| What you check | What can be wrong |
|---|---|
| The broker: name, MC, address | The RC comes from a different company than the one you talked to |
| The carrier: your name and MC | A different company or wrong MC is listed |
| Total rate and what it includes | A different rate than negotiated; "all-in" vs linehaul plus fuel surcharge |
| Pickup: address, date, time, appointment or FCFS | Wrong date or city, an impossible appointment |
| Delivery: address, date, time | Delivery too early for the driver's hours |
| Freight: type, weight, pieces, dimensions | Heavier than what was said on the phone |
| Equipment: type, length, tarps, temperature | "Tarps required" not mentioned on the phone; wrong reefer setting |
| Accessorials: detention, layover, TONU, lumper, stop-off | Missing, or different amounts than promised |
| Special requirements | Mandatory tracking apps, fixed check calls, PPE, no passengers |
| Fines / penalties | Fees for being late, no tracking, documents sent late |
| Payment terms | Very long terms, quick pay fees, factoring not accepted |
That is where the costly surprises hide: tracking apps with a fine if the driver does not turn them on, check calls at fixed times, shipper safety rules, and penalties for late delivery or late paperwork. In the PDF, search (Ctrl+F) for "fine", "penalty", "deduct", "late" and "tracking".
Don't sign "and we'll see later". Your signature means you accept everything on it. Write to the broker what needs correcting and wait for a revised RC. The same rule applies on the road: any change of address, stop, date or amount needs a revised RC or a clear email. A phone promise is not proof.
The dispatcher, on behalf of the carrier, after reading it. Once signed, the carrier must run the load under the written conditions.
Usually not. Brokers pay only accessorials approved in writing, on the RC, a revised RC or an email.
The invoice amount must match the latest version of the RC plus approved accessorials. Factoring companies compare them line by line.
We check every rate confirmation against the BOL and POD before invoicing, and bill the accessorials you agreed to, so nothing is left on the table.
CP GROW runs billing, factoring paperwork, aging-invoice follow-up and driver payroll for US trucking companies, from $29 per truck per week. Book a free 15-minute back-office review: we look at how your invoices move and show you where money gets stuck. No obligation.
This guide is one piece of the Dispatching course (44 lessons, English, Romanian and Russian, with real anonymized documents, examples, a final test and an AI assistant in every lesson). Theoretical course, $220, 12 months of access.
Not sure which back-office path fits you? Find Your Fit in Trucking ($50) compares dispatching, safety and accounting, and the $50 becomes credit toward a full course.