A strong freight claim package tells one consistent story: what the agreement allowed, what happened on the load, what evidence supports it, what amount remains unpaid and who controls the payment route.
1. Rate confirmation or governing agreement
- Carrier and broker/customer names.
- Load, PO or shipment number.
- Pickup and delivery locations.
- Detention or accessorial terms.
- Free-time allowance and hourly or flat rate.
- Notice requirements.
- Submission deadline.
- Maximums, exclusions or special conditions.
2. Signed POD, BOL or delivery record
- Correct load and facility.
- Arrival/check-in time.
- Departure/check-out time.
- Signature or electronic confirmation.
- Legible image or PDF.
3. Tracking or operational evidence
- ELD or GPS history.
- Broker tracking record.
- Dispatch notes.
- Facility check-in messages.
- Driver communication.
Tracking can support the file, but it may not replace broker-specific paperwork requirements.
4. Required notice or approval
- Email or text sent when detention began.
- Portal request.
- Broker response or approval.
- Revised rate confirmation.
- Written instruction for added work or route changes.
5. Receipts and supporting expense documents
- Lumper receipt.
- Scale ticket.
- Redelivery or storage receipt.
- Other approved load expense.
6. Original billing and settlement status
- Carrier invoice.
- Factoring submission status.
- Broker settlement or remittance.
- Quick-pay deduction details.
- Evidence the accessorial was not already included.
7. Detention and accessorials on factored loads
Factoring the base freight invoice does not, by itself, tell you whether an additional charge can be billed or who must submit it. Check the assignment, factor agreement and broker’s payment instructions. For example, TQL’s carrier FAQ directs factored carriers to provide their final documents to the factoring company.
- Identify the invoice and payment state. Match the load number, original invoice, factor account and broker remittance. Separate the base freight from the additional charge.
- Check for an existing charge. Search the carrier invoice, revised rate confirmation, factoring ledger and settlement for the same accessorial. Do not bill it twice.
- Confirm the authorized route. Ask the factor whether a revised or supplemental invoice is required and what approval or documents it needs. Do not bypass an assignment or change remittance instructions.
- Track the difference. Record the additional amount requested, the amount approved and cash actually received. Keep one linked record so the carrier, factor and broker are not pursuing conflicting invoices.
FCR prepares the supporting file and helps identify the required route. The carrier or its factor receives payment directly. For the time calculation, see our detention calculator; for charge categories, see common accessorial charges.
Do not submit a claim packet simply because documents exist. The times, terms, notice, amount and payment status must agree.
Free 10-load review checklist
- Choose 10 recent brokered loads
- Include the rate confirmation for each load
- Include signed PODs/BOLs
- Add detention notices, approvals and receipts
- Include invoice or settlement status
- Tell us whether the invoices were factored