Broker playbook
Ten steps to move a load
The broker sits between shipper and carrier, represents the shipper, and owns the paperwork and the money. Two contracts, two packets, one clean delivery.
The two-contract model
The shipper never sees the carrier's rate and the carrier never sees the shipper's. Worked example: Charlotte to Atlanta, sold at $1,500, bought at $1,200 — the $300 spread is the brokerage margin.
Contract #1 — shipper side
- Signed rate quote fixes the sell rate ($1,500 in the example).
- The tender authorises the broker to move the freight.
- The broker invoices the shipper, plus any lumper reimbursement.
Contract #2 — carrier side
- The rate confirmation fixes the buy rate ($1,200).
- It names the dispatched driver and truck — identity at pickup is checked against it.
- The carrier invoices the broker against it after delivery.
The ten steps
From the signed rate quote to carrier payment — the same sequence on every load.
- 01Shipper signs the rate quote and tender
Contract #1. The shipper agrees the sell rate in writing and issues the tender — the tender must accompany billing later.
- 02Post the boards and negotiate
The load goes up on the load boards (DAT, Truckstop). A carrier agrees the buy rate and signs the rate confirmation — contract #2.
- 03Book pickup and delivery appointments
Dock appointments are set with both facilities once the rate confirmation is signed.
- 04Morning-of-pickup check calls
Call the carrier before pickup: is the driver still able to make it? Confirm before the window opens.
- 05Arrive at pickup, BOL issued
The driver arrives, gets a door, and the shipper issues the bill of lading. Its order number must match the tender.
- 06Loaded, paperwork verified, roll
Once loaded, the driver verifies the paperwork matches before the wheels move.
- 07Lumper paid electronically
Lumpers are paid by EFS or ComData only — never cash. Keep the receipt; it is reimbursable.
- 08Clean bills at destination
The receiver signs clean bills — no shortage, no damage. A rejected or short load becomes a claim.
- 09Carrier sends paperwork
BOL, signed POD, lumper receipt and the carrier invoice come back to the broker.
- 10Invoice the shipper, then pay the carrier
The shipper packet goes out first (without the carrier's rate), then the carrier gets paid. Money in before money out.
The document packets
Each side gets its own packet. Mixing them up leaks your margin — the rate confirmation and carrier invoice never go to the shipper.
| Document | Shipper packet | Carrier packet |
|---|---|---|
| Signed rate quote | Required | — |
| Tender | Required — accompanies billing | — |
| Broker invoice (sell rate + lumper) | Required | — |
| BOL / POD (order # matches tender) | Required | Required |
| Lumper receipt | Required if charged | Required if reimbursable |
| Rate confirmation (buy rate) | Never sent | Required |
| Carrier invoice | Never sent — broker records only | Required for payment |
Lumper rules
- Electronic payment only: EFS or ComData. No cash, ever.
- Always collect the receipt — no receipt, no reimbursement.
- The receipt goes in both packets when the cost is passed through.
Money moves last, in order
- Invoice the shipper first — money in before money out.
- Match three documents before paying: broker invoice, BOL/POD, carrier invoice.
- Shortage, rejection or damage at delivery pauses everything and opens a claim.