How-to guides

How to onboard a new carrier

Who this is for: dispatch services taking on a new carrier client. (If you are a carrier dispatching your own trucks, you do not need this.)

You send one link. The carrier fills in their details, uploads their paperwork, and signs the dispatch service agreement. You review it and approve, and their account is created with all of it already filed.

1. Send the invitation

Carrier Onboarding → Invite carrier:

Field	Notes
Your fee	The dispatch fee for this engagement — percent of revenue, per load, or flat. Captured per invitation, so different carriers can be on different terms.
Fee method	How that fee is calculated.
Carrier name, MC #, email (optional)	Pre-fills their wizard so the landing page is personalized.

The link is good for 30 days. After that the invitation expires and you send a new one.

2. What the carrier does

They open the link — no account, no password — and work through the wizard. Progress saves as they go, so they can close the tab and come back.

They provide:

Business basics — legal name and MC number.
Contact — owner name, phone, email.
Economics — their target rate per mile.
Factoring — whether they factor and who with.
Documents — authority, insurance certificate, W-9, and a notice of assignment if they factor.
A signature on the dispatch service agreement: they type their full name, which is recorded with the date, their IP address, and the exact version of the agreement they signed.

Their own authority is checked against public FMCSA records during the wizard, so a bad MC number surfaces before you ever look at the file.

The wizard will not let them submit without: legal name, MC number, owner name, contact phone, contact email, and target rate per mile. If they say they are factored, they must also name the factor and upload the notice of assignment.

3. Track where they are

Carrier Onboarding lists every invitation:

Status	Meaning
Draft	Sent, not opened yet.
In progress	They started, partly filled in.
Submitted	Complete and signed. Your turn.
Approved	Account created.
Rejected	Turned down, with your reason on the record.
Expired	30 days passed with no submission.

4. Review and approve

Open a submitted onboarding and read what they sent — the details, the documents, and the signed agreement.

Approve creates the carrier's account in one step:

Their carrier account and default settings.
Your membership on it, so you can dispatch for them from your own login.
Their factoring company, if they said they factor.
Every document they uploaded, filed against their new account.
A PDF of the signed dispatch service agreement, filed with the rest.

Reject requires a reason, which is kept with the record.

Both actions are only available on a Submitted onboarding.

If an approval fails partway — a document that would not copy, for instance — nothing is half-created. The onboarding stays submitted and you can approve again once the problem is fixed.

5. Start dispatching

Use the account switcher in the top bar to move into the new carrier. Their account starts empty apart from the paperwork you just filed, so the next steps are their drivers, trucks, and cost settings — see Set up AI Dispatch in your first hour.

Still stuck?