Freight balances can involve a broker, carrier, shipper, consignee or another intermediary. Identify the entity that contracted for the service and connect the invoice to the specific shipment before collection contact begins.
Build one file for each load.
- Rate confirmation, contract or broker-carrier agreement
- Bill of lading and proof of delivery
- Invoice and current account ledger
- Detention, lumper, layover or other accessorial support
- Claims, shortages, damage notices and offsets
- Emails or portal records about approval and payment
Separate unpaid freight from a cargo claim.
Record the amount the customer disputes and the stated reason. Keep the freight charge, accessorials and any cargo claim or offset distinct so the agency can understand what is accepted and what remains contested.
Verify the business identities.
Capture the legal name, address, operating name, contact information and relevant registration identifiers. Do not assume the name on a load board is the same entity that owes the invoice.
Useful placement summary
Contracting entity, load number, pickup and delivery dates, supported charges, payments or offsets, exact dispute, prior promises and last substantive response.