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How to Automate Customer Rate Sheets

Automate your customer rate sheets in a simpler way. You can create, edit, and structure your rates so they match how you bill each customer. 

🎥Video tutorial🎥

Where to Go:

You can create and manage rate sheets from two places:

  • Accounting > Customer Rate Sheets — use this when you want to build a rate sheet and apply it to multiple customers at once.

  • Customers > Edit > Rate Sheets — use this when you're setting up a rate sheet for one specific customer.

Both paths take you to the same builder. The only difference is how you assign customers.

Step 1: Create a New Rate Sheet

  1. Go to Accounting > Customer Rate Sheets (or through the customer's edit page).
  2. Click Create New Rate Sheet.
  3. Fill in:
    • Name — something you'll recognize later (e.g., FedEx 2026).
    • Description — optional, for internal reference.
    • Start Date / End Date — useful if you have contracts tied to a specific period (monthly, yearly, etc.).
  4. Select which customers this applies to — one specific customer, several, or all.
  5. Click Save.

You now have an empty rate sheet. Next, add the items that tell the system how to calculate charges.

Step 2: Add Items (Charge Rules)

  1. From your rate sheet, click Options > Add New Item.
  2. Select the Account Item — this is the type of charge you want to automate, for example:
    • Hauling Fee
    • Detention
    • Fuel Surcharge
    • Lumper / Accessorial
  3. Add a Description if you want (optional, for internal reference).
  4. Choose a Mode — this controls how the charge is calculated:
Mode How it works
Flat Fee Always charges a fixed amount
Variable Calculates based on miles, weight, quantity, stops, etc.
Percentage Charges a % of another value
Fuel Surcharge Pulls from your fuel surcharge table

Variable Mode — Setting a Rate

When you select Variable, you'll choose what the rate is based on (e.g., loaded miles, freight weight, quantity, stops) and then how to apply it:

Always Apply — one flat rate regardless of the load:

  • Enter your rate per unit (e.g., $0.45 per loaded mile).
  • Click Save.

Rule-Based Rates — rate changes depending on conditions:

  • Select the field to base the rules on (e.g., miles, stops, load label).
  • Set your tiers: if miles < X, use Rate A; if miles between X and Y, use Rate B, and so on.
  • Add as many tiers as you need.
  • Click Save.

Example

Setting Up Detention

  1. Click Options > Add New Item, select your detention account item (e.g., Shipper Detention).
  2. Set Mode to Variable, then select Shipper Detention as the variable.
  3. Enter the free time in minutes before detention starts — for example, 120 if you give drivers 2 free hours.
  4. Enter the rate to charge after free time runs out.
  5. Click Save.

The system will calculate detention automatically using timestamps from the driver app. Dispatchers can adjust these if needed.

Step 3: Apply the Rate Sheet When Creating a Load

Once your rate sheet is set up, using it on a load takes seconds:

  1. Go to Dispatch > Create Load.
  2. Select your customer in Steps 1–2.
  3. In Step 3, open the Customer Rate Sheet Templates dropdown and select your template.
  4. The system will automatically fill in the charges based on your rules — hauling fee, fuel surcharge, taxes, etc.

You can still manually add or edit charges on any load if something comes up that isn't covered by your rules. Just add a new line, select the charge type, and fill in the details.

What's Next?

    Reach out to us at help@truckpedia.io if you have any questions