stops recorded, 2) lumper receipts submitted if applicable, 3) detention requested if applicable, and 4) load showing as invoiced for our company to be paid. For app customers, ALWAYS invoice the load on the customer site before completing any other steps.

4. 1. If customer IS NOT an app customer send invoice email to customer's Accounts Payable email address provided on the RC. 

      • App Customers: If the customer IS an app customer, you must still send an invoice email. Send invoice email to accounting@BrightTrucks.com.

   2. If customer IS NOT an app customer carbon copy accounting@BrightTrucks.com. 

      • AppCustomers: If the customer IS an app customer, send invoice email with no carbon copy recipient.

   3. Add the Driver's Tag in the subject line

   4. Send the invoice as a comprehensive invoice with BOL and/or POD, and any other relevent documentation attached. 

      • Relevant documentation wil include documents such as, 1) lumper receipts, 2) scale tickets if requested, 3) supplemental pages if requested, or 4) trailer control records for Walmart loads.

3. FINANCE-In the Finance section of the site menu, start a QuickBooks (QB) session and sync the invoice to QB.

4. 1. Click Invoices

   2. When page loads, click blue "Sync with QB" radio button in the top left corner of page.

   3. Choose appropriate QB account

   4. Start a QB session.

   5. Use the Invoices tab to find and sync the load that you invoiced. 

      • Quick note: A load cannot be synced to QB in the LoadOps TMS unless it has first been invoiced.

It is the FMs responsibility to manage their fleets adherence to company protocols. When lumper payments occur, the steps below should always be preceded by the driver’s submission of a Comm 5-Lumper.

To invoice a load delivered with detention, follow these steps in the order they are written:

Properly labeling and filing documentation ensures records are correctly stored and easily retrievable, which is a critical skill for Fleet Managers (FMs). Due to strict regulations in the trucking industry and potential audits from federal agencies, maintaining organized records is essential for compliance. Accurate labeling and filing by FMs streamlines operations across all departments. 

Please follow the labeling guide below when filing ALL company records:

GENERAL SYNTAX

The general format for labeling all documents is: Date, Type of Document (Description).

1. DATE

• Date format: MM.DD.YY (ex. 03.03.25)

2. TYPES OF DOCUMENTS*

See 19 Types of Documents our company files by category, listed below:

• 4 Types of Vehicle Records: 1) Registration, 2) DOT Annual Inspection, 3) IFTA License, 4) NYHUT License

• 12 Types of Driver Records: 1) Driver Application, 2) License, 3) MVR, 4) (Labeled) Endorsement, 5) DOT Medical Card, 6) Driver Annual Review, 7) Quarter (1-4) Training Certificate, 8) Consumer Report Disclosure, 9) DOT Safety Inspection, 10) Citation, 11) Offer of Employment, 12) Independent Contractor Operating Agreement (ICOA)

• 3 Types of Receipt Records: 1) Maintenance Receipt, 2) Fuel Receipt, 3) Other Receipt

Example: A DOT Annual Inspection submitted by S.T. Bright on Jan 10, 2025 would be labeled: 01.10.25, DOT Annual Inspection (S.T. Bright)

Example: If the driver S.T. Bright submitted their DOT Medical Card on Jan 10, 2025 the document would be labeled: 01.10.25, DOT Medical Card (S.T. Bright)

Example: A receipt for a lumper received on Jan 10, 2025 would be labeled: 01.10.25, Other Receipt (Lumper)