Questions & Answers


U.S.-Based Dispatch Team No Forced Dispatch Broker Vetting + Paperwork

Truck Dispatch Questions Answered (Owner-Operators & Fleets)

This Freight Girlz FAQ covers the most common questions about truck dispatch services—how dispatching works, what a dispatcher does daily, how we negotiate rates and accessorials, how we help with paperwork, compliance, and broker relationships, and how to get started if you’re a new authority or an established carrier.

Last updated:

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If you’re comparing dispatch companies, it helps to know what separates a true dispatch partner from a “load booking” service. The best truck dispatching teams do more than post load options—they build broker trust through professional communication, consistent updates, and accurate paperwork. That directly impacts your reload speed, your accessorial success, and your long-term ability to work with higher-quality brokers.

Below you’ll find practical answers for owner-operators, small fleets, and new authorities—covering topics like exclusive dispatching, broker setup packets, detention/layover/TONU, appointment discipline, lane planning, deadhead reduction, ELD visibility expectations, and the paperwork workflow that keeps you paid.

What a dispatcher does (daily)

Load search, broker calls, counter offers, appointments, check calls, document tracking, and exceptions management—built around your lanes and home-time.

What “good dispatch” protects

Your carrier reputation. Clean packets + consistent updates reduce broker friction, cancellations, and payment disputes.

All-miles RPM matters

True profitability includes deadhead, fuel, tolls, and time. We aim for lanes that improve weekly net, not just headline rate.

Vetting brokers isn’t optional

Pay history, dispatch notes, email/domain red flags, and paperwork inconsistencies can signal risk. We avoid problem brokers whenever possible.

Truck Dispatch Services Dispatch Companies Guide Rate Negotiation Double Brokering Guide Carrier Onboarding

📋 Getting Started Basics

QWhat is truck dispatching and how does it work for owner-operators?▾

Truck dispatching is the process of sourcing freight, negotiating rates, booking loads, and coordinating pickups, deliveries, and updates—while managing broker paperwork end-to-end.

  • Before a load: lane planning, broker vetting, rate negotiation, appointment confirmation, and setup packet checks.
  • During a load: check calls, ETA updates, detention/layover escalation, and exception handling (reschedules, breakdowns).
  • After delivery: POD collection, billing/factoring submissions, and reload planning.
Why it matters: Strong dispatching improves your response time, paperwork accuracy, and broker confidence—often leading to better reload options and fewer payment issues.
QDo you work with new authorities (new MC/DOT) and what should I expect?▾

Yes—Freight Girlz supports new authorities with realistic lane planning and a process that helps you build broker trust quickly.

  • Packet readiness: W-9, COI, authority letter, and broker setup requirements.
  • Lane strategy: we avoid “trap lanes” where new authorities get lowballed or stuck without reload density.
  • Communication standards: professional broker updates that reduce cancellations and “no response” rejections.

Start here: Carrier Onboarding.

New authority tip: Many brokers want consistent tracking + clean paperwork more than anything. We help you present like a professional operation from day one.
QCan I use multiple dispatchers at the same time?▾

We require exclusivity to protect your reputation. Multiple dispatchers often create:

  • Double-booking and load conflicts (brokers lose trust fast)
  • Confusing updates (two reps giving different ETAs or status)
  • Payment and compliance risk (incorrect paperwork trails)

With Freight Girlz, you have a dedicated U.S.-based dispatcher aligned to your lanes and goals.

QWhat regions do you cover and how do you plan around home time?▾

We dispatch nationwide and can run regional strategies based on your equipment and weekly goals (home-time, RPM targets, and reload speed). We plan with:

  • pickup/delivery windows and appointment discipline
  • reload density (avoiding “dead zones” when possible)
  • fuel and toll considerations that impact net
Goal-based planning: You tell us your lane preferences and “must-avoid” areas. We build the plan around your weekly net—not just the biggest headline rate.

🧭 Operations & Negotiation Loads + RPM

QWhere do dispatchers find loads and how do you choose what to book?▾

We source loads using multiple freight networks and broker relationships, then match freight to your equipment, lanes, and appointment reality. We look at:

  • All-miles RPM (including deadhead)
  • Appointment feasibility with HOS and your realistic transit time
  • Broker quality and payment reputation
  • Reload probability after delivery
Bottom line: The “best load” is the one that improves your weekly net and keeps you moving—without creating paperwork or payment headaches.
QDo you negotiate rates and accessorials like detention, layover, and TONU?▾

Yes. We negotiate rate and terms—not just the rate. That includes accessorials when applicable:

  • Detention: billed when you’re held beyond agreed free time
  • Layover: when appointment issues or delays require an overnight hold
  • TONU: when a load cancels after you’re committed/rolling

More detail: Rate Negotiation Services.

Tip: Strong documentation (arrival times, emails, texts, appointment changes) is what turns “maybe” accessorials into collectible money.
QWhat happens if a load cancels, reschedules, or the shipper changes the appointment?▾

We escalate immediately—pursuing TONU or reschedule compensation when possible, while re-shopping freight inside your radius and time window.

  • We document changes in writing (email/text) to support claims.
  • We prioritize a reload that keeps your clock and delivery windows realistic.
  • You get updates as the situation changes—no guessing.
QHow do check calls and broker updates work (including after-hours)?▾

We provide consistent broker updates during transit and escalate exceptions quickly. For active loads, we maintain coverage so problems don’t sit overnight.

  • Normal updates: ETA, arrival, loaded/unloaded status
  • Exceptions: breakdowns, weather, reschedules, detention, missed appointments
  • Goal: protect your service score and reduce fall-offs/cancellations

💳 Billing, Pricing & Factoring Payments

QHow is dispatch pricing structured?▾

Dispatch fees are typically a percentage of each load’s gross. Freight Girlz dispatch pricing varies by equipment type and authority age. See current rates here:

Truck Dispatch Services Pricing.

Important: No forced dispatch. You approve every load.
QHow am I billed and when?▾

We invoice based on loads hauled. If no loads are hauled, there is no invoice. Billing cadence is described in your onboarding agreement and portal workflow.

Transparency: We keep billing tied to performance—so you can track service value load by load.
QDo I need a factoring company and can dispatch help with submissions?▾

Many carriers use factoring for steady cash flow. We help ensure your paperwork is complete—rate confirmation, BOL, POD, lumper receipts—so submissions don’t get kicked back.

  • We track missing documents and request them quickly.
  • We help reduce delays caused by incomplete packets.
QDo you require a long-term contract?▾

No forced dispatch. You approve every load. Our goal is to earn your business with consistent results and communication.

🛡️ Compliance & Risk Protect

QWhat documents are required to start dispatch services?▾

Common onboarding documents include:

  • W-9
  • Certificate of Insurance (COI) showing active coverage
  • Authority/MC letter (or equivalent authority proof)

Upload during Carrier Onboarding.

QHow do you vet brokers and reduce double-brokering risk?▾

We combine pay history data, reputation signals, and internal risk checks to avoid slow-pay and red-flag situations. When something looks off, we pause and verify before you roll.

Learn the warning signs: How to Identify Double Brokering.

Risk reminder: If a broker’s email/domain, paperwork, or instructions don’t match typical standards, that’s often a reason to verify before pickup.
QDo brokers require tracking and how does dispatch support visibility?▾

Many brokers expect tracking (ELD-based or app-based). Dispatch helps by confirming requirements before booking, ensuring you understand what’s needed, and keeping updates consistent.

  • We confirm tracking expectations before you accept a load.
  • We keep broker updates aligned with pickup/delivery windows.
  • We escalate if tracking requirements change mid-load.
QHow do you help protect my carrier reputation during problems (late, reschedule, detention)?▾

We document issues quickly, communicate professionally, and keep a clean trail that reduces disputes.

  • Written proof of appointment changes and delays
  • Timely broker updates to prevent “no communication” flags
  • Detention/layover documentation for accessorial billing

🚚 Equipment & Services Fit

QWhat equipment types do you dispatch?▾

We dispatch Dry Van, Reefer, Flatbed, Step Deck, Conestoga, RGN/Heavy Haul, Power Only, and Hot Shot (Class A). Explore:

QDo you handle reefer set points and temperature requirements?▾

Yes—reefer loads require discipline. We confirm set point requirements, appointment windows, and any temp-log expectations before booking.

Reefer tip: Many claims start with miscommunication. Written confirmation on set point + “continuous vs start/stop” protects you.
QWho handles permits and securement details for open-deck freight?▾

We coordinate permits, escorts, and route planning for oversized loads when required. Carriers remain responsible for securement per regulations and shipper instructions, but we confirm requirements and communicate them clearly before you accept the load.

🖥️ Tech & Visibility Tools

QDo you have a carrier dashboard or tools that help me stay organized?▾

Yes—our workflow keeps documents, status, and load history organized so you’re not searching text threads for details.

See: Carrier Dashboard.

QHow do you protect carrier data and documents?▾

We use secure portals for document exchange and limit access to your dispatch team. Sensitive files are stored with role-based permissions to reduce unnecessary exposure.

🗺️ Lane Planning & Deadhead Strategy

QHow do you reduce deadhead and improve all-miles RPM?▾

Deadhead reduction is usually a lane-planning problem, not just a “find any load” problem. We aim to:

  • stack freight with realistic reload timing
  • avoid lanes with weak outbound density
  • protect appointment feasibility (late = lower options)
  • price accessorials that offset delays
All-miles RPM: A $3.20 “headline” rate can be worse than a $2.90 load if deadhead and downtime are high.
QCan you plan weekly loads around home time (weekends, events, recurring routes)?▾

Yes. Share your schedule constraints (days off, must-be-home dates, preferred lanes). We build a plan that balances:

  • home-time commitments
  • reload probability
  • seasonal lane behavior
  • fuel and toll impact on net

🧾 Paperwork & Back Office Docs

QWhat paperwork does dispatch handle (RCs, BOLs, PODs, factoring)?▾

We help coordinate the document flow so you’re not stuck chasing emails or re-sending the same files repeatedly.

  • Before pickup: rate confirmation review, references, appointment info
  • After delivery: POD collection, lumper receipts (if applicable), and submission support for billing/factoring
Why it matters: Clean paperwork reduces payment delays and prevents disputes over accessorials and appointment times.
QWhat do I need to collect to get paid for detention or layover?▾

Accessorials are easiest to collect when you have a clean written trail. We typically recommend:

  • arrival and departure timestamps (gate in/out if available)
  • emails/text confirmations from shipper/receiver or broker
  • signed notes when facilities refuse written confirmation
Best practice: Let us know as soon as you suspect detention—waiting until the next day often weakens your claim.

🤝 Broker Trust & Reputation Growth

QHow does dispatching help me build broker trust and win better freight?▾

Brokers reward carriers who reduce uncertainty. Dispatch helps you present like a professional operation by improving:

  • Response speed: fast, consistent communication
  • Reliability: realistic ETAs and appointment discipline
  • Documentation: clean packets and accurate paperwork
  • Consistency: fewer surprises = more reload opportunities
Reality: Many “good lanes” are relationship-based. Strong service + clean paperwork is how you get invited back.
QWhy do broker setup packets matter so much?▾

Setup packets reduce broker risk. When your documents are accurate and easy to verify, you get faster approvals and fewer rejections. We help you avoid common packet problems like:

  • COI mismatches or missing endorsements
  • incorrect carrier info or outdated W-9 details
  • conflicting contact emails (a major fraud signal)

Ready for a Dispatcher That Protects Your Reputation?

Freight Girlz helps owner-operators and fleets book stronger freight, negotiate better terms, keep paperwork clean, and stay consistent with brokers. If you want a dispatch partner—not a “turn and burn” booking service—start here.

🚛 Start Carrier Onboarding Explore Dispatch Services ✉️ Contact Freight Girlz

Explore Freight Girlz Resources

Quick links to our most useful pages. Start with our pillar page below.

🧾 Freight Girlz RPM vs DAT Posted Averages Live 30-day FG data + DAT benchmarks

This comparison shows Freight Girlz average RPM (completed loads from the last 30 days) versus DAT posted regional spot averages (fuel included). Step Deck is included in Flatbed.

DAT snapshot: from DAT screenshots
FG window: last 30 days (completed loads)
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Pulling 30-day Freight Girlz RPM and calculating DAT baselines.
FG vs DAT
📊 Head-to-Head: Avg RPM by Equipment
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FG Loads (30 days)
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DAT Baseline
Regional avg (fuel incl.)
Equipment Freight Girlz Avg RPM DAT Avg (All Regions) Δ (FG − DAT) FG vs DAT (bar)
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How to read this: DAT is a posted market benchmark. Freight Girlz numbers are from completed loads (last 30 days) and can move with seasonality, lanes, and appointment risk. This section is designed to show the performance gap—not promise identical results for every carrier.