Truck Dispatch Accessorial Charges Checklist
Dispatcher AI - Updated August 2026
Accessorial charges protect the carrier when a load creates work or waiting time outside the base linehaul rate. The problem is not usually the charge itself. The problem is that dispatch notices it too late, misses broker approval, or cannot attach proof when billing.
For owner-operators and small fleets, accessorial tracking should start before booking and stay visible until the invoice is closed.
Common accessorials to track
| Charge | When it appears | Proof to keep |
|---|---|---|
| Detention | Truck waits beyond free time at pickup or delivery. | Appointment, arrival, check-in, check-out and broker notice timestamps. |
| Layover | Delay pushes the truck into the next day or blocks the next load. | Broker approval, facility note, revised schedule and driver availability impact. |
| TONU | Truck Ordered Not Used after dispatching to the pickup. | Rate confirmation, dispatch timestamp, cancellation message and mileage driven. |
| Lumper fee | Receiver requires paid unloading service. | Receipt, facility name, broker approval and final amount. |
| Driver assist | Driver must load, unload, count, restack or handle freight. | Written request, facility confirmation, photos if useful and agreed charge. |
| Stop-off | Load adds extra pickup or delivery locations. | Updated route, rate confirmation terms and signed paperwork per stop. |
Checklist before booking
- Confirm written terms: check detention free time, layover rate, TONU terms, lumper process and stop-off pay.
- Clarify approval rules: know whether the broker requires email approval, portal entry, timestamped photos or facility signatures.
- Save the rate confirmation: keep the final signed version, not only the broker email thread.
- Set reminders: create checkpoints before free time expires and before the driver leaves the facility.
Checklist during the load
- Capture the event immediately: record the issue while the driver is still on site.
- Notify the broker early: send accessorial notice before the cutoff written in the rate confirmation.
- Attach proof to the load: receipts, BOL notes, emails, text approvals and timestamps should live with the dispatch record.
- Mark billing status: pending approval, approved, rejected, invoiced or paid.
Operational rule: every accessorial needs three things: a trigger, written approval or terms, and proof attached before invoice time.
How AI dispatch helps
AI dispatch can read rate confirmation terms, remind dispatch when a cutoff is approaching, prompt the driver for proof, and keep the accessorial status tied to the load. That turns accessorials from memory-based follow-up into a repeatable dispatch workflow.
For waiting time specifically, use truck dispatch detention time tracking. Before signing terms, use the truck dispatch rate confirmation checklist. For fuel margin, use truck dispatch fuel surcharge calculation. For lumper reimbursement proof, use the truck dispatch lumper fee receipt checklist. After delivery, close the file with the truck dispatch proof of delivery checklist. To monitor the bigger picture, review truck dispatch KPI tracking. For the operating model, read the AI truck dispatching guide.