Active Loads
0
0 in-transit · 0 pending
Week Revenue
$0
from active loads
To Be Invoiced
0
delivered · pending billing
Drivers Active
0
of ${Object.keys(driverData).length} total
Available Trucks
0
ready to dispatch
COMPLIANCE
Loading...
Active Loads
| Load # | Origin → Dest | Driver | Rate | Status |
|---|
📋 To Be Invoiced
| Load # | Broker | Order # | Rate |
|---|
Recent EFS Transactions
| Date | Driver | Location | Gallons | Total |
|---|
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
Pending
Dispatched
In Transit
Delivered
| Load # ↕ | P/U Date ↕ | Broker ↕ | Origin ↕ | Destination ↕ | Driver ↕ | Rate ↕ | RPM | Status ↕ |
|---|
Rate Con OCR
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
Fuel — EFS / Fleet One
Week Fuel Spend
$0
0 transactions
Avg Price / Gal
—
DEF excluded
Diesel Gallons
0
This week
Unposted to QBO
0
Ready to sync
Import EFS / Fleet One File
📋 Export a CSV or XLS from your EFS/Fleet One portal and upload below. Transactions auto-map to driver by card #, fuel type, and load. Debit/credit accounts pull from your QBO mapping and can be adjusted per transaction.
⬆ Click to upload EFS Transaction Report (.xlsx · .xls)
✓ Auto-maps driver by card #
✓ DR/CR from QBO mapping
✓ Company vs O/O fuel split
✓ DEF flagged separately
✓ Links to active load
Import Relay / PFJ File
📋 Export a Transaction Report from your Relay/PFJ portal and upload below. Supports both CSV and PDF formats. Includes diesel, DEF, and cash advances.
⬆ Click to upload Relay Transaction Report (.csv or .pdf)
✓ Auto-maps driver by name or unit #
✓ Company vs O/O fuel split
✓ Shows gross & net PPG
✓ Cash advances included
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
| 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 |
|---|
🚛
Select a truck to view load matches
Load Search
PICKUP ORIGIN
DESTINATION — city+state, state codes, or blank for all
FILTERS
ResultsEnter search criteria above
🔍
Enter an origin and click Search Loads
Trucks
🚚
Select a truck to edit its settings
Company Admin
Company Information
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
💾 Data Backup & Restore
Protect your load data
Export regularly — especially before clearing browser data
👤 User Management
| Name | Username | Role | Status | 2FA |
|---|
🔒 Change My Password
Compliance Center
🔴 Expired / Critical
0
Immediate action required
🟡 Expiring Within 30 Days
0
Action needed soon
🟢 Current
0
All good
Email Alert Settings
📧 Alerts are sent to the email addresses below when any expiration is approaching. In production these fire automatically via Firebase + SendGrid each morning.
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.
.qbo-section { margin-bottom:20px; }
.qbo-section-title {
font-family:var(--mono); font-size:9px; letter-spacing:2px; text-transform:uppercase;
color:var(--muted); margin-bottom:10px; display:flex; align-items:center; gap:8px;
}
.qbo-table { width:100%; border-collapse:collapse; }
.qbo-table th {
text-align:left; padding:8px 12px; font-family:var(--mono); font-size:9px;
letter-spacing:2px; text-transform:uppercase; color:var(--muted);
border-bottom:1px solid var(--border); background:var(--bg);
}
.qbo-table td { padding:8px 10px; border-bottom:1px solid var(--border); font-size:13px; vertical-align:middle; }
.qbo-table tr:last-child td { border-bottom:none; }
.qbo-table input { background:var(--bg); border:1px solid var(--border2); border-radius:5px; padding:5px 9px; color:var(--text); font-size:12px; width:100%; font-family:var(--sans); }
.qbo-table input:focus { border-color:var(--accent); outline:none; }
.dc-badge-dr { display:inline-block; padding:1px 7px; border-radius:3px; font-family:var(--mono); font-size:9px; font-weight:700; letter-spacing:1px; background:rgba(58,143,255,0.15); color:var(--blue); border:1px solid rgba(58,143,255,0.3); }
.dc-badge-cr { display:inline-block; padding:1px 7px; border-radius:3px; font-family:var(--mono); font-size:9px; font-weight:700; letter-spacing:1px; background:rgba(0,200,122,0.12); color:var(--green); border:1px solid rgba(0,200,122,0.3); }
.qbo-note { font-size:10px; color:var(--muted); margin-top:3px; font-family:var(--mono); }
📋 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 | Your dispatch fee income | ||
| 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 | ||
| 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
Deduction 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 | CR Account | 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: https://loadpilot.bristolmotor.net/driver-upload
Document Library
| Load # | Document Type | File Name | Uploaded By | Date | Size |
|---|
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
📋 Ready to Invoice
0 loads
| Load # | Broker | Order # | Origin → Dest | Rate | Delivered |
|---|
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 | Other | Net | Margin |
|---|
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 | ||||||