In the past, submitting load documents to freight brokers involved physically delivering papers to ensure timely payment. The process has become more convenient today, with numerous digital document submission options. However, this shift also introduced a variety of fragmented tools and methods. Here's a breakdown of the different ways brokers now accept load documents, ranging from email or web-based portal uploads to the most traditional methods like fax and snail mail:

1. TrueNorth: Load Document Management App

Platforms like TrueNorth offer load document management as part of their service. Drivers can scan documents directly into the platform, and TrueNorth will handle invoicing and submission to brokers, further simplifying the process for small carriers and owner-operators.

Pros:

• Complete Management: TrueNorth and similar services allow you to scan documents and manage invoicing on your behalf, making it easier for small carriers and owner-operators to handle paperwork.
• Less Hassle: This method eliminates the need to handle each step manually, allowing drivers to focus on driving.
• Invoicing: With document submission, TrueNorth also creates invoices on behalf of the carrier, going one step beyond most document submission solutions.
• Zero Additional Costs: With TrueNorth, there are no additional costs for carriers to use its app-based load document management features.

Cons:

• Limited Flexibility: If you rely entirely on a third party, you might have less control over when and how invoices are submitted.

2. Email

Emailing load documents remains a tried-and-true method for many brokers. It is also often the default method that ensures both sides have a submission record. Drivers can scan documents using a mobile device or scanner and send them to a designated email address for processing. While it’s a bit slower and less sophisticated than app-based solutions, it’s still widely accepted.

Pros:

• Simple: Nearly everyone is familiar with email. It doesn’t require downloading or learning new software; you can use any scanner or smartphone to send files.
• Widely Accepted: Even small brokers will accept emailed documents, making it a safe, universally accepted method.

Cons:

• Time-Consuming: You may need to wait for someone at the brokerage to check and verify the documents manually.
• Potential Errors: The payment process can be delayed if emails go to the wrong address or attachments are omitted.

3. Broker-Specific Apps (e.g., CH Robinson, TQL, JB Hunt)

Major brokers have developed their own apps that serve multiple purposes, including streamlining document submission. With these apps, drivers can submit load paperwork, track loads, get updates, and manage payments. This integrated approach is becoming increasingly common among larger freight brokers.

Pros:

• Tailored Experience: These apps are designed for brokers and often provide additional features like tracking, load management, and payment status.
• Efficiency: Since these apps are broker-specific, drivers can be sure the documents are submitted correctly without any back-and-forth.

Cons:

• Multiple Apps: Managing several apps for different brokers can be cumbersome for drivers working with multiple freight companies.
• Compatibility: Not all brokers have apps, so this isn’t a universal solution.
• App Issues: If the broker app has issues or is updated incorrectly, you may encounter some typical problems that non-technological solutions provide, like delayed payments or lack of submission confirmation. 

4. TriumphPay

This payment processing platform offers another streamlined way to submit load documents directly to participating brokers. TriumphPay integrates digital document management with payment processing, creating a unified invoice and paperwork system.

Pros:

• Streamlined System: TriumphPay combines document submission with payment processing, offering a one-stop solution.
• Automation: This platform automatically manages invoices, making it easier for carriers to track payments and documents.

Cons:

• Limited Adoption: Not all brokers support TriumphPay, so drivers may still need to use other methods for non-participating brokers.
• Tech Savvy Required: Setting up and using the system requires technical know-how.

5. Transflo Express at Truck Stops

For those who prefer or need to submit documents in person, Transflo Express still offers the option to scan load documents at over 1,000 truck stops across the U.S. and Canada. Cashiers at fuel desks scan the documents, which are then sent digitally to brokers for processing. This hybrid of traditional and digital processes is still helpful for those on the road without access to a scanner or app ​(Transflo Express)​(UACL Logistics).

Pros:

• Widely Available: Over 1,300 truck stops in the U.S. and Canada offer Transflo Express​ (Transflo Express)​. Truck stops can provide the needed infrastructure if you don’t have a mobile scanner.
• Speed: Documents are scanned and sent to the broker within minutes, reducing delays.

Cons:

• Extra Step: You still have to stop at a truck stop and rely on a cashier to scan the documents.
• Not Everywhere: Even with one thousand locations, that may not be enough access options for truckers on the road dictated by availability of loads.
• More Planning & Logistics: If you're far from a participating truck stop, you may need to drive out of your way to submit documents.

6. Snail Mail

Surprisingly, some brokers still accept physical copies of load documents via traditional mail. This is the slowest method and can delay payment, but it’s sometimes the only option for brokers without digital solutions.

Pros:

• Reliable: Postal services are a tried-and-true method of getting physical documents to brokers. For those without access to digital tools, this method remains viable.
• Required: For some brokers, particularly smaller brokers, that have not adopted tech solutions, this may be the only acceptable option.

Cons:

• Slow: Depending on the location, mailing documents can take several days or even weeks, significantly delaying payment.
• Risk of Loss: Documents can be lost or delayed in the mail, causing further complications.
• More Planning & Logistics: When you’re on the road, having sufficient time to mail and find a mailing location can require more planning.

7. Fax

Though it's becoming less common, some brokers still allow documents to be faxed in. It’s faster than mailing but outdated compared to modern digital methods.

In conclusion, while technology has drastically improved how drivers and carriers submit documents to freight brokers, the methods available are diverse and can be fragmented. It's essential to know which options your broker supports and select the most convenient and reliable one for your business.

Pros:

• Instantaneous: Once sent, the broker receives the documents immediately, which can be faster than mailing.
• Widely Accepted: Many brokers still have fax machines or digital fax services.

Cons:

• Outdated: Faxing is becoming less common, and many newer companies no longer have fax machines.
• Poor Quality: Faxes can result in low-quality documents, making reading crucial details like barcodes or signatures harder.
• No Confirmation: Lastly, with faxing, unlike with e-mail or app solutions, there are usually processes for confirmations of documents received.

Looking for a simpler solution?

Try TrueNorth’s free load document management system, which makes submitting load documents easy and efficient, especially for owner-operators and small carriers.

‍

Read more on how to work with Brokers Series:

• Part 0 - Creating Your Carrier Packet
• Part 1 - What’s a set-up?
• Part 2 - Compliance Requirements
• Part 3 - Getting Paid
• Part 4 - Troubleshooting Common Issues

Need more help with set-ups? Learn more from our Carrier Setups Requirements break down.