Active Loads
0
Open
0
Not delivered
Pending
0
No driver assigned
In Transit
0
Delivered
0
Load Board
Active Loads
0
Open
0
Not delivered
Pending
0
No driver assigned
In Transit
0
Delivered
0
All
Open
Pending
Dispatched
In Transit
Delivered
⚠ Needs Review
🗑 Cancelled
Pending
Dispatched
In Transit
Delivered
| Load # ↕ | P/U Date ↕ | Broker ↕ | Origin ↕ | Destination ↕ | Driver ↕ | Rate ↕ | RPM | Status ↕ |
|---|
Scan Rate Con
Upload Rate Confirmation
0 scans
~$0.00
📄
Drop Rate Cons Here
PDF or image (JPG, PNG) · Drop multiple at once · AI reads each one automatically
🔍 Reading document...
Build Load
Manual Entry
PICKUP
DELIVERY
Needs review
Handled
All
Inbox
Fuel
Unposted to QBO
0
Ready to sync
Weekly bill
—
Fuel check
—
last 7 days
Prices
—
Reference data · powers the driver app, not the ledger
Price change · compare and warn drivers
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Closed sites · kept out until they reopen
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Weekly fuel bill · audit and pay
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EFS · weekly statement
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Fuel check · did drivers fuel at the best stop
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Driver fuel routes
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Pricing - Fuel
Loading status…
Transaction Log
From
To
Sort by:
🔴 DEDUCT = deducted from driver/O-O settlement |
— SKIP = not deducted |
Co. Exp = company driver diesel/DEF, never deducted |
O/O rule: ALL transactions deducted by default
| Date | Card # | Unit | Driver | Location | Gal | $/Gal | Total | Type | Settlement | Debit Account | Credit Account | QBO Status |
|---|
📊 Fuel Audit Summary
| Driver | Type | Diesel | DEF | Cash Adv | Other | Total | Deducted | Company Exp | Unmatched |
|---|---|---|---|---|---|---|---|---|---|
| Import EFS file to see audit | |||||||||
Settlement Impact — Deductible Items by Driver
Updates as you toggle
| Driver | Type | Items to Deduct | Total Deduction | |
|---|---|---|---|---|
| Loading... | ||||
Settlements
Pending
0
Awaiting processing
Total Deductions
$0
This week
Net Pay Out
$0
This week
Settlement Register
Check loads to combine into one settlement
| Load # | Driver | Type | Date | Gross | Cash Adv | Deductions | Net Pay | Status |
|---|
Drivers
Company documents
Upload once and every driver sees it in Truck Papers. Driver app guide, ELD manual and so on.
| Name | Type | CDL # | CDL Exp | Med Card Exp | EFS Card | Pay % | CPM (¢) | W-9 | Active Load | Status |
|---|
💡 Edit % and CPM directly in the table above. When you select a driver in the Pay Calculator, their rates load automatically. O/Os have no CPM — % only.
Trucks
Fleet Insurance Policy
| Unit ↕ | Year / Make ↕ | VIN | Equip Type | Ownership ↕ | Owner / Company | Driver | Status ↕ | Reg Exp | Insp Exp |
|---|
Trailers
| Trailer # | Year / Make | VIN | Type | Plate | Reg Exp | Annual Insp Exp | Insurance Exp | Assigned To | Status |
|---|
Company Admin
Company Information
Driver cash advance fee
Whichever is greater of the percent and the minimum, on the cash only, then capped at the maximum if you set one. . Changing these affects new advances only. The driver also pays Pilot's own fee, which comes from the weekly bill.
Contact & Address
Banking & Payments
🔒 Admin only — used for remit-to information on invoices and settlements.
Company Logo
No logo uploaded
🖼
Drop logo here or click to browse
PNG, JPG · Transparent PNG recommended
Print & Document Settings
System Settings
Cost per mile and insurance
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Overhead and office staff
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Running costs
📥 Inbox sources
One rule per sender
Emails forwarded to LoadPilot are matched to a rule by sender. Switch a rule off and email from that sender is ignored. Each rule only takes its own file type, so other attachments in the same email are skipped. Email from an address with no rule always waits in the Inbox for review. Changes save as soon as you make them.
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💾 Data Backup & Restore
Protect your load data
Export regularly — especially before clearing browser data
🛡️ Data Safety
History, exports and number check
Keep change history in the app for
Older history is saved to a compressed archive before it is cleared, so nothing is lost and you can still download it. Loads, settlements, invoices and all other records are never removed. The minimum is 12 months.
Download change history
Who changed what, and when, with the before and after of each change. Includes archived history. Saved as one file.
Nightly exports
A full copy of your company's data, saved automatically each night and kept 14 days. Passwords, 2FA secrets and QuickBooks connections are never included. This sits beside Supabase's own backups; download one now and then to keep a copy somewhere else.
| Saved | Loads | Settlements | Invoices | Size |
|---|
Takes a few seconds
👤 User Management
| Name | Username | Role | Status | 2FA | Last sign-in | From |
|---|
🕑 Sign-in Activity
| When | User | Result | Details | IP address | Location | Browser · device |
|---|---|---|---|---|---|---|
| Loading… | ||||||
Kept for 90 days, then older entries are removed. Showing the newest 200 per view. Location is a rough guess from the IP address.
🔒 Change My Password
🛡️ Role permissions
● Unsaved changes
Click a box to step through None → View → Edit, then Save. Admin is locked so you can never lock yourself out. The server enforces this on every request, not only in the menus.
Compliance Center
🔴 Expired / Critical
0
Immediate action required
🟡 Expiring Within 30 Days
0
Action needed soon
🟢 Current
0
All good
All Expiration Dates
| Category ↕ | Name / Unit ↕ | Document ↕ | Expiration ↕ | Days Left ↕ | Status |
|---|
QBO Account Mapping
📘 Each transaction type requires a Debit and Credit account — standard double-entry bookkeeping. Match these exactly to your QuickBooks chart of accounts.
📋 Income — Invoices to Brokers
| Transaction | Account Name | Notes | |
|---|---|---|---|
| Freight Invoice Load delivered, broker billed |
DR | Asset — money owed to you |
Increases A/R when invoice is created |
| CR | Income — revenue earned |
Recognizes revenue on income statement | |
| FSC Invoice Fuel surcharge billed to broker |
DR | Increases A/R | |
| CR | FSC income line item | ||
| Detention Invoice Detention billed to broker |
DR | Increases A/R | |
| CR | Accessorial income line | ||
| Payment Received Broker pays invoice |
DR | Asset — cash received |
Cash hits your bank account |
| CR | Clears the A/R balance |
Reduces A/R when paid |
⛽ Fuel Expenses — EFS / Fleet One
| Transaction | Account Name | Notes | |
|---|---|---|---|
| Company Driver Fuel EFS diesel — company truck |
DR | Expense — company cost |
Hits expense account directly |
| CR | AP — owed to fuel card provider |
Creates payable to EFS/Fleet One | |
| O/O Fuel Advance EFS fuel — owner operator |
DR | Expense — contractor cost |
Separate from company driver fuel |
| CR | Same EFS payable account | ||
| Tolls (iPass/EZPass) Transponder charge — O/O truck |
DR | Single account for all tolls | |
| CR | Payable to iPass/EZPass |
💵 Driver & O/O Pay — Settlements
| Transaction | Account Name | Notes | |
|---|---|---|---|
| Company Driver Pay Wages — W2 employee |
DR | Expense |
Wage expense hits P&L |
| CR | Asset — cash paid out |
Cash leaves checking when paid | |
| O/O Settlement Pay 1099 contractor payment |
DR | Expense |
Goes to 1099 expense bucket |
| CR | Cash paid out to O/O | ||
| Cash Advance Recovery EFS advance deducted from settlement |
DR | Clears EFS payable |
Reduces the EFS amount owed |
| CR | Clears the advance asset |
Recovers the advance on settlement |
🛡️ Deductions — Insurance & Fees
| Transaction | Account Name | Notes | |
|---|---|---|---|
| Dispatch Commission Your fee on O/O loads |
DR | Part of master contractor expense | |
| CR | Contractor Expense | Fixed — commission is taken off contractor expense on the settlement | |
| Occ. Accident Ins. Deducted from O/O settlement |
DR | Expense when deducted | |
| CR | Reduces O/O net pay |
Nets against O/O settlement payment | |
| Physical Damage Ins. Deducted from O/O settlement |
DR | Same insurance expense account | |
| CR | Reduces O/O net pay | ||
| Escrow / Reserve Holdback from O/O settlement |
DR | Reduces O/O settlement outflow | |
| CR | Liability — owed back to driver |
Sits on balance sheet until returned | |
| ELD / Samsara Lease Weekly O/O deduction |
DR | Technology expense | |
| CR | Reduces O/O net pay | ||
| Trailer Lease Weekly O/O deduction |
DR | Equipment rental expense | |
| CR | Reduces O/O net pay | ||
| Lumper Fee Paid via EFS / comcheck |
DR | Operating expense | |
| CR | Charged to EFS card | ||
| Relay Lumper & Fee Lumper and fee rows on the Relay report |
DR | Must exist in QBO before Jan 1 | |
| CR | Relay cash deposit account | ||
| Cash Advance / Comcheck / TCH Driver cash advances via EFS |
DR | Company driver advances |
Asset — recovered in settlement |
| DR | O/O advances |
Separate asset — O/O advances | |
| CR | Charged to EFS card | ||
| Scale Ticket Weigh station charges |
DR | Operating expense | |
| CR | Charged to EFS card | ||
| Miscellaneous / Other All other EFS transactions |
DR | Operating expense | |
| CR | Charged to EFS card |
⚙️ General QBO Settings
Deductions/Credits Library
Define your standard deductions and credits here. When adding deductions to a driver or truck, pick from this list — amounts and GL accounts pre-fill automatically.
Deductions
0 items
| Name | Default Amount | Frequency | Applies To | CR Account | Active | |
|---|---|---|---|---|---|---|
| No deductions in library | ||||||
Credits
0 items
| Name | Default Amount | Frequency | Applies To | DR Account | Taxable | Active | |
|---|---|---|---|---|---|---|---|
| No credits in library | |||||||
Chart of Accounts
📒 These accounts are used across all DR/CR dropdowns in the app — fuel transactions, settlements, deductions, and credits. Add your QuickBooks account names here once and they'll appear everywhere automatically.
| Account Name | Type | Sub-type | Description | Used In |
|---|
BOLs & Documents
📱 Drivers can upload BOLs, PODs, and lumper receipts from their phone via the driver portal link. Documents are auto-attached to the load by load number.
Upload Document
📎
Drop Document Here or Click to Browse
PDF, JPG, PNG · Max 25MB · Drivers can also upload via driver portal link
Driver portal: /driver
Document Library
| Load # | Document Type | File Name | Uploaded By | Date | Size |
|---|
New journal entry
For anything that has no screen of its own. It goes to the Sync Queue first, like every other entry, and nothing reaches QuickBooks until you push it from there.
Account
Debit
Credit
The button stays off until debits equal credits. QuickBooks must have each account under exactly the name you type.
Quick start
Fill the form from a saved pattern.
Recent manual entries
Pushed entries show in History with the type Manual Entry.
Address Book
15 contacts
| Type | Name | MC # / Contact | City, State | Phone | Notes |
|---|
ProTransport Data Import
CSV / Excel exports from ProTransport (RTS)
⚠️ Before you start: Export all data from ProTransport first. Go to Reports → Export in ProTransport and download Loads, Drivers, Customers, and Settlements as CSV. Keep ProTransport read-only access for 60 days after switching.
📦 Loads
👤 Drivers
🗂️ Contacts / Brokers
🧾 Settlements
Step 1 — Upload CSV
📦
Drop ProTransport Loads Export
CSV or Excel · Exported from ProTransport Reports → Load History
OR PASTE CSV DATA DIRECTLY
ProTransport → LoadPilot Field Guide
| ProTransport Column | Maps To |
|---|---|
| Load Number / Trip # | Load # |
| Customer / Broker Name | Broker |
| Origin City | Origin |
| Destination City | Destination |
| Total Miles | Miles |
| Rate / Revenue | Rate ($) |
| Driver Name | Driver |
| Unit / Truck # | Truck # |
| Pickup Date | Pickup Date |
| Delivery Date | Delivery Date |
| Equipment Type | Equipment |
| Status | Status |
Import History
| Date | Type | File | Records | Status | Errors |
|---|---|---|---|---|---|
| No imports yet | |||||
Invoices / Accounts Receivable
Overdue
$0
0 invoices past due
Unpaid / Outstanding
$0
0 invoices open
Collected (Month)
$0
0 invoices paid
A delivered load is drafted here once its POD is on file. Review opens the audit; Approve creates the invoice and puts it in the QuickBooks queue; then Send. Nothing is sent until you click Send.
| Load # | Broker | Order # | Amount | Delivered | Sends to | Packet | Status |
|---|
Invoice Register
| Invoice # | Load | Broker / Customer | Order # | Amount | Issued | Due | Status |
|---|
AR Aging
Total Open AR
$0
0 invoices
0–30 Days
$0
0 invoices
31–60 Days
$0
0 invoices
61–90 Days
$0
0 invoices
90+ Days
$0
0 invoices
All Open
0–30 Days
31–60 Days
61–90 Days
90+ Days
Paid
| Invoice # ↕ | Load # | Broker ↕ | Amount ↕ | Invoice Date ↕ | Days Out ↕ | Bucket | Status | Pay Method | Ref # |
|---|
P&L per Load
Auto-calculated from loads + fuel + pay
Total Revenue
$0
0 loads
Fuel Cost
$0
EFS import
Driver Pay
$0
Company + O/O
Net Margin
$0
0% avg margin
Load-Level P&L Breakdown
| Load # | Broker | Type | Miles | Revenue | Fuel | Driver Pay | Net | Margin |
|---|
Management
Weeks run Sunday to Saturday · counted by delivery date
QuickBooks Online Sync
QuickBooks Online Connection
⚠️ Not connected to QuickBooks Online. Click Connect to authorize via OAuth.
Uses OAuth 2.0 — your QBO credentials are never stored in LoadPilot.
Field Mapping
LOADS → INVOICES
Load Rate → Invoice Amount
Broker → Customer
Load # → Memo / Ref
Delivery Date → Invoice Date
Net 14 → Payment Terms
Broker → Customer
Load # → Memo / Ref
Delivery Date → Invoice Date
Net 14 → Payment Terms
FUEL → EXPENSES
EFS Total → Expense Amount
Truck Stop → Vendor
Date → Transaction Date
Load # → Class/Job
Account: Fuel & Oil
Truck Stop → Vendor
Date → Transaction Date
Load # → Class/Job
Account: Fuel & Oil
DRIVER PAY → BILLS
Settlement → Bill
Driver Name → Vendor
Pay Period → Bill Date
Net Pay → Amount Due
Account: Driver Wages
Driver Name → Vendor
Pay Period → Bill Date
Net Pay → Amount Due
Account: Driver Wages
Sync Queue
0 pending
| Type | Ref # | Description | Amount | Status | ||
|---|---|---|---|---|---|---|
| Connect to QuickBooks to load sync queue | ||||||