FreightConnect

Core Features / Documents

Automation & Documents

FreightConnect auto-generates and manages all load documents: BOLs, rate confirmations, invoices, and proof of delivery.

Document Types

Bill of Lading (BOL)

The legal document that transfers custody of freight. FreightConnect generates it instantly when you accept a carrier quote:

  • Shipper info — company, contact, address
  • Carrier info — company, MC number, DOT #
  • Freight description — weight, commodity, class, hazmat (if applicable)
  • Rate terms — rate agreed, weight verification method, payment terms
  • Special instructions — hazmat labels, weight restrictions, delivery notes
  • Shipper & carrier signatures — digital signature fields

The carrier gets a copy automatically. Your shipper gets a copy via email. You can customize the BOL template in Settings → Document Templates.

Rate Confirmation

Sent to the carrier immediately after quote acceptance. Shows:

  • Load details (origin, destination, weight)
  • Rate offered and payment terms
  • Pickup/delivery windows
  • Special requirements (liftgate, hazmat, etc.)
  • Your company info and contact details

Carrier signs digitally to confirm acceptance.

Shipper Invoice

For shippers, a clean invoice showing:

  • Load summary (from/to, weight, commodity)
  • Rate charged ($/mile or flat)
  • Total amount due
  • Payment terms
  • Tracking link for real-time updates

This is what you bill the shipper. Format matches your brand (logo, colors, terms).

Carrier Invoice

For carriers, a detailed invoice showing:

  • Load details
  • Rate agreed
  • Actual miles (if tracked via GPS)
  • Fuel surcharges (if applicable)
  • Deductions (if any — damage, quality issues)
  • Total payment due

Carriers can dispute this invoice if they disagree (e.g., "I said $2.10/mile, not $2.05").

Proof of Delivery (POD)

Carrier uploads upon completion:

  • Photo of freight at destination
  • Driver signature (or e-signature from consignee)
  • Timestamp
  • Delivery notes

Both you and the shipper receive this. It's proof the job was done.

Document Automation

FreightConnect generates documents automatically at key points:

  1. Load accepted → BOL + Rate Confirmation (sent to carrier)
  2. Pickup confirmed → Shipper notified with tracking link
  3. Delivery complete → POD generated; shipper receives photo + proof
  4. Settlement → Carrier Invoice generated; carrier gets payment terms

All documents are stored in Documents → by load, accessible forever.

Custom Templates

Go to Settings → Document Templates to create branded versions:

  1. Select a document type (BOL, Invoice, etc.)
  2. Edit the template:
    • Add your logo
    • Change colors and fonts
    • Reorder fields
    • Add company boilerplate (terms, insurance disclaimer, etc.)
    • Configure what data is shown to shippers vs. carriers (hide rate from shippers if preferred)
  3. Save as your default template

Different teams can have different templates (e.g., the perishables team uses hazmat labels on their BOLs).

Digital Signatures

All documents support e-signature:

  1. Document is sent to the carrier or shipper via email
  2. They open the link
  3. They enter their name, date, and (optionally) insert a handwritten signature via mouse/touchpad
  4. System logs the timestamp of signature
  5. Document is locked and stored as signed

No wet signatures needed. Faster and legally binding.

Bulk Document Generation

If you bulk-upload 50 loads, you can:

  1. Go to Tools → Generate Documents
  2. Select date range or specific loads
  3. Choose document types (BOLs, shipper invoices, carrier invoices)
  4. Choose format (PDF, Excel, CSV)
  5. Click Generate

You get a zip file with all documents, ready to send or print.

Document Retention

All documents are retained indefinitely:

  • Searchable by load ID, shipper, carrier, date
  • Downloadable as PDF
  • Printable for physical records

You can export all documents for a date range to external storage (Google Drive, Dropbox, etc.) for backup.

Legal Compliance

Our document templates comply with:

  • FMCSA requirements — BOLs include required fields per 49 CFR 370.101
  • HAZMAT regulations — hazmat labels and placards if applicable
  • Insurance requirements — carrier insurance info printed where required
  • Payment terms — UCCC (Uniform Commercial Code) compliant

Consult your attorney if you have custom legal requirements.

Integration with Accounting

Documents auto-post to accounting software:

  • QuickBooks — BOLs linked to sales invoices; carrier invoices linked to bills
  • Xero — same
  • Wave — same

This ensures your accounting records match your FreightConnect records. No manual entry needed.

Shipper Portal Access

Your shippers can access their loads via a shipper portal:

  1. You send them a portal link (one-time setup)
  2. They log in with their email (no password needed; token-based)
  3. They see:
    • All their loads (past and present)
    • Real-time tracking
    • Rate charged and status
    • Download POD when complete
    • Download invoice when settled

This reduces support tickets ("Where's my shipment?").

Archival & Compliance

Go to Tools → Document Archival to:

  • Compress old documents (before 1 year ago) to save storage
  • Encrypt archives for long-term retention
  • Download archives for compliance (if audited)

We retain documents for 7 years per standard freight industry practice.

Troubleshooting

Carrier didn't receive their BOL: Check their email address in the load. Resend from Documents → select load → Resend BOL.

Shipper invoice shows wrong rate: Edit the load before you post it (if still in draft). After posting, the rate is locked. Contact support if you need to correct a final invoice.

POD upload failed: Have the driver re-upload, or upload on their behalf from the load details.

Next Steps

Last updated: April 2026