For fleet owners
Fleet owners: you do not watch every load. Here is what to look at monthly.
When a manager or an office person runs the day, the owner sees revenue and a bank balance. Neither tells you whether the loads were billed in full, paid on time or worth the miles.
A money check that fits in half an hour
You do not need a billing department. You need the same five checks on the same five days.
The monthly view below tells you whether the habit is working. The weekly view keeps small losses from turning into write-offs.
The monthly view
Seven numbers worth asking for
Ask for the same seven every month. The trend matters more than any single month.
| Number | How it is worked out | What a bad month looks like |
|---|---|---|
| Revenue per all mile | Total linehaul revenue / (loaded + empty miles) | Falls while revenue grows: more miles, same money |
| Empty-mile share | Empty miles / all miles | Creeps up, usually from a few lanes |
| Cash past 30 days | Open balance of invoices older than 30 days | Grows faster than revenue |
| Detention billed vs hours over free time | Hours billed / hours over free time | Hours over free time with nothing billed |
| Top broker share | Largest broker revenue / total revenue | One broker above 40 percent of revenue |
| Median days to pay | Payment date minus invoice date, middle value | Median moves toward your payment terms or beyond |
| Loads missing a document | Loads without a signed POD or rate con on file / loads | Any load that cannot be billed for lack of paper |
Questions to put to your office
- Which invoices are past 30 days, and who owns each follow-up?
- Which loads last month had a wait over free time, and was it billed?
- Which lumper receipts have not been reimbursed?
- Did any invoice go out under its rate con? Who checks that?
- Which broker is slowest, and do we still haul for them?
- What happens when a POD is missing on day 3?
How the audit helps an owner
It is a second pair of eyes that does not work for your office. It reads 20 loads, produces the numbers above where your file allows, and tells you which documents would be needed to prove each finding. You can then ask your office better questions, or hand some of the work over.
The report describes what your records show. It is not an accusation against anyone on your team.
Questions
I do not want to read a long report.
The first audit is one page: the numbers, the formula behind each, and the first three fixes.
Do you need access to our TMS?
No. A loads file is enough. We never ask for logins.
Deeper guides: all billing guides, detention pay, short pay, broker payment delay, true RPM. Other segments: flatbed, drayage, hotshot, brokers who pay late.
See what your last 20 loads show.
One short form. We reply by email with the next step, and a one-page report follows. Free, no obligation.
Mon-Fri, 9:00 a.m.-5:00 p.m. Eastern Time (Raleigh, NC). Voicemail is answered the next business day.