# TruckPayPro — End-User Standard Operating Procedure (SOP) **Version 1.0 · Last updated:** June 2026 **Audience:** Company owners, tenant admins, dispatchers, payroll staff, drivers, Dispatcher Pro multi-company managers, and office/admin users. **Purpose:** A complete, step-by-step manual that teaches you how to operate every part of TruckPayPro — from logging in to closing out weekly payroll. > **How to use this manual** > Each feature has the same structure: **Purpose · Who uses it · When to use it · Step-by-step · Required fields · Expected result · Common errors · Best practices.** Read the section once before doing it the first time, then refer back as needed. --- ## Table of Contents 1. Account types: Single Company vs. Dispatcher Pro 2. Login & account access 3. Main dashboard 4. Company profile setup 5. Single Company workflow 6. Dispatcher Pro / Multi-Company workflow 7. Adding & managing child companies 8. User management 9. Driver management 10. Broker management 11. Dispatch Load Board (Kanban) 12. Creating a load manually 13. Assigning a load to a driver 14. Moving a load through the Kanban board 15. External Loads 16. Imported History 17. Paste a Load workflow 18. Reviewing & editing parsed load information 19. Adding imported loads to the inbox 20. Load Inbox 21. Load details page 22. Payroll 23. Deductions inside payroll 24. Expenses 25. Driver Portal 26. Driver document uploads 27. DVIR 28. Messages 29. Notifications 30. Announcements 31. Integrations (Motive · QuickBooks · DAT) 32. Reports 33. Subscription & payment 34. Settings 35. Daily workflow for dispatchers 36. Weekly workflow for admins / payroll 37. Common issues & troubleshooting --- ## 1. Account types — read this first TruckPayPro has **two account types**. Knowing which one you have changes how you work in the app. ### Single Company - One trucking company in one account. - Everything (drivers, loads, payroll, brokers, reports) lives inside that one company. - Billing: **$64.99/month**. ### Dispatcher Pro (Multi-Company) - For dispatchers or service providers running **multiple trucking companies** from a single login. - The **parent account** is the main login; **child companies** are managed underneath. - The parent owns the subscription; child companies are not separate billing accounts. - Billing: **$139.99/month** for the parent, plus **$59.99/month per extra company** (each extra company includes 1 driver). ### Why this matters Before you create a load, a driver, a broker, or run payroll inside a Dispatcher Pro account, **always confirm which company is selected in the company switcher at the top of the page.** Creating a load in the wrong company is the #1 cause of "missing data" support tickets. --- ## 2. Login & account access **Purpose:** Get into TruckPayPro securely. **Who uses it:** Everyone. ### Step-by-step 1. Open your web browser and go to **https://truckpaypro.com**. 2. Click **Sign In** in the top right. 3. Enter your **email** and **password**. 4. Click **Sign In**. 5. If your account belongs to multiple companies (Dispatcher Pro), you'll land on the parent dashboard with a company switcher in the top bar. ### Forgot password? 1. On the login page, click **Forgot password?**. 2. Enter your email and click **Send Reset Link**. 3. Check your inbox for the email from TruckPayPro (also check Spam). 4. Click the link, enter a new password twice, and click **Reset Password**. 5. Log in with the new password. ### Best practices - Use a unique, 12-character password. - Don't share your login. Create individual user accounts for each employee instead (see Section 8). - If you suspect your account was accessed, go to **Settings → Security → Reset Password** immediately. --- ## 3. Main dashboard **Purpose:** A snapshot of company health — loads in motion, revenue, expenses, compliance alerts. **Who uses it:** Owners, admins, dispatchers. ### What you see - **Active loads** card — count of all loads currently in `Assign / Pickup / In-Transit / Delivery`. - **This week's revenue** — total of `Completed` load rates this week. - **Outstanding invoices** — loads delivered but not yet paid by the broker. - **Driver availability** — drivers free vs. on a load. - **Compliance widget** — DOT, insurance, and document expirations in the next 30 days. ### When to use it - First thing every morning to see what changed overnight. - Before sales calls with brokers (revenue + capacity are visible here). - Friday afternoon before running payroll. ### Best practices - If a card says **"Click to review"**, do it the same day. The dashboard surfaces things that need action. --- ## 4. Company profile setup **Purpose:** Tell TruckPayPro who your company is — legal name, MC#, DOT#, address, contacts. **Who uses it:** Owner or admin during initial setup; admin when info changes. ### Step-by-step 1. Click **Settings → Company Profile**. 2. Fill in: - **Legal company name** (required) - **DBA** (if different) - **MC number** (required for FMCSA features) - **DOT number** (required) - **EIN / Tax ID** - **Phone, email, primary contact name** - **Headquarters address** (street, city, state, ZIP) 3. Optional: click **Auto-fill from FMCSA** — TruckPayPro will look up your DOT and pre-fill the official record. 4. Click **Save Company Profile**. ### Expected result A green confirmation toast. The DOT/MC numbers now appear on invoices, rate confirmations, and driver pay statements. ### Common errors - **"MC number not found"** — double-check the digits; it should be exactly 6 digits with no MC prefix. - **"Address invalid"** — re-enter with a valid 2-letter state code (e.g. `TX`, not `Texas`). ### Best practices - Keep your contact email **always current** — that's where payment, compliance, and outage notifications go. --- ## 5. Single Company workflow (quick path) A typical day in a Single Company account: 1. Open **Dispatch → Load Board**. 2. Check the **Available** column for new loads. 3. Click a load → review the details → **Assign Driver**. 4. Driver picks up → drag/move the load through **Pickup → In-Transit → Delivery**. 5. When delivered, drag to **Completed**. 6. Open **Payroll** at the end of the week → review completed loads → run pay statements. 7. Open **Reports** → check weekly revenue and outstanding invoices. Skip to the detailed sections below for each step. --- ## 6. Dispatcher Pro / Multi-Company workflow **Purpose:** Run multiple trucking companies from one login. **Who uses it:** Parent admin (the dispatcher who owns the master account). ### Switching between companies 1. In the top bar, click the **company switcher** (shows the active company name). 2. Pick the company you want to work in. 3. **The top bar changes color** to confirm which company is active. 4. Every page — Dispatch, Drivers, Payroll, Reports — is now scoped to that company. ### Working safely across companies - **Before** you create a load, driver, broker, or payroll record, glance at the company switcher. - A load created in Company A will **never** appear in Company B. - Drivers, brokers, and payroll are isolated per company. - The Reports tab can be run per-company or rolled up at the parent level — choose the filter at the top. ### Best practices - **Pin** the company switcher in your muscle memory — every new browser tab you open defaults to the last-active company. - If you have many companies, give each a short prefix (e.g. `ABC-Logistics`, `XYZ-Freight`) so the switcher list is fast to scan. --- ## 7. Adding & managing child companies (Dispatcher Pro only) **Purpose:** Add a new trucking company under your Dispatcher Pro parent account. **When to use:** When you take on a new fleet client or open a new business under your dispatch umbrella. ### Step-by-step 1. Go to **Settings → Companies → Add Company**. 2. Fill in the new company's legal name, DOT, MC, address, primary contact. 3. Click **Save**. 4. The new company appears in the company switcher within a few seconds. 5. Click it once to set it active and begin onboarding drivers, brokers, and loads. ### Important billing rule - Each **extra company** is **$59.99/month** and **includes 1 driver**. - If you add more drivers to a child company, only the **drivers beyond the included one** count toward extra-driver billing. - All billing flows through the **parent** subscription — child companies are not billed separately. ### Removing a child company 1. Go to **Settings → Companies**. 2. Click the company row → **Archive Company**. 3. Confirm. Existing loads and payroll history are kept for audit; the company stops counting toward your bill at the next renewal. --- ## 8. User management **Purpose:** Give employees, dispatchers, and accountants their own logins with the right level of access. **Who uses it:** Owner or admin. ### Role cheat-sheet | Role | Can do | |---|---| | **Owner** | Everything, including billing | | **Admin** | Everything except billing | | **Dispatcher** | Loads, drivers, brokers — no payroll/reports | | **Payroll** | Payroll & expenses, view-only on loads | | **Driver** | Driver Portal only | | **Read-only** | View everything, change nothing | ### Adding a user 1. Go to **Settings → Users → Add User**. 2. Enter **first name, last name, email, role**. 3. Click **Send Invitation**. 4. The user receives an email with a temporary password and link to set their own. ### Required fields - Email (must be unique across the platform), first name, last name, role. ### Common errors - **"Email already in use"** — that person already has a TruckPayPro login (perhaps with another carrier). They can't be added twice. Ask them to log in and request a company switch from Support. ### Extra user billing - The included plan covers a base set of users. Beyond that, each **Extra User is $8.99/month**. Added users start billing on the next invoice. --- ## 9. Driver management **Purpose:** Keep an up-to-date roster of drivers with their CDL info, contact info, pay rate, and documents. ### Adding a driver 1. Go to **Drivers → Add Driver**. 2. Required: first name, last name, mobile phone, email, CDL number, CDL state, CDL class (A/B/C), pay rate type (Per Mile / Per Load / % of Load / Salary), pay rate amount. 3. Optional: hire date, emergency contact, assigned truck/trailer, medical card expiration, driver license expiration. 4. Click **Save Driver**. ### Expected result - Driver appears in **Drivers** list with a "Pending" badge until they log in. - An invitation email with the Driver Portal link is sent. ### Editing a driver 1. Click the driver row → **Edit**. 2. Update the field(s) → **Save**. 3. **Pay rate changes only apply to new loads**, not loads already on the board. ### Common errors - **"CDL expires within 30 days"** — flagged in red. Update the document and the field, otherwise compliance reports will warn. ### Extra driver billing - Each extra driver beyond the plan's included drivers is **$29.99/month**. Drivers included with extra companies do not double-count. --- ## 10. Broker management **Purpose:** Store broker contacts and credit info so you don't re-type them for every load. ### Adding a broker 1. Go to **Brokers → Add Broker**. 2. Required: broker company name, MC number, primary contact, phone, email. 3. Optional: credit days (Net 30 / Net 45), credit limit, factoring info, billing address, notes. 4. Click **Save Broker**. ### Auto-promotion from loads When you create a load and type a broker name not on file, TruckPayPro asks **"Add new broker?"** Clicking Yes saves the name with just the basics. Edit the full record later from **Brokers → Edit**. ### Best practices - Always fill in **credit days** so your aging report is accurate. - Mark brokers you want to stop hauling for as **Inactive** instead of deleting — keeps your invoice history intact. --- ## 11. Dispatch Load Board (Kanban) **Purpose:** The visual command center for every load in motion. ### Columns, in order 1. **Available** — load entered but not yet assigned to a driver 2. **Assign** — driver assigned, awaiting pickup 3. **Pickup** — driver is at or driving to the pickup site 4. **In-Transit** — load is en route 5. **Delivery** — driver is at or driving to the delivery site 6. **Completed** — load delivered & paperwork submitted 7. **Canceled** — load cancelled by broker or carrier ### How to read a load card - **Top line:** Broker name + Load number - **Middle:** Origin city → Destination city - **Bottom:** Rate, driver initials (if assigned), pickup date ### Updating a load's stage - **Drag-and-drop** the load card to the next column, OR - Click the load → click **Change Status** → pick the new column. ### Who updates what | Stage | Updated by | |---|---| | Available → Assign | Dispatcher | | Assign → Pickup | Dispatcher (or driver via Driver Portal) | | Pickup → In-Transit | Driver | | In-Transit → Delivery | Driver | | Delivery → Completed | Dispatcher (after BOL received) | | Anything → Canceled | Dispatcher / Admin | --- ## 12. Creating a load manually **Purpose:** Enter a load you booked over the phone or by email. **Who uses it:** Dispatcher. ### Step-by-step 1. Go to **Dispatch → New Load** (top right of the load board). 2. **Broker:** start typing — pick from the dropdown, or add new. 3. **Load number:** the broker's reference (LD#, PO#, etc.). 4. **Pickup:** city, state, address, date, time window. 5. **Delivery:** same fields. 6. **Rate:** the linehaul $ amount agreed with the broker. 7. **Equipment:** Van / Reefer / Flatbed / Step-deck / etc. 8. **Weight (lbs)** and **Commodity** (optional but recommended). 9. **Notes** for the driver (gate code, dock hours, reefer temp). 10. Click **Save Load**. ### Expected result The load appears in the **Available** column of the Load Board. If you also selected a driver in the form, it appears in **Assign** instead. ### Required fields Broker, load number, pickup city/state, delivery city/state, rate. ### Common errors - **"Duplicate load"** — a load with the same broker + load number already exists. Click the existing one or change the load number. - **"Pickup date is in the past"** — confirm the date; for back-dated loads you must check the **Historical Entry** box. --- ## 13. Assigning a load to a driver ### From the load card 1. Click the load card in **Available**. 2. Click **Assign Driver**. 3. Pick the driver from the dropdown (only Available drivers show). 4. Optional: set an exact pickup appointment. 5. Click **Save Assignment**. ### Expected result - Load moves to the **Assign** column. - Driver gets a push notification + email + Driver Portal entry. ### Common errors - **"Driver unavailable"** — they're already on a load. Either wait until they're free or pick another driver. --- ## 14. Moving a load through the Kanban Example: **Available → Assign** 1. Open **Dispatch**. 2. On the Load Board, find the load in **Available**. 3. Click the load card. 4. Verify broker name, load number, pickup location, delivery location, rate, and dates. 5. Click **Assign Driver** (or drag the card to **Assign**). 6. Select the driver. 7. Click **Save**. 8. Confirm the load is now in the **Assign** column. The same pattern applies for every stage: - **Assign → Pickup:** driver heading to shipper. - **Pickup → In-Transit:** BOL signed, leaving shipper. - **In-Transit → Delivery:** arriving at consignee. - **Delivery → Completed:** BOL signed, paperwork uploaded. - **Anything → Canceled:** broker pulled the load. ### Before each move, check - **Pickup:** BOL ready, appointment confirmed. - **In-Transit:** driver actually rolling. - **Delivery:** signed BOL uploaded. - **Completed:** invoice generated, ready for payroll. --- ## 15. External Loads **Purpose:** Bring loads in from DAT, Truckstop, broker emails, etc. **Who uses it:** Dispatcher. ### Sub-tabs - **DAT Load Board** — live integration with DAT One (if connected; see Section 31). - **Imported History** — every load you've ever pasted, parsed, or imported. --- ## 16. Imported History The Imported History tab lists every load you've brought in via paste-a-load or any integration. Each row shows broker, load number, origin → destination, rate, and a **status** (Inbox / Added / Discarded). **Click a row** to see the original raw text and re-add it if it was discarded. --- ## 17. Paste a Load — the workflow **Purpose:** Convert any text snippet (DAT card, email, text message) into a structured load. ### Step-by-step 1. Go to **Dispatch → External Loads → Imported History**. 2. Click **Paste a Load** (top right). 3. **Enter Broker name** (e.g. *Acme Brokerage Inc*). 4. **Enter Load number** (e.g. *LD-99887*). 5. Paste the raw load text into the textbox. 6. Click **Parse**. 7. The system fills in fields automatically — *don't save yet*. > **Important:** Clicking **Parse** does NOT save the load. It only attempts to read the text. You must review and then click **Add to Inbox**. --- ## 18. Reviewing & editing parsed load information After clicking Parse, a **Review & Edit** form opens with these editable fields: - **Pickup city / state / date / time** - **Delivery city / state / date / time** - **Rate ($)** - **Miles** - **Equipment** (Reefer, Van, Flatbed…) - **Weight (lbs)** - **Commodity** - **Reference / PO #** - **Notes** The Broker name and Load number you entered up front are also editable here. ### What to verify - Did Parse get the pickup state right? If you see `PA` instead of `TX`, fix it. - Is the rate the agreed-upon number? Brokers sometimes paste with fees mixed in. - Are the dates this year or last year? Parse occasionally guesses the year wrong. ### Re-parsing If the parse came out badly, click **← Re-parse with different text**, paste a cleaner snippet, and try again. No load is saved until you click Add to Inbox. ### Raw text You can always click **View raw pasted text** to see what you originally pasted, in case you need to check what the parser saw. --- ## 19. Adding imported loads to the inbox 1. After review, click **Add to Inbox**. 2. The system runs validation: - Required: Broker name, Load number, Pickup city, Delivery city. - If any are missing, the field highlights red. 3. **Duplicate detection:** if a load with the same broker + load number is already in your inbox, the system blocks the save with a clear warning. 4. On success, you see *"Added to inbox."* and the load appears in the **Inbox** sub-tab. --- ## 20. Load Inbox The Inbox holds **imported loads that haven't been promoted to the live Load Board yet**. Open each one, double-check the details, and click **Send to Load Board** to make it visible to dispatchers and drivers. You can also **Discard** loads that turned out to be unwanted. --- ## 21. Load details page Click any load on the Load Board to open its detail page. From here you can: - Edit pickup/delivery/rate. - Add or change the assigned driver. - Upload documents (BOL, rate confirmation, lumper receipts). - Add internal notes (visible to dispatchers, not driver). - See the status-change history with timestamps. - View the broker's contact info. - Print rate confirmations. --- ## 22. Payroll **Purpose:** Calculate driver pay from completed loads. **Who uses it:** Payroll user / admin. ### Step-by-step 1. Go to **Payroll → New Pay Period**. 2. Choose **Start date** and **End date**. 3. (Optional) Filter by **driver** or by **company** (Dispatcher Pro). 4. The system lists every **Completed** load in the period with its line-haul pay. 5. Review each driver's load list — uncheck any load you want to defer to the next period. 6. Add **deductions** (see Section 23) and **reimbursements** if applicable. 7. Click **Calculate Payroll** to see net pay totals. 8. Review the totals carefully. 9. Click **Save & Lock Payroll** to finalize, or **Save Draft** to come back later. ### Best practices - **Don't run payroll until every load in the period is `Completed`.** If a load is still `In-Transit` or `Delivery`, its pay won't be included. - Save a **Draft** first, walk away for 10 minutes, come back and review with fresh eyes before locking. ### Common errors - **"Payroll total looks wrong"** — almost always means a load is still in `Delivery` instead of `Completed`. Close the load first. --- ## 23. Deductions inside payroll Common deductions: cash advances, fuel surcharges, equipment damage, IFTA, ELD device fee. 1. While in a payroll draft, scroll to **Deductions**. 2. Click **Add Deduction**. 3. Pick the driver, deduction type, amount, and a memo. 4. Click **Save**. 5. Deductions subtract from net pay automatically. You can also **schedule recurring deductions** (e.g. weekly ELD fee) under **Drivers → [Driver] → Recurring Deductions**. --- ## 24. Expenses **Purpose:** Track fuel, tolls, maintenance, supplies — anything that hits the books. ### Adding an expense 1. Go to **Expenses → New Expense**. 2. Fill in: **date, vendor, category** (Fuel / Maintenance / Tolls / Insurance / Other), **amount, payment method** (Card / Cash / Check), **assigned driver/truck** (optional). 3. Upload a **receipt photo** (drag the file or click to upload). 4. Click **Save Expense**. ### Vendor auto-promotion The first time you type a new vendor name, the system asks **"Add new vendor?"** Click Yes and it's saved for next time. ### QuickBooks sync If QuickBooks is connected (Section 31), each expense gets a **"Push to QBO"** button. Saved expenses also sync nightly. --- ## 25. Driver Portal **Purpose:** A simplified mobile-friendly view drivers use on their phone. ### Driver login 1. Open **https://truckpaypro.com** on your phone. 2. Enter your email + password (from the invitation email). 3. You land on **My Loads**. ### What drivers can do - View assigned loads (Assign / Pickup / In-Transit / Delivery). - Tap a load → see broker, addresses, appointment times, rate, notes. - Tap **Status** → update the load through the workflow (Pickup → In-Transit → Delivery). - Upload **BOL, lumper receipt, gate ticket** from the camera or photo library. - Submit **DVIR** (Section 27). - Check **Messages** and **Notifications**. ### What drivers cannot do - See other drivers' loads. - See company financials or payroll detail (only their own pay statements). - Change rates or assignments. --- ## 26. Driver document uploads 1. In the Driver Portal, open the load. 2. Tap **Upload Document**. 3. Choose **Type** (BOL / Rate Confirmation / Lumper / POD / Other). 4. Take a photo or pick from the library. 5. Tap **Upload**. 6. The dispatcher sees it instantly on the load detail page. Documents are stored permanently and visible on the load history. --- ## 27. DVIR (Driver Vehicle Inspection Report) **Purpose:** Daily inspection log required by FMCSA. ### Submitting a DVIR 1. In the Driver Portal, tap **DVIR**. 2. Pick **Pre-trip** or **Post-trip**. 3. Select the truck. 4. Go through the checklist (brakes, lights, tires, mirrors, fluids…). 5. For each item: **Pass / Defect**. For defects, add a note + photo. 6. Sign with finger/stylus. 7. Tap **Submit**. Dispatchers see DVIR submissions in **Compliance → DVIR Log**. Defects trigger an alert in the dashboard until resolved. --- ## 28. Messages **Purpose:** In-app secure chat between dispatchers and drivers. - Open **Messages** (envelope icon top-right). - Click **New Conversation** → pick the user(s) → type and send. - Attachments (photos, BOLs) supported. - Drivers see messages in their portal under **Messages**. --- ## 29. Notifications Bell icon top-right. Triggered events: - New load assigned (driver). - Load status changed (dispatcher). - Payment received (admin). - Document uploaded (dispatcher). - DOT compliance expiration < 30 days (admin). - Payroll approved (driver). - DVIR defect reported (admin). Click the bell to see the list; click any item to jump to the related load/driver/page. --- ## 30. Announcements Platform-wide messages from TruckPayPro itself (maintenance windows, new features, billing changes) appear as a yellow banner at the top of the app. Read them, dismiss with the X, and they go away. --- ## 31. Integrations ### Motive (GPS / ELD) **Purpose:** Pull vehicles, drivers, and live GPS from Motive into TruckPayPro. #### Connecting 1. Go to **Settings → Integrations → Motive**. 2. Click **Connect with Motive**. 3. You're redirected to Motive's website — log in with your Motive credentials. 4. Approve TruckPayPro's read access. 5. You're returned to TruckPayPro with a green **"Motive connected!"** toast. #### Daily use - The card shows **Last sync** time, vehicle/driver/location counts. - Click **Sync Now** any time to refresh. - Synced vehicles appear in **Inventory → Motive GPS Fleet** with clickable Google-Maps coordinates and current speed. #### Disconnecting Go to **Settings → Integrations → Motive → Disconnect**. Past synced data stays; future syncs stop. ### QuickBooks Online #### Connecting 1. Go to **Settings → Integrations → QuickBooks**. 2. Click **Connect QuickBooks**. 3. Log in to Intuit, pick the company file, click **Connect**. 4. You're returned with **"QuickBooks connected!"**. #### What syncs - Customers (your brokers). - Invoices (created when loads hit `Completed`). - Expenses (every saved expense). Each invoice or expense row in TruckPayPro has a **Push to QBO** button to push that specific record manually. ### DAT If your Dispatcher Pro account has DAT credentials configured (under **Settings → Integrations → DAT**), live DAT loads appear in **Dispatch → External Loads → DAT Load Board**. Click any DAT load → **Save to Inbox** to bring it into TruckPayPro. --- ## 32. Reports **Purpose:** See the numbers behind your operation. ### Step-by-step 1. Go to **Reports**. 2. Choose a report: - **Revenue** — loads completed in a period, grouped by broker or driver. - **Driver Profitability** — per-driver revenue minus expenses + pay. - **Load Profitability** — per-load rate minus assigned expenses. - **Outstanding Invoices** — delivered loads not yet paid. - **Payroll History** — every locked payroll period. - **Expense Summary** — by category, vendor, or driver. 3. Set the **date range** at the top. 4. (Dispatcher Pro) pick **All Companies** or a specific child company. 5. (Optional) filter by **driver**, **broker**, or **status**. 6. Click **Run Report**. 7. To save: click **Export CSV** or **Export PDF**. ### Best practices - Run **Outstanding Invoices** every Monday — it's the fastest way to catch late-paying brokers. - Run **Driver Profitability** monthly — it reveals which drivers and lanes are actually making money. --- ## 33. Subscription & payment ### Viewing your plan 1. **Settings → Subscription**. 2. You'll see: - **Plan name** (Single Company or Dispatcher Pro) - **Monthly amount** - **Add-ons** (extra drivers, users, companies — itemized) - **Next billing date** - **Payment method** (last 4 digits of card) ### Pricing reference | Item | Monthly cost | |---|---| | Single Company | $64.99 | | Dispatcher Pro (Multi-Co) | $139.99 | | Extra Driver | $29.99 each | | Extra User | $8.99 each | | Extra Company (includes 1 driver) | $59.99 each | ### Upgrading 1. **Settings → Subscription → Change Plan**. 2. Pick the new plan. 3. Confirm the new monthly amount. 4. Click **Upgrade**. 5. Prorated charge appears on the next invoice. ### If payment fails 1. You'll see a red banner: **"Payment failed — update payment method"**. 2. Click the banner → **Update Payment Method**. 3. Enter new card details → **Save**. 4. The system re-runs the charge automatically within 30 minutes. 5. The banner clears once payment succeeds. > If payment continues to fail for 7 days, your account moves to **Read-Only** mode. No data is deleted; you can still log in and see everything but cannot create/edit. Update the payment method to restore full access. --- ## 34. Settings **Settings** has these sub-pages: - **Company Profile** (Section 4) - **Users** (Section 8) - **Drivers** (Section 9) - **Brokers** (Section 10) - **Companies** *(Dispatcher Pro only)* (Section 7) - **Subscription** (Section 33) - **Integrations** (Section 31) - **Notifications** — per-event toggles (email + push) - **Security** — change password, enable 2FA, view login history - **Audit Log** — read-only timeline of every user action --- ## 35. Daily workflow for dispatchers A practical morning-to-evening routine. ### Morning (08:00 – 09:30) 1. Open **Dashboard** — note any compliance / payment / driver alerts. 2. Open **Dispatch** — check the **Available** column. 3. For each Available load: assign a driver (Section 13). 4. Review every driver in **Assign**: confirm they have their BOL and appointment. 5. Check **Notifications** for overnight driver updates. 6. Pull new loads from **DAT Load Board** or paste from broker emails (Section 17). ### Midday (12:00 – 14:00) 1. Move loads **Pickup → In-Transit** as drivers confirm. 2. Respond to **Messages** from drivers. 3. Update **Notes** on loads with new info from brokers. ### Late afternoon (16:00 – 18:00) 1. Move loads **Delivery → Completed** as BOLs come in. 2. Upload any missing documents on completed loads. 3. Send rate confirmations to drivers for tomorrow's pickups. ### End of day (18:00 – 19:00) 1. Glance at the **Dashboard** — anything left to act on? 2. Read **Announcements**. 3. Close the tab. --- ## 36. Weekly workflow for admins / payroll ### Friday or Monday 1. **Reports → Outstanding Invoices** — call any brokers > 30 days late. 2. **Payroll → New Pay Period** — set the week's date range. 3. Confirm every load in the period is `Completed`. If any are stuck in `Delivery`, close them first. 4. Review the load list per driver. 5. Add deductions / reimbursements (Section 23). 6. Click **Calculate Payroll**. 7. Compare totals to last week — investigate big swings. 8. Click **Save & Lock Payroll**. 9. Distribute pay statements (drivers see them in their portal automatically). 10. Push relevant invoices/expenses to QuickBooks (Section 31) if you don't have nightly sync turned on. ### Monthly - **Reports → Driver Profitability** — review lane and driver performance. - **Reports → Expense Summary** — look for runaway categories. - **Settings → Subscription** — confirm next billing amount matches headcount. --- ## 37. Common issues & troubleshooting | Issue | Likely cause | Fix | |---|---|---| | Cannot log in | Wrong password / locked after 5 fails | Use **Forgot password?** to reset. If still locked, contact Support. | | Forgot password | — | Section 2. Reset link in email; check Spam if not in Inbox. | | Driver cannot see assigned load | Load is still in **Available** — not yet **Assign** | Dispatcher opens the load, clicks Assign Driver, saves. | | Load is in the wrong status | Someone clicked too fast | Open the load → Change Status → pick the correct column. | | Load imported with missing info | Parse couldn't read the original text | Open the imported row → click **Edit** → fill missing fields → Save. | | Duplicate load warning | A load with same broker + load number is already in your inbox | Either click the existing one or change the load number on the new one. | | Payroll total looks wrong | A load in the period is still `Delivery` (not yet `Completed`) | Close the load first, then recalculate. | | Broker missing from load | New broker that hasn't been saved | Open the load → Edit → start typing broker name → **Add new broker** when prompted. | | Child company not showing | Wrong company selected in the switcher | Click the company switcher at top, pick the right child company. | | Wrong company selected | Switcher was on a different child | See above — always check the switcher color/name before creating data. | | Payment issue | Card declined / expired | **Settings → Subscription → Update Payment Method**. Save. System re-runs the charge within 30 min. | | Document upload failed | File > 25 MB or unsupported format | Compress the image (most phones do this automatically) or convert PDF → JPG. Try again. | | DAT connection error | DAT credentials expired or DAT API down | **Settings → Integrations → DAT → Reconnect**. If still failing, wait 15 minutes (DAT outage). | | Motive connection error | Motive token expired or you revoked access in Motive | **Settings → Integrations → Motive → Connect with Motive** to re-authorize. | | QuickBooks not syncing | QBO session expired | **Settings → Integrations → QuickBooks → Reconnect**. Re-authorize in Intuit. | | Notification not received | Push permissions off or wrong email | **Settings → Notifications** — toggle email/push on. Also check your phone's notification permissions for the browser/PWA. | ### When all else fails Email **support@truckpaypro.com** with: - The page URL where the issue happened. - A screenshot. - The approximate time (so support can find it in the audit log). - What you expected vs. what you saw. --- ## Glossary - **Available** — load entered, not yet assigned. - **Assign** — driver picked, awaiting pickup. - **Pickup** — driver at/heading to shipper. - **In-Transit** — on the road. - **Delivery** — at/heading to consignee. - **Completed** — delivered, paperwork submitted. - **Canceled** — cancelled by broker or carrier. - **BOL** — Bill of Lading. - **POD** — Proof of Delivery. - **Inbox** — staging area for imported loads before they hit the Load Board. - **Parent (Dispatcher Pro)** — the master account paying the subscription. - **Child Company** — a trucking company managed under a Dispatcher Pro parent. - **DVIR** — Driver Vehicle Inspection Report. --- *End of TruckPayPro End-User SOP — v1.0*