Invoicing

If you get the load thru a broker, you send the invoice to them, after the load is delivered. Same thing applies to any loads you haul direct for a shipper.

 

One thing I forgot to mention, send the invoice with a copy of the signed bill of lading.

 

deliver the load, get the signed BOL back, scan it in and send it back with a copy of your invoice, the rate confirmation and the BOL.

Sometimes you can email it all it, fax it all in, or the broker may require to have the original BOL sent in.

Follow the instructions either in the carrier packet or else on the rate confirmation.

 

The broker will send a a Load Agreement to sign after you accept the load for the agreed dollar amount. After completion of the load, send the broker an invoice along with proof of delivery(signed BOL) and they will send you payment. Some brokers take as long as 45 days to pay and some you can get paid right away(with a charge for Quick Payment).

Duke

 

It's a good idea to keep files on each broker you deal with. Learned this the hard way, it does get confusing after awhile trying to remember how each one wants their POD's and invoices sent in. I also keep notes on each brokerage, names and numbers, emails, etc... Where they may have decent loads out of, etc....

It's also a good idea to get in the habit of sending the billing as soon as you deliver each load, I mean right after you pull out of the dock. Helps to stay organized and get you and the broker paid quicker.

 

I agree with this. I also scan in all tolls/fuel receipts/logs and anything else related to the shipment, even if it's not reimbursable.
This way I can pull up a file (under the broker's name and month) with 100% of the details of the entire ordeal.
I also take photos once the freight is loaded and then just before it's unloaded. These are also scanned in, in case there is ever a cargo wanna-be claim.

Overkill? - Maybe. But electronic documentation is cheap enough...

 

Unless it's a broker that I deal with regularly (or at least very recently), I always ask to confirm when I'm booking the load.

Almost every broker I deal with will pay on faxed/emailed bills. Only a few won't.

 

Some brokers will accept Transflo billing. You can do that from some truck stops or from your computer if you download their software. More and more brokers and shippers are accepting faxed or Transflo documents rather than having to wait for originals. Some still only pay on original bill of lading. By the way, some of the trucking software has invoicing capability. Once you put in the load information you can print an invoice. Some also have aging capability. For instance, once it is billed, the program tells you how long that it has been since it was billed so that you have a record of how well the broker or shipper pays. It is very important to check credit and stay on top of your receivables. It doesn't take many slow pays to put you in a bind when you start out. Also, keep in mind that most won't pay until they receive all necessary paperwork, including an invoice.