Truck Dispatch Detention Time Tracking
Dispatcher AI - Updated August 2026
Detention is one of the easiest margin leaks to miss because the work happens while the truck is already trapped at a shipper or receiver. If dispatch does not capture time, terms and documents during the load, the carrier often loses the claim after delivery.
For owner-operators and small fleets, detention tracking should be part of the dispatch workflow, not a billing task discovered days later.
What to capture on every stop
| Field | What dispatch needs | Why it matters |
|---|---|---|
| Appointment window | Scheduled date, time zone, appointment number and facility instructions. | Proves whether the truck arrived inside the expected window. |
| Arrival and check-in | Gate arrival, dock check-in, contact name and timestamp evidence. | Starts the waiting-time record before memory becomes unreliable. |
| Loading or unloading start | When the facility actually began working the trailer. | Separates normal dock time from chargeable delay. |
| Check-out | Departure time, signed paperwork and final facility note. | Completes the detention window and supports invoicing. |
| Broker terms | Free time, hourly rate, approval process and required documents. | Prevents claims from being rejected for missing procedure. |
Detention workflow
- Verify terms before dispatch: use the rate confirmation to confirm free time, hourly rate and notification rules.
- Start the clock at arrival: record gate arrival and check-in as separate timestamps when possible.
- Notify before free time expires: message the broker with the truck status while there is still time to approve detention.
- Attach proof: keep screenshots, gate slips, BOL notes, emails and text confirmations with the load record.
- Close after departure: calculate the billable window immediately and mark the claim as pending, approved, rejected or invoiced.
Simple rule: detention is won during the load. If dispatch waits until invoice time, the evidence is usually incomplete.
Common mistakes
The most common mistake is tracking only arrival and departure. Many brokers need check-in proof, notification before a threshold, signed paperwork or a facility note. Another mistake is accepting vague rate confirmation terms, then trying to negotiate detention after the driver has already waited.
How AI dispatch helps
AI dispatch can watch appointment windows, remind the driver to capture check-in proof, alert the broker before free time expires and attach all evidence to the load. It can also flag rate confirmations where detention terms are missing before the carrier commits the truck.
Metrics to review
- Detention events per month: how often a truck waits beyond free time.
- Approved detention rate: claims approved versus claims submitted.
- Average unpaid waiting time: hours lost without compensation.
- Notification compliance: loads where dispatch contacted the broker before the cutoff.
Before booking, verify written terms with the truck dispatch rate confirmation checklist. To capture related charges, use the truck dispatch accessorial charges checklist. To measure wider admin delays, use truck dispatch KPI tracking. For the booking workflow, read the truck dispatch load board workflow. For the operating model, read the AI truck dispatching guide.