Detention and Accessorial Billing Desk
Detention & Accessorial Billing Desk — Done Properly.
Eliminate accessorial revenue leakage with systematic driver timestamp verification, geofence log audits, signed receipt validation, and rapid shipper billing for detention, lumper, layover, and TONU.
Key Performance Indicators & SLAs
System Architecture & Execution Pipeline
Detention Alert & Timestamp Logging
Tracking driver arrival at shipper/receiver via geofence, ELD telematics, and dispatch check-ins.
In/Out Timestamp Cross-Validation
Auditing driver arrival and departure times against signed facility logs, security gate slips, and signed BOLs.
Free Time Calculation & Policy Match
Applying contract-specific free time rules (standard 2 hours vs custom shipper agreements) to calculate exact billable hours.
Shipper Approval Request & Notification
Transmitting detention notices and signed receipt backups to customer within required notification windows (typically <2 hours).
TMS Accessorial Commit & Billing Update
Adding approved detention, lumper, layover, or TONU line items to customer invoice and carrier pay records.
Core Modules & Scope
Automated Geofence & In/Out Verification
Comparing GPS ping data from ELD / tracking providers against physical gate stamps to prove arrival times.
Lumper & Scale Receipt Reconciliation
Auditing third-party unloading receipts (CapStone, Roadmaster, Facility Lumpers) before releasing reimbursement.
Shipper Deadline Management
Ensuring accessorial claims are submitted within tight shipper notification windows (often 2 hours or same-day).
TONU & Layover Audit Desk
Evaluating truck ordered not used (TONU) and layover claims against cancellation logs and contractual cutoff times.
Delivery Framework
Accessorial Policy & Rule Ingestion
Codify free-time rules, hourly detention rates, and notification requirements for every shipper and customer.
Carrier Backup Standard Enforcement
Establish strict documentation standards (signed in/out stamps, gate receipts, ELD screenshots) for carrier submission.
Real-Time Tracking & Notification Desk
Monitor loads approaching the 2-hour detention threshold and proactively issue alerts to customer representatives.
Recovery Reconciliation & Margin Reporting
Weekly reporting comparing carrier accessorial payout vs customer accessorial billing to verify 100% margin capture.
Frequently Asked Questions
Why do freight brokers lose money on detention and accessorials?
Brokers lose money when carriers submit detention hours or lumper receipts days late, after the customer's strict 2-to-24 hour billing cutoff has passed. Our desk audits and bills accessorials in real time before the window closes.
What evidence do you require to approve carrier detention?
We require signed in/out times on the Bill of Lading or gate pass, backed by verifiable ELD or GPS geofence timestamps proving physical presence on site.
How do you handle lumper fee reimbursements?
We verify the official lumper company receipt (with legible load number, date, and fee breakdown) against customer pre-authorization before billing the customer and releasing carrier pay.
Can you dispute unjustified detention charges from carriers?
Yes. Our team scrutinizes carrier claims, and if driver GPS shows late arrival or driver-caused delays, we push back with timestamp evidence to protect your operational margins.