Load Documents

Load documents support dispatch, compliance, billing, settlement, and customer communication.

Common documents

• Rate confirmation
• Bill of lading
• Proof of delivery
• Invoice
• Accessorial support
• Carrier paperwork
• Customer-required documents
• Signed e-sign documents when your workflow uses e-sign

Upload workflow

1. Open the load.
2. Go to the documents area.
3. Upload the file.
4. Select the correct document type when prompted.
5. Review the file preview if available.
6. Confirm the document is attached to the correct load.

Upload individual files rather than folders, application bundles, or installer packages. Empty or oversized files are rejected and must be selected again after correction. If an accepted file fails during transfer or finalization, it stays selected for retry.

Billing accepts PDF, JPG, PNG, TIFF, HEIC/HEIF photos, and Outlook MSG files. Unsupported packet files cannot be selected; export Office documents as PDF and upload the PDF.

Files can be selected from your device or dragged into the upload area. If a dragged Outlook attachment cannot be read, save or download the attachment first, then upload the saved file.

Review workflow

In Billing, choose Process existing file for a document marked Needs processing. Wait for processing and check the preview. Upload a file when it is missing; include required documents marked Not included before advancing billing.

Billing readiness

Customer invoices and carrier settlements may depend on required documents. If a load is blocked, check the document list first, then confirm whether a pay hold or review note explains the issue.

Selecting Deliver & Bill checks the customer's required billing file types. If any are missing, review the missing and existing files in the dialog, then upload and classify documents there. When every requirement is attached, the action changes to Deliver. An attached POD can continue analysis in the background. If required documents are unavailable, Deliver anyway records operational delivery without waiving Billing requirements. Review customer packet requirements in Billing before sending the invoice. Explicit delivery-blocking policies still apply.

Proof of delivery is not required by this check for LTL or TONU loads. Other customer-required file types still apply.

Generated documents

ARK TMS can help produce common load documents such as rate confirmations, bills of lading, and invoices. Review generated documents before sending them to make sure customer, carrier, stop, pay, and instruction details are correct.

On an inactive dispatch, Send RateCon emails a new PDF attachment without starting e-sign. If the current rate confirmation is accepted, Send Updated RateCon emails a separate PDF attachment without changing the accepted delivery or signed document. Earlier PDFs remain in the load files.

Rate-confirmation files show email delivery status separately from document acceptance. Sent awaits delivery confirmation; Delivered means the recipient’s mail server accepted the email. Hover the file row to review recipients and any failure reason before following up on failed, delayed, or unconfirmed delivery.

Generated documents can still be created when the organization logo is missing or unavailable. Add or update the organization logo before sending when branded paperwork is required.

Key document checks

• Rate confirmation: carrier, lane, pay, accessorials, and dispatch instructions match the agreement.
• Bill of lading: check shipper, consignee, pickup details, freight, and references. When generating a BOL, select Class for each commodity line that needs a freight class printed on the document.
• Proof of delivery: delivery date, receiver signature, exceptions, and legibility are acceptable.
• Invoice: customer, load number, charges, accessorials, and supporting paperwork are complete.

Proof of delivery review

POD AI results help you check the document; acceptance is not required to include it in a billing packet. Review any differences, confirm the document belongs to the load, and replace unreadable files. The file must finish processing before it can be used.

Best practices

• Upload files to the load they belong to.
• Use clear document types.
• Replace unreadable scans before billing.
• Keep proof of delivery and accessorial support together when needed.
• Review pay holds after missing or rejected paperwork is corrected.