Guide
A practical system for loads, documents, expenses and invoices
Give each load one clear identity, keep its documents together, and use explicit statuses for work completed, invoices sent and payments received. A consistent routine matters more than the choice of folder or app.
Before pickup: build the load record
Use an internal load number or another unique reference that you can find again. Record the broker or customer, pickup and delivery details, agreed revenue and relevant reference numbers. Keep the original rate confirmation with that record.
If software reads a rate confirmation, compare the suggested fields with the document before saving. Check dates, locations, identifiers and pay carefully. Automated extraction is assistance; a plausible-looking field can still be wrong.
- Confirm the load reference and customer.
- Check pickup and delivery details against the source.
- Save the original document once in the intended location.
- Review extracted values or enter the load manually.
During and after the trip: close the gaps
Record fuel and other expenses with date, amount and category. Decide whether an item belongs to a particular load or general business overhead. Keep that decision consistent and avoid entering the same receipt in both places.
After delivery, attach the proof of delivery, check that all required pages are readable, and review the trip miles. For example, load PM-104 could contain its rate confirmation, delivery document, toll receipt and invoice. PM-104 is an illustrative reference, not customer data.
Prepare a packet, then confirm what happened
Check the customer’s billing instructions before preparing an invoice. Verify the invoice reference, amount, destination and the attachments needed for that load. In PackMule, an invoice PDF can include the selected attached rate confirmation and POD; missing attachments cannot appear in the packet.
Sharing a file is a separate action from confirming it was sent. PackMule opens the device’s share action; it does not verify receipt or opens. Mark the invoice sent only after your own check. Record payments received separately so an invoice does not become “paid” simply because it was shared.
A short weekly review
Use this checklist in a spreadsheet, folders or software. Resolve exceptions before they become difficult to reconstruct. Set document access and retention practices appropriate to your business; this is an organization workflow, not a legal retention schedule.
- Delivered loads missing a POD or invoice.
- Prepared packets not yet confirmed sent.
- Outstanding invoices and payments not yet recorded.
- Duplicate expenses, missing receipts and uncertain mileage.
- Records that need a correction with an explanation.