Guide
Accessorial checklist: what to ask about on each load type
A dry van load and a drayage load do not leak money in the same places. One list for all of them misses the ones that matter.
In short
- Accessorials are the extra charges beyond the line haul: waiting time, unloading help, equipment fees and similar.
- Which ones apply depends on the load type and on your rate con. Ask before you book, bill after you deliver.
- Keep one proof item per charge. A receipt, a gate time or a photo beats a memory.
- We list items to ask about. We do not say any broker must pay them. Your contract decides.
Hook. In the example, 4 loads earned $1,270 in accessorials and the invoices claimed $610. $660 sat in the gap, mostly detention and waiting time.
Four load types, four lists
Our accessorial billing calendar covers when to bill. This page covers what to look for before you roll, by freight type.
The figure stacks green for what the invoice claimed and red for what was earned but not billed. Detention is the usual red slice on three of the four loads.
Pick the row for your load, read the questions, and save the proof as you go. That is all the checklist asks.
Use it on every load
Pick the load type
Dry van, reefer, flatbed or drayage. Use the row that fits.
Ask before booking
Ask the broker about each listed item and save the reply.
Collect proof on the road
Photos, receipts, gate times and signed paperwork as the load moves.
Bill with the invoice
Add each charge as its own line, with the proof attached.
Count what was missed
At month end, compare earned and billed. See the month end close.
What to ask about, by load type
| Load type | Ask about | Keep as proof |
|---|---|---|
| Dry van | Detention, lumper, TONU, layover, driver unload or pallet handling | Gate and dock times, lumper receipt, signed BOL |
| Reefer | Detention, lumper, reefer fuel, pre-cool, temperature log requirements | Temperature log, fuel receipt, pickup and delivery times |
| Flatbed | Tarp, securement, detention, driver assist, extra stops | Photos of the load, tarp ticket, signed BOL |
| Drayage | Chassis, terminal wait time, pre-pull, per diem, gate and storage items | Terminal receipt, gate in and out times, chassis invoice |
Two habits make the list work. First, ask the questions at booking, when the broker is already talking to you. Second, keep one folder per load with the rate con on top, so the terms are in front of you when you bill. A charge you cannot match to a line in the rate con is the first one to be questioned.
Worked example EXAMPLE VALUES
Example data. Four invented loads, one per type. For each, the charges the rate con allowed and what the invoice actually claimed.
| Load | Charges earned | Earned | Claimed | Missed |
|---|---|---|---|---|
| Dry van | Detention $150, Lumper $120 | $270 | $150 | $120 |
| Reefer | Detention $200, Reefer fuel $85, Lumper $140 | $425 | $225 | $200 |
| Flatbed | Tarp $75, Detention $100, Driver assist $60 | $235 | $75 | $160 |
| Drayage | Chassis $90, Terminal wait $180, Pre-pull $70 | $340 | $160 | $180 |
| All four | $1,270 | $610 | $660 |
The pattern is not that everyone forgets. It is that the charge nobody tracks live is the one that goes missing. Detention and terminal wait show up in 3 of the 4 gaps because the clock starts in a place the office does not see.
Run the same sum on your last 20 loads. If the gap is real, the fix is a habit, not a tool.
Where it goes wrong
- Using one list for all freight. A flatbed tarp fee does not exist on a dry van. A reefer fuel line does not exist on a flatbed.
- Billing without proof. The charge is real, the claim fails. Collect the proof while you are standing there.
- Waiting for the end of the month. Charges bunch up. Bill with the invoice.
- Assuming terms. Rate cons differ by broker and lane. Read yours.
The formulas
In the example the claim rate is 610 / 1,270 = 48%.
Your numbers decide
The numbers are invented and the charge names are common labels, not a promise that a broker pays them. Check your rate con and contract for each item.
We do not give legal, tax or financial advice. Your contracts come first.
Questions
Are all these charges standard?
No. Which ones apply depends on the rate con and the broker. Treat the list as questions to ask.
Which one is missed most often?
In our example, detention. Your own loads may differ. Count them.
Can I bill a charge after the invoice went out?
Often you can send a supplemental invoice. Check your contract for time limits.
Where do I track this?
A simple sheet with load number, charge, proof and billed date is enough to start.
Related: accessorial billing calendar, lumper fees, TONU, detention pay, clean invoice packet, all guides.
See what your last 20 loads show.
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