Customer Rate Sheets in Load Charge V2

Video on How to create Customer Rate Sheets in Load Charge V2

Prerequisite

• Your account must have Load Charge V2 enabled.
  
  
• If you are not sure, contact Truckpedia Support at help@truckpedia.io

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Video on How to Create Customer Rate Sheets

Where to Create Customer Rate Sheets

You can create and manage customer rate sheets from two places:

1. Per-customer
   
   
   • Go to Customers.
     
     
   • Open a customer and click Edit.
     
     
   • Go to the Rate Sheets tab.
     
     
   • Use this when the rate sheet is specific to one customer.
     
     
2. Accounting (multiple customers at once)
   
   
   • Go to Accounting > Customer Rate Sheets.
     
     
   • Use this when you want to apply one rate sheet to multiple customers.
     

Both paths open the same rate sheet builder. The only difference is how you select which customers it applies to.

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Create a New Rate Sheet

1. Go to Accounting > Customer Rate Sheets (or via Customer > Edit > Rate Sheets).
   
   
2. Click Create New Account/Rate Sheet.
   
3. Fill in:
   
   
   • Name (e.g., Test 101).
     
     
   • Description (optional).
     
     
   • Start Date and End Date
     
     
     • Use these if you have contracts that are valid only for a specific period (monthly, yearly, etc.).
       
       
4. Select Customers:
   
   
   • Choose one customer (e.g., FedEx), or
     
     
   • Select All or multiple customers.
     
     
5. Click Save.
   
   

You now have an empty rate sheet record. Next, add items that define how charges are calculated.

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3. Add Items (Rules) to the Rate Sheet

1. From the rate sheet line, click Options > Add New Item.
   
   
   
   
2. Set Account Item:
   
   
   • Choose where the charge should appear, for example:
     
     
     • Hauling Fee
       
       
     • Detention
       
       
     • Lumper
       
       
     • Accessorial
       
       
   • Example: select Hauling Fee.
     
     
     
3. (Optional) Add a Description for internal reference.
   
   
4. Choose Mode. You have four options:
   
   
   • Flat Fee – always charge a fixed amount.
     
     
   • Variable – charge based on a variable (e.g., miles, weight, quantity, stops, detention).
     
     
   • Percentage – charge a percentage of another value.
     
     
   • Fuel Surcharge – use the fuel surcharge table configured in your account.
     
     
     
     

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4. Select Variable 

1. In Mode, select Variable.
   
   
2. In Variable, choose what the rate will be based on:
   
   
   • Example: Loaded Miles.
     
     
3. Choose how to apply the rate:
   
   
   • Always Apply – use one rate for all ranges.
     
     
   • Rule-Based Rates – change the rate based on conditions.
     
     

 Always Apply (single rate)

1. Select Always Apply.
   
   
2. Enter the Rate per unit of the selected variable:
   
   
   • Example: 0.45 per loaded mile.
     
     
3. Click Save.
   

This adds a hauling fee rule of  $0.45(example) per loaded mile for that rate sheet and customer(s).

Rule-Based Rates (tiered pricing)

1. Select Rule-Based Rates.
   
   
2. Choose the Field for Rules, for example:
   
   
   • Miles
     
     
   • Stops
     
     
   • Freight Length
     
     
   • Label
     
     
3. Define conditions, for example:
   
   
   • If Miles < X, use Rate A.
     
     
   • If Miles between X and Y, use Rate B.
     
4. Add more actions/tiers as needed.
   
   
5. Click Save.
   
   

The system will apply different rates based on the criteria you define.

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5.  Detention Rules

1. From Options > Add New Item, select an Account Item for detention:
   
   
   • Example: Shipper Detention under the detention-related account items.
     
2. Set Mode to Variable.
   
   
3. For Variable, select:
   
   
   • Example: Shipper Detention.
     
4. Set the free time in minutes before detention starts:
   
   
   • Example: 120 if you give 2 hours free.
     
     
5. Enter the Rate to charge after free time:
   
   
   • Per minute, per hour, or depending on your configuration.
     
     
6. Click Save.
   
   

The system will calculate detention based on the driver app timestamps (which dispatchers can adjust if needed).

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6. Using Customer Rate Sheet Templates When Creating a Load

Once your rate sheet and items are set up, you can apply them automatically in new loads.

1. Go to Dispatch > Create Load.
   
   
2. Fill out Step 1–2:
   
   
   • Select Customer (e.g., FedEx).
     
     
     
3. In Step 3, look for Customer Rate Sheet Templates.
   
   
4. Open the dropdown and select the desired template:
   
   
   • Example: Ana Test or Test 101.
     
5. The system will:
   
   
   • Automatically add the configured charges (e.g., hauling fee based on miles).
     
     
   • Apply fuel surcharge rules.
     
     
   • Apply taxes (e.g., HST) or other items you configured.
     

You can still edit or add additional charges manually if something unique happens that is not covered by your rules. 

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7. Manually Adjusting or Adding Charges on a Load

Even when a template is applied:

1. In Step 3 of the load:
   
   
   • Add a new line for accessorials, detention, or any extra fee.
     
2. Select the Charge Type from the dropdown.
   
   
3. Enter:
   
   
   • Description (optional).
     
     
   • Quantity, rate, or amount, according to the charge type.
     
4. Save the load.
   
   

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