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Daily Ops SOP

Daily Ops SOP — Southeast Freight Dispatch

_Who does what, every day. Quanta = office/research/paperwork. Cam = phone/relationships/final calls._

Morning (Quanta, before Cam's day starts)

• ☐ Pull each active truck: location, empty/loaded, hours available, home-time constraints.
• ☐ Scan boards (LoadLadder → TruckSmarter → 123Loadboard → Trulos; broker apps: JB Hunt 360, Uber Freight, RXO Drive, CoyoteGO; DAT once live) against each truck profile.
• ☐ Shortlist 3–5 loads per truck with: lane, miles, deadhead, posted rate, all-in RPM math done, broker name + MC.
• ☐ Flag broker credit issues: run app.dispaloadiq.com/check (free, no account) on every new broker + FMCSA SAFER; DAT credit once subscribed. Days-to-pay 50+ = walk away.
• ☐ Send Cam the shortlist: truck → top picks ranked, with walk-away floor noted.

Booking (Cam)

• ☐ Call brokers, negotiate per rate cheatsheet. Never below floor.
• ☐ Confirm with driver BEFORE accepting: lane, rate, pickup/delivery windows.
• ☐ Rate con received → forward to Quanta immediately.

Backhaul rule (every load — this is what separates us)

• ☐ NEVER book outbound without a backhaul plan: check return freight from the

destination FIRST (boards + broker apps) before confirming.

• ☐ Log repeated lane pairs (Lane Pairs tab): origin→dest, avg rate, backhaul notes.
• ☐ Target deadhead under 10% of total miles. If no backhaul exists, the outbound

rate must cover the empty return — or we pass.

Facility intel (log everything)

• ☐ After every pickup/delivery, log the facility: name, city, actual wait vs

appointment, lumper fees, overnight parking, notes.

• ☐ Before booking an unfamiliar facility, check J.B. Hunt 360 facility reviews.
• ☐ Slow facilities get flagged in the carrier's profile — we price the wait into

the rate or avoid them entirely.

Rate history (our proprietary intel)

• ☐ Log every quote: date, broker, lane, miles, offered $, final $, $/mile, booked Y/N.
• ☐ Monthly review: which brokers pay fair, which lanes are gold, where we left money.
• ☐ This log becomes our edge — no other small dispatcher has it.

Fuel-stop planning (hauls 500+ miles)

• ☐ Plan the 2 cheapest fuel stops along the route (GasBuddy / EFS app) before dispatch.
• ☐ Stack with fuel-card discounts. Fuel is the #2 cost — we treat it like a rate negotiation.

Active loads (both)

• ☐ Quanta files every rate con in carriers/[name]/ the day it's received.
• ☐ Check calls per broker requirement (usually every few hours or at pickup/delivery) — Cam or driver calls; Quanta logs.
• ☐ Detention/layover/TONU: document with timestamps same day, file claim same day.

Delivery day (driver → Quanta)

• ☐ Driver sends photo of signed BOL/POD same day. No exceptions — this is what gets everyone paid.
• ☐ Quanta builds invoice packet → submits to broker or factoring company same day.
• ☐ POD photos filed in Google Drive: /Carriers/[name]/[YYYY-MM]/ — same day, every time.

Weekly — Friday settlement (Quanta)

• ☐ Per carrier: loads booked, gross revenue, our 8%, status.
• ☐ Update settlement-tracker.csv.
• ☐ Generate the weekly scorecard (template in this folder) — revenue, all-in $/mile,

deadhead, on-time %, accessorials. Text/email to carrier every Friday.

• ☐ Invoice our % (Wave). Follow up anything unpaid >7 days.
• ☐ Report to Cam: one line per truck — gross, our cut, owed.

Carrier success sequence (every new carrier)

• ☐ Day 1: welcome text + onboarding packet + intake form.
• ☐ Day 3: check-in call — how's the first search going, anything to adjust.
• ☐ Day 14: first scorecard + "anything we should do different?"
• ☐ Day 30: ask for a Google review + mention the $200 referral program.
• ☐ Log every touch in the Leads/Carriers sheet.

Ongoing

• ☐ Leads sheet: every DM/call logged, 48h follow-up bump, then drop.
• ☐ New carrier → full onboarding checklist, master packet PDF built, broker setups submitted.
• ☐ Kit docs stay current — Quanta updates after every change Cam approves.