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Automating Shipper and Receiver Detention Tracking in Truckpedia

Managing detention pay manually is time-consuming and prone to error. That’s why Truckpedia now supports automated shipper and receiver detention tracking based on rules you define for each customer. Whether your customer agreement is $30/hour after 30 minutes or $0.50/min after the grace period, Truckpedia will handle the math and tracking.

How Detention Automation Works

Detention pay is customer-specific, meaning:

  • Each customer (e.g., FedEx, ABC Shipping) can have its own detention rate and grace period.

  • You can choose whether the detention rate is hourly or per-minute.


STEP 1: Set Up Detention Rules for a Customer

  1. Go to Customers Module

  2. Find the customer (e.g., FedEx) and click Edit

  3. Select Driver Pay from the top tabs and from the dropdown select → Shipper/Receiver Detention

  4. Choose:

    • Rate per hour or Rate per minute

  5. Start time for detention (e.g., 1 minute after appointment time)

  6. Click Save


STEP 2: Assign Customer-Specific Detention Pay to Driver

  1. Go to Assets → Drivers

  2. Select the driver and click Accounting

  3. Under the “Per Load” section, click Add New Payment

  4. From the dropdown, select:

    • Customer Specific Shipper Detention

    • Customer Specific Receiver Detention
       (You don’t need to create a new field — just select from the dropdown.)
  5. Click on Submit

This ensures that any time the driver moves a load for that customer, Truckpedia will automatically apply the agreed detention rate.


Use Cases: 

  • Example 1 – Fixed Appointment:

If the appointment time at the shipper is 03:00 and the driver arrives at 02:30 but gets loaded at 07:00, detention starts from 03:01.

The system calculates the detention time as the difference between the appointment time and the actual loaded/unloaded time.

  • Example 2 – First Come, First Serve (FCFS):
     In FCFS situations, it is important to add a time window (appointment start and end time) in the load.
    For example, if the time window is from 14:00 to 18:00, the driver arrives at 14:20, and gets loaded at 14:52, detention will start calculating from 14:20 (when driver arrives) until the driver marks as loaded/unloaded.


STEP 3: Ensure Arrival and Loaded/Unloaded Times Are Captured - Drivers App

For accurate detention calculation:

  • Drivers must click “Arrived at Shipper/Receiver” in the mobile app when they arrive, just not click on LOADED until loaded.

  • And click “Loaded/Unloaded” once loading/unloading is complete

 If the driver forgets:
Dispatchers can go into the load and manually update the arrival or loaded/unloaded timestamps in theShipper and Receiver steps.


STEP 4: Generate Settlement with Detention Pay

  1. Go to Accounting → Driver Pay Manager

  2. Find the load and click End Trip

  3. Go to Driver Pay Settlements and click the most recent one

  4. You’ll see the automatically calculated detention for both shipper and receiver


This setup saves time, ensures accuracy, and gives drivers confidence that detention time is being tracked and paid fairly.

Contact support at help@truckpedia.io if you need help.