Updated October 9, 2026. This is a suggested operating checklist, not a substitute for shipment-specific instructions, applicable rules or training.
The eight-stage job checklist
1. Open a job record
Give the request a unique job ID. Record the customer and payer, pickup and delivery addresses, site contacts, time windows and time zones, piece count, packaged dimensions, total weight, cargo description and declared value. Ask about loading help, access restrictions and special handling before quoting.
2. Check fit and quote the whole movement
Verify the load fits the actual van, available payload, equipment, insurance and authorized operation. Include travel to pickup, delivery, likely repositioning, waiting, tolls and all expected time. State what the price includes and how waiting, cancellation, extra stops or redelivery will be authorized and charged.
3. Confirm the booking in writing
Save the accepted quote or rate confirmation, contacts, payment terms, required reference numbers and instructions in the job record. Identify who can approve changes. Verify a new business contact independently before sending sensitive onboarding documents. Do not dispatch on an unresolved price or cargo description.
4. Check the shipment at pickup
Record arrival and departure times. Compare the pieces, packaging condition and available shipment details with the booking and bill of lading. Note discrepancies before signing; use permitted photos and obtain instructions for a changed or damaged shipment. Check safe loading and securement before departure. A schedule does not justify accepting an unsafe load.
5. Update the customer and manage exceptions
Send the agreed pickup confirmation and estimated arrival. Report a material delay as soon as it is safe to communicate. Record the problem, revised timing, decision needed, approving contact and next update time. Do not assume a text message requesting a new stop also authorizes its price.
6. Complete proof of delivery
Follow the customer's delivery procedure. Record arrival and completion times, recipient name or authorized receipt method, delivered piece count and any shortage, refusal or damage. Capture signatures or permitted photos as required. Never invent a signature or leave freight at an unapproved location to close a job.
7. Submit an invoice that can be approved
Match the invoice to the agreed payer, job ID, purchase order or load reference. Itemize the agreed charge and approved extras. Attach the required proof of delivery and supporting records, send through the designated channel and record receipt or submission confirmation. A completed delivery is not a completed collection.
8. Reconcile payment and review the job
Track the due date and follow up on missing documents or disputed charges. When payment arrives, match the deposit and deductions to the invoice before marking it paid. Compare planned versus actual miles, time and costs. Use the difference to improve the next quote, not just to record revenue.
A delay update that asks for a decision
Fictional example: the pickup is not ready, and the delivery window is now at risk. Send facts and a specific request rather than simply saying you are running late.
Job CV-104: Arrived at 9:00 a.m.; shipment is still not ready at 9:40. Shipper estimates release at 10:15. Revised delivery estimate is 12:15 p.m., after the 11:30 window. Please confirm whether the receiver can accept that time. Waiting charges, if any, are subject to our agreed terms. Next update at 10:00 a.m. All times Eastern.
Save the response, approver and time. For refusal, damage or an unsafe shipment, document the issue and get appropriate instructions before continuing. If you cannot reach the contact, follow the agreed escalation procedure; do not silently change the destination or abandon the freight.
A weekly scorecard you can keep in a spreadsheet
These are suggested definitions, not industry benchmarks. Use the same scope every week and show the job count so one unusual load does not masquerade as a trend.
| Measure | Calculation | What to check |
|---|---|---|
| Revenue per total mile | Earned job revenue ÷ all business miles in the same period | Include deadhead and repositioning. This is revenue, not profit. |
| Revenue per working hour | Earned job revenue ÷ driving, waiting, handling and admin hours | Long unpaid waits can hide behind a good mileage rate. |
| Deadhead share | Empty business miles ÷ total business miles × 100 | Check where each customer or lane leaves you. |
| On-time delivery share | Deliveries within the originally agreed window ÷ deliveries with a window × 100 | Log approved revisions and delay reasons separately; do not rewrite the baseline. |
| Invoice submission lag | Total elapsed hours from completed delivery to invoice submission ÷ invoices submitted | Look for missing documents or an unclear billing process. |
| Overdue receivables | Sum of unpaid balances past their agreed due dates | Assign a follow-up date and owner to each balance. |
Use “not applicable” when a denominator is zero. Keep cash collected and profit separate from earned revenue. Set your own improvement targets after establishing a baseline.
First-load readiness and backup coverage
- Your vehicle, insurance, credentials and equipment fit the actual shipment.
- The price, payer, scope and change-approval contact are documented.
- You know the loading arrangement, delivery requirements and escalation contact.
- You can capture and submit proof of delivery and a correct invoice.
- Your cash buffer covers costs before the expected collection date.
- You have a customer-notification plan for breakdowns or illness. Any substitute driver or carrier must be permitted by the agreement and properly qualified and insured.
Even when you do every job yourself, assign a time for dispatch communication, document review and collections. Before adding another van, establish who owns each task and who covers it when that person is unavailable.
Related guides and further reading
Next: prepare your customer capability sheet, check your cost per mile and review the full startup plan.
Our coverage review included Small Fleet HQ’s startup guide, Connexzia’s freight guide and DAT’s startup guide. The checklist, examples and scorecard here are our own educational material. External estimates and eligibility statements need separate verification for your operation.