Guide
Lumper fees: get approval first, keep the receipt, bill it back
A lumper is a third-party crew that unloads the truck at some receivers. The driver often pays on the spot, and the carrier waits for the broker to reimburse it. This guide covers who decides, what proof to keep and how to bill the money back.
In short
- The receiver usually requires the lumper. The broker decides whether to reimburse it.
- Ask the broker for approval in writing before the driver pays. Many brokers give an approval or advance code, and the process differs by broker.
- Keep the itemized receipt. It is the claim.
- Bill the lumper and any transfer fee as separate invoice lines with the receipt attached.
The order of events matters
Lumper money is lost when steps happen out of order. The driver pays first, then asks for approval, then the broker says nobody approved it.
Flip it. The driver stops at the dock and calls dispatch. Dispatch asks the broker. Only then does anyone pay. If the broker uses an approval or advance code, write it on the receipt and in the invoice notes. How codes and payment methods work differs between brokers, so ask each one what they need.
Test your numbers in the lumper reimbursement tool.
Step by step
Read the lumper clause
The rate con may say lumper is reimbursed with a receipt, reimbursed only with approval, or not at all. Note any cap.
Ask before you pay
When the receiver demands a lumper, dispatch gets the broker's yes in writing. A text or email works. Record the amount approved.
Pay and get the receipt
Ask for an itemized receipt that shows the date, the receiver, the amount and the load or BOL number. Photograph it before the driver leaves.
Count the fees on top
If the driver paid with a fuel card or transfer service that charges a fee, write the fee down. Whether the broker covers it depends on your terms.
Bill it separately
Add the lumper as its own invoice line. Attach the receipt, the approval and the BOL. Do not fold it into the linehaul.
What each party does
| Party | Usual role | What you need from them |
|---|---|---|
| Receiver | Requires the service or runs the dock | Receipt, load number on it |
| Broker | Approves and reimburses | Written approval, a code if used, payment of the invoice line |
| Driver | Pays at the dock | Photo of receipt, message to dispatch |
| Dispatcher | Asks for approval, tracks the amount | A note on the load with the approved figure |
| Billing | Adds the line and the packet | Receipt, approval, BOL, rate con page |
Worked example EXAMPLE VALUES
Invented numbers. Broker A approved the lumper by text. The driver paid $185 on a fuel card that charged a $9 fee.
- Paid out: $185 + $9 = $194.
- The invoice lists the $185 receipt only. Broker A pays $185.
- Gap: $194 - $185 = $9.
- If four loads a month look like this: $9 x 4 = $36 a month, and $36 x 12 = $432 a year.
The gap is small per load and easy to miss. The scenario assumes every load looks alike, which they will not. Use it to decide if the fee is worth a line in your terms.
Message to send with the invoice
Keep it factual. Quote the approval as written, attach the receipt and do not claim a fee is covered unless your terms say so.
See which of your last 20 loads had lumper money left unpaid
Before the first lumper of the year
Put the lumper rules in your own load notes. Write down which brokers want approval first, which give codes, and which refuse fees on top. Review it with your dispatcher once. A shared note beats three people remembering three different rules, and it shows which broker cost you money last quarter.
We do not give tax or legal advice. Ask your accountant how to book lumper costs.
Questions
Who orders the lumper?
Usually the receiver or the dock rules. The driver does not choose it. The broker decides whether to reimburse, and the rate con should say how.
What if the driver paid without asking?
Ask the broker anyway, send the receipt and explain the receiver required it. Expect a harder time, and a denial is possible.
What is an advance code?
Some brokers give a code that lets the driver pay or draw funds for the lumper. The details vary by broker, so ask yours what they use and what they need back from you.
Can I bill a fee on top of the receipt?
Only if your terms or the broker agree. Add it as its own line and say what it is. If the broker refuses, record the cost anyway, so you know what lumpers really cost you.
How long should I wait before following up?
Follow the invoice due date. If the lumper line is the only unpaid part, mention it by name and attach the packet again.
Related: lumper tool, load profit, accessorial recovery, POD checklist, detention pay, detention vs layover vs TONU vs lumper, dry van fleets.
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.