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Understanding Load Stages in Truckpedia

Truckpedia gives you complete visibility and control over every load’s status — from dispatch to delivery and payment. While the core stages are straightforward, the additional stages are designed to support internal communication and keep your team aligned.

 

Video on Understanding Load Stages

Load Stages (Dispatch Flow)

These are the main stages a load moves through during the standard dispatch process:

  • Open – Load is created but not yet assigned

  • Assigned – A driver has been assigned

  • In Transit – The load is on the move

  • Delivered – Load has been delivered

These four stages will appear in the Dispatch > Pipeline View, showing active, moving loads.

Internal Workflow Stages (Post-Delivery & Communication)

Once a load is Delivered, it can enter several optional workflow stages:

  • Hold – Pause the load for any reason (e.g., missing info, waiting for feedback, detentions not approved yet)

  • Ready for Review – Used when waiting for internal or customer approval (e.g., discount, detention, updated fees)

  • Ready for Invoice – Load is ready to be invoiced but not yet processed

  • Invoice Generated – An invoice has been created

  • Payment Requested – Invoice has been sent to the customer

  • Paid – Payment has been received

These stages don’t affect billing or reporting automatically — they exist to help your team track and collaborate internally.

Moving Between Stages

You can manually move a load to any of these stages based on your workflow. For example:

  • If a load is Delivered, but missing a POD, move it back to Delivered and write “Missing POD” in the Notes section

  • If a dispatcher isn’t responsible for invoicing, they can move the load to Hold or Ready for Review to flag it for accounting

Each time a load moves to Hold, Ready for Review, or Ready for Invoice, it moves to the "Payment Status" column inside the Pipeline View, helping the right team members track it.

You’re Not Required to Use All Stages

It’s completely optional to use the intermediate stages. If you prefer, you can jump directly from Delivered to Invoice Generated — the stages are there only if your workflow requires them.

That said, using them can be very helpful for:

  • Tracking loads waiting on documents

  • Flagging approval requests

  • Separating dispatch from accounting workflows

Filtering Load Stages in List View

To monitor load statuses:

  1. Go to Dispatch > List View

  2. Use filters to view loads under:

    • Hold

    • Ready for Review

    • Payment Requested

    • Invoice Generated



This makes it easy to focus on loads that require attention — especially billing-related ones.

Track Load Statuses in Accounting

  1. Go to Accounting > Load Invoices

  2. Apply filters based on load status

  3. View and manage billing based on the stage (e.g., Ready for Invoice, Payment Requested, Paid)



Use load stages when they help — skip them when they don’t. The goal is smoother operations and better team alignment.

For any further assistance, contact our support team at help@truckpedia.io.