Guide
Clean invoice packet checklist: send it so nobody has to call you
A broker pays what a clerk can check in one pass. Every missing page is a reason to put your invoice in the slow pile.
In short
- One load, one packet: rate con, signed BOL and POD, receipts, written approvals and an invoice whose lines match them.
- Every extra charge needs its own line and its own proof.
- Send the packet as one PDF or one email with clear file names. Fewer attachments, fewer misses.
- This is our method, not a rule. Some brokers ask for specific formats. Ask each one.
Think like the clerk
The person who pays your invoice rarely knows the load. They open the packet, compare the invoice to the rate con, look for a signature, and either release the payment or park it. Anything they cannot confirm in a minute is parked.
The figure shows the four checks. If you want the most common defects on a BOL, see POD and BOL errors. For what to send when a charge is extra, see the accessorial recovery calendar.
A good packet also protects you later. If a payment comes short, the packet is what you attach to the dispute, so building it once saves building it twice. Keep a copy of exactly what you sent, not what you meant to send.
Build the packet in five steps
Name the files
Use load number first: 4417_ratecon.pdf, 4417_BOL-POD.pdf. A clerk finds the page they need.
Start with the rate con
Put the signed copy first. The invoice must match it line by line.
Add the signed BOL and POD
Readable, straight on, with the printed name and in and out times visible.
Attach proof for each extra line
Detention times, lumper receipt with approval, TONU notice. One extra line, one proof.
Send and log
Record when and to whom you sent it. The log starts your follow-up clock.
Packet contents, line by line
| Invoice line | Proof to attach | Common miss |
|---|---|---|
| Linehaul | Signed rate con | Rate on invoice differs from the document |
| Detention | In and out times, rate con clause | Times missing from the BOL |
| Lumper | Itemized receipt, written approval | Approval not saved |
| TONU | Cancellation message, arrival proof | No timestamp |
| Fuel surcharge | Rate con line or agreement | Billed twice or not at all |
| Reference numbers | Load, PO, pro number on every page | Different number on each page |
Worked example EXAMPLE VALUES
Example data. One load with a linehaul, detention and a lumper.
| Line | Amount | Proof attached |
|---|---|---|
| Linehaul | $2,400 | Rate con |
| Detention, 3 hours billed | $150 | BOL times, rate con clause |
| Lumper | $185 | Receipt and approval text |
| Invoice total | $2,735 | All of the above |
$2,400 + $150 + $185 = $2,735. Without the BOL times, the $150 line is the first one a clerk can drop. Without the approval text, so is the $185. Those two lines are $335, or 12.2% of the invoice. Use the short pay cost tool to see what dropped lines cost you over a year.
Estimate what dropped lines cost a year Check your last 20 loads
What slows a clean-looking packet
- Mixed reference numbers. The BOL says one number and the rate con says another. Add a note that links them.
- Photos instead of scans. A tilted phone photo cuts off the edge. Straighten it and keep every corner.
- Bundling extras into linehaul. A single total hides what you billed. List each line.
- No send log. Without a date sent, your follow-up has no starting point.
Copy and fill in
Keep it factual and short. Save the reply with the load file.
One packet is a habit, not a form
Pick one naming style and one send checklist and use them for every load. A packet built differently each time is where pages go missing.
We do not give legal, tax or financial advice. Your contracts come first.
Questions
Should I merge everything into one PDF?
Often yes, in the order above. Ask the broker if they prefer separate files or a portal upload.
What if the broker uses a portal?
Upload the same documents in the same order. Keep a screenshot of the upload confirmation.
Do I wait for the original paperwork?
Ask the broker what they accept. Many take a clear photo or scan. Confirm it with each one.
Who checks the packet before it goes out?
Someone other than the person who built it, if you can. A two-minute second look catches most misses.
Related: POD and BOL errors, accessorial recovery calendar, lumper fees, POD checklist, short pay and chargebacks, all guides.
See what your last 20 loads show.
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