Drayage Trucker Setup: From Order Creation to Invoicing

How a drayage trucker manages drivers, chassis, and containers in Drayage: order creation, dispatch board, terminal appointments, LFD tracking, and invoicing.

This guide is for drayage trucking companies. Drayage treats the container as the core object: create the order, assign driver and chassis, book the terminal appointment to pick up the box, watch the LFD (last free day) like a hawk, return the empty — and finally invoice and collect. The whole chain lives in the system.

Step 1: Create the order — get the details right the first time#

1. Pick the move_type: one of four move types (import pickup, export delivery, empty return, empty pickup, etc.). The type drives the fields and the status flow that follow.
2. Pickup and delivery locations are required: both must be filled in. Register frequently used locations in the address book first, then pick them at order creation — no retyping addresses every time.
3. merchant_id is required: every order must belong to a merchant — this is what later lets you reconcile and invoice per customer.
4. delivery_to_warehouse flag: if the load is headed to your own warehouse, check this flag. On completion the system automatically triggers a WMS inbound receipt — the warehouse can start receiving right away, no manual order creation.
5. Enter container and vessel details: fill in the container_no, vessel/voyage, and vessel_eta (estimated arrival) — the dispatch board uses these to sort by urgency.

Step 2: Dispatch and assign#

1. The dispatch board shows everything at a glance: all in-progress orders in one list with the key facts visible — remaining free days (last_free_day), customs_hold, vessel_eta, cutoff time — plus driver and chassis status. The board auto-sorts by urgency, so the most at-risk box is always on top.
2. Assign: driver_id is required (a driver must be named), chassis_id is optional (attach one if available). On successful assignment the driver goes to on_job and the chassis to in_use.
3. Terminal appointments: book the appointment before picking up or returning a box. Status flows scheduled → completed; no-shows are recorded as missed, cancellations as cancelled. Appointment status feeds directly into dispatch scheduling.
4. Watch customs holds: boxes with customs_hold are highlighted on the board — clear the hold first, then worry about returning the box. The LFD clock keeps ticking and charges keep accruing either way.
5. Driver app reports GPS automatically: when the driver taps status buttons in the app (arrived at terminal, box picked up, etc.), the location is reported automatically. Dispatch sees where every truck is in real time — no phone calls needed.

Step 3: Container tracking — LFD is the lifeline#

1. Status flow shows where the box is: on_vessel → at_terminal → out_for_delivery → at_customer → empty_returned. Every status carries a timestamp, so when a customer asks where their box is, you answer in one second.
2. LFD warning at ≤2 free days left: the system counts remaining free days from last_free_day and warns automatically at 2 or fewer. When you see the warning, there are two moves: return the box fast, or negotiate an extension with the line in advance.
3. Overdue charges accrue at per_diem_rate: past the LFD with the box still out, the system accrues daily charges at each container’s per_diem_rate. These costs get passed on to the responsible party — the cleaner the data, the easier the conversation.
4. Chassis maintenance reminders: each chassis has a maintenance_due_date, with automatic reminders as it approaches. Don’t let something as avoidable as an expired chassis inspection delay a pickup.
5. Empty return closes the loop: empty_returned is the end of the order. Once the empty is returned, driver and chassis automatically flip back to available — ready for the next order.

Step 4: Completion and invoicing#

1. Complete the order: once the driver confirms delivery or empty return in the app, the order moves to completed. Driver and chassis flip back to available automatically — dispatch doesn’t release them manually.
2. Generate the drayage invoice: roll up completed orders by merchant (merchant_id) into an invoice. Aging is calculated against the due_date — overdue unpaid amounts are visible at a glance.
3. Collections follow-up: collection_status tracks each invoice’s collection state (to collect / in collection / paid, etc.). Review the overdue list weekly — chase the big, long-overdue ones first.
4. List per diem charges separately: put overdue per diem charges on their own invoice line — it’s crystal clear during customer reconciliation and cuts down disputes.