How to organize paperwork, dispatch

Some sort of cross refrencing setup, row 1 name, row 2 state from row 3 state too row 4 have they paid, row excc i would sugest poking around a few techy forums, see whats out there for small business acounting software...

 

I would think you live and die by the dates maybe run a file for each week of the month, keep it roatating, after the 4th week the info goes in one of 2 places, a company or broker file by name, or a "get this ##### to pay up file." That one doesnt need names, also maybe a side list of brokers you dont trust, due to past experiance. I.e. your on my #### list, sure ill run your load, but it will cost you...

 

Im also only speaking to a one truck op. I dont know how many brokers rate confermations excc... your going through

 

One last side thought, keep a running list by state of brokers and companys you have worked with, hmm your gonna be in wy on the 3rd.... lets see who we know runs freight out of or near.... yeah lots of lists but easier to search..

 

What I do and it may not work for you is I have a company file which gets separated per driver.. If it is just your dad then you start with that. There is a folder for BOL's, Load Sheets, Fuel receipts, etc etc etc. In each of those files when you open them is separated into months which has everything needed. When I send something out for payment.... there is a separate folder on my desktop of anything that has not been paid. If I have not worked with a broker before or if it is a net 5 or really anything longer than a QP I print the rate con which goes into a folder on my desk, I check that a few times a week to figure out if payments are coming as expected. Plus having the actual physical piece of paper that I can write on when I faxed the invoice or emailed makes it easy. Good Luck

 

Here is how i keep track off things.I give every load a reference number.You write that number on EVERY paper,email,.... for that specific load.You tell pops to write the same number on the papers he has in his truck.No way your papers can get messed up.The number i give each load is per week,folwed by the how
maniest load off that week.So 1203 would be week 12 ,03 being the 3° load for that week.You can put the year also in front off it,if you feel it helps.The number then becomes 151203.year 15week 12 3°load.

 

If you are using a tablet,there is a great app (cost 1$,yes a buck) that can do your invoices and keeps track off payments,even partial payments.MobileBiz Pro.Check it out.And you can add those same referencenumber in your invoice.