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.

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

Use document status to identify what is missing, pending review, approved, rejected, or needs revision. Resolve rejected or missing documents before billing or payment work continues.

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.

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.

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: shipper, consignee, pickup details, freight, and reference numbers are correct.
• 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

Proof of delivery documents often drive billing readiness. If the proof of delivery is missing, rejected, unreadable, or attached to the wrong load, customer billing and carrier payment may remain blocked.

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.