Tag Archive: dispatch

1. Trucking Accounts Receivable: Avoiding Missed Invoices

   March 24, 2025 10:46 pm Leave a Comment

   In this month’s issue of Q7 Tips & Tricks, we put together a few of our favorite trucking accounts receivable tools that make sure your freight billing department never lets a load fall through the cracks.
   

   Watch the YouTube video >>

    

   What Are Trucking Accounts Receivable Flags?

   Set flags throughout a load’s lifespan to streamline invoicing. If you’re billing dozens (maybe hundreds) of loads at a time as batch invoices or Q7 Freight Settlement invoices, you need to know you’re billing loads that are ready to go. When you invoice loads that aren’t rated correctly or don’t have the right paperwork, you spend valuable time making corrections.

   In a live dispatch environment, most trucking companies bill loads only after delivery. In freight billing software like Q7, this means that the load status is “Complete”. This is done by dispatchers or remotely via an ELD integration or the Q7 Drivers mobile app.

   If you assign drivers to loads after delivery, we suggest using Pay Only Trips. The status is already set to “Complete”, but you can still assign a driver, calculate pay, and get a Trip P&L.

   

   The next commonly used billing flag is the POD status. This flag is a visual indicator that load supporting documents are back at the home office. With Document Management, paperwork can be scanned, imported, or remotely transferred and attached to the load. In addition, the POD flag can be set remotely by an ELD or Q7 Drivers mobile integration.

   

   Use these flags to optimize your trucking accounts receivable process. Hide loads that don’t have a “Complete” status or the POD flag.

   However, what happens when an inevitable human error occurs and one or more flags is missed? Let’s cover several tips that you and your team can use to make sure loads never fall through the cracks.

    

   1. Use Orders Management List

   This is one of our favorite tools for trucking accounts receivable auditing. While it may not be a true report, this is a tool that should be in every billing user’s toolbox. The Orders main list has several helpful fields for every type of user. In the case of freight billing, take advantage of the billing flags that are visible right in the main list.

   If you are a billing user, drag and drop the Posted, POD, and Hold columns where you can see them at all times. Use the date controls to narrow down your results. For example, if loads booked 2 months ago should be billed by now, narrow down your list to only those loads. Now all you need to do is a quick visual scan.

   Q7 PRO TIP

   Use the Action menu to generate an invoice, post or unpost a load, and/or set or disable the POD flag. Using this tip saves you clicks and time.

   

    

   2. Use Invoicing Tools to Check for Unposted Loads

   Because you are using the invoicing or Freight Settlement tools anyway, it stands to reason that you can take advantage of them. Periodically remove the freight billing flag filters and skim the results. While it’s true you may see in-progress loads that aren’t due for billing, you may get useful insights. For example, if you sort the unposted loads by booking date, you could find older loads that should be invoiced by now.

   

    

   3. Use a Report to Identify Unbilled Loads

   Last but not least, the heavy hitter of auditing unbilled loads is a dedicated report. Using a report to do this task is quick and clean. Furthermore, you can quickly analyze your unbilled loads in multiple ways.

   This report includes all of the key billing flags. In addition, use dates as a visual cue to determine if a load should be billed. When you run the report, try analyzing data in multiple ways. For example, confirm that loads that have a “Complete” status and the “POD” flag is set are invoiced. A load that is invoiced will not appear on the report. Next, remove the requirement for a “Complete” and “POD” status. Are the loads that appear supposed to be billed?

   This is where you can catch mistakes that may have occurred throughout the course of the load. For example, someone may have scanned documents for the load, but they forgot to set the “POD” status.

   

    

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   Staying on top of trucking invoicing doesn’t have to be a headache. With the right trucking accounts receivable software, you can track every load, streamline paperwork, and get paid faster. Frontline Q7 makes it easy to keep your billing organized so nothing slips through the cracks. Reach out to us for a free demonstration.

2. Frontline Q7 Support Desk Favorite Tips

   January 24, 2022 9:43 pm Leave a Comment

   No day is ever the same working for Frontline Software Technology, Inc. As a family owned and operated bootstrapped business, we are fortunate to dabble in all of the arts surrounding the trucking and software industries. On Monday, you might be working with database technology. On Tuesday, you are diving into a trucking accounting scenario for a carrier. And then on Wednesday, you are working with the programming department to develop new features that will help the carriers that use Q7. Each day, our support desk responds to a variety of different questions from our carriers (within 15 minutes or less!). This month, we wanted to bring you just a handful of the Frontline Q7 support desk favorite tips from these calls or emails.

   — Updated 04/21/2025 —

    

   1. Main Menu Quick Access & Other Keyboard Shortcuts

   Q7 is a powerful desktop application that runs on the power of your computer or a server, even if you are subscribed to the Cloud service. As a result, you have the ability to open several programs at once. The benefit? You are able to scan your Orders on one half of your monitor and work in dispatch on the other. Or, keep watch on your live reporting tool as you make important accounting entries.

   If you are anything like us, this freedom can sometimes mean your Q7 Main Menu becomes hidden behind other programs. Instead of closing everything and potentially losing your place, just hit F4 to bring the Main Menu to the front. This is our #1 Frontline Q7 support desk favorite tips because of its ability to save you time and clicks.

   All of your open programs are listed in the bottom pane of the Main Menu. Double click on one to pull that program back into view, or use Tab+Enter to pull one of your open programs forward again.

   Because you are not limited to a single shape, you have the flexibility to size and position all Q7 programs the way you want them.

    

   

   Orders, Purchases, and other Finder lists are a great resource. If you are working in an Order or other transaction and need to dig in a little more, don’t waste valuable time on bringing your mouse over. Instead, use F3 on your keyboard to bring the Finder forward, refresh it, and find your cursor in the powerful smart search. After you’ve looked up the next record, just hit Enter to open it.

    

   

   Use your keyboard to take action within the data of a window with smart search. For example, use Enter to clear transactions during reconciliation or apply payment on a customer invoice.

   Click Here For a Clip >>

   BONUS: There are dozens of useful keyboard shortcuts. Find a glossary of hotkeys in the Knowledge Base!

    

   2. View or Add Paperwork During Invoicing

   The normal workflow routine allows for several opportunities to attach paperwork to loads. Certain integrations also allow drivers to remotely attach paperwork. Whether you forgot to do it in-house or you simply want to examine supporting paperwork before billing, you can do that right in the Invoicing window.

   

    

   3. Use Jump-To Links to Move Around

   Q7 is rated consistently as the best trucking accounting software. As a result, we set higher bars for ourselves as the industry evolves. One reason Q7 is so easy to use is the ability to quickly jump from one area to another. Furthermore, this ability extends to all departments – not just accounting.

   Q7 takes advantage of powerful database technology. As a result, it is not incapable of behaving like a website. All Q7 reports include (or can include) links that let you open a record. This includes everything from journal entries to loads to driver pay calculations or settlements.

    

   

   In addition to links found in reports, every record that posts dollar amounts includes a transaction history window. Within this window, you will find the transactions that are linked. For example, on a customer invoice, you will find the payment(s) against it. Double click on the linked transactions to open them.

   NOTE: We take user security seriously. Reach out to the Frontline support desk if you want to learn more about enhancing security. For example, you may want a dispatcher to have access to loads, but not the register that stores the payments against them.

    

   

   Now let’s say you are looking at the customer’s payment. Want to get back to the invoice? The payment is linked to the invoice, so you can simply double click on the invoice!

    

   4. Power of the Dispatch Board Right-Click

   Right-clicking on a Trip row in the Dispatch Board provides you with a robust list of actions, settings, and options. In addition to truckload dispatch tools, find quick access options such as:

   • Jump into driver pay calculations.
   • Access dispatch scenarios using Segment+.
   • Color code drivers or equipment.
   • Check out mobile communication logs.
   • Email, print, or text the load confirmation.
   • Re-position a resource.

   

   See the Dispatch Board Hidden Gems and Dispatch Board Hidden Gems II for more tips related to the board!

    

   5. Quick Set Up for Quick Set Up

   Setting up a new customer, driver, location, or equipment can sometimes mean unknowns. If you are not finding what you need in a drop down list, just click the quick access button. Set up what you need on the fly to save time. As a result, you don’t need to go to a different Setup list.

    

   

    

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   The Frontline Q7 support desk holds itself to high standards. As a trucking software company in business since 1992, we know that carriers don’t want to waste time fiddling with their software, or their software support. That’s why our policy is an ultra fast turnaround time with solutions you can rely on. We aren’t shy either! If we find an opportunity to share a tip with you that will make your lives easier, we will. To learn more about Frontline Q7 trucking software, reach out for a demo today.

3. Q7 Tips & Tricks – Trucking Dispatch Hidden Gems Part 2

   November 22, 2021 6:58 pm Leave a Comment

   Mastering dispatch in enterprise trucking dispatch and accounting software can be a learning curve. The hard work pays off when you have more features and more time at your disposal for taking care of the important things. If you missed it, you can check out Part 1 of the trucking dispatch hidden gems here. In this topic, we’ll cover a few more tips that you might not know about that can skyrocket your mastery of the integrated Q7 trucking dispatch board.

    

   Use the Trucking Dispatch Board Filter Tool

   Frontline’s modern search bar lookup means searching for something specific in a large amount of data is a breeze. Regardless of the pre-programmed or free form Trip sorts that you have set, you can look up an active or available load by any value and return one or more loads that match the criteria. Check out the Q7 Knowledge Base for tips on using exact matches, compound searches, and how to save your searches.

   Click Here For a Clip >>

   If you are optimizing loads or active routes, sometimes the search bar isn’t enough. When you need to dig deep with compound searches, that’s where the filter tool comes in. Use one or more fields, apply date ranges, and more. Find the filter tool at the top of each section of the Dispatch Board. You can add to it just by opening it again, or clear it by clicking the tool with the middle button of your mouse.

    

   Run Dispatch Reports

   Are you a paper person? Or maybe you’d like to produce a report for another staff member. For example, you might have loads stacked up in advance for your drivers and equipment. At the end of the day, you need to generate a dispatch report that tells everyone which assigned loads are delivering the next day. Or, you may want to generate a report of all of the loads being held at your warehouse and when they are scheduled to be delivered.

   While there are several dedicated dispatch reports in the Reporting program of Q7, using the trucking Dispatch Board to generate reports is ideal since you can visualize the information you need right in front of you.

   In either the active routes pane or the available loads pane, use the search bar or filter to narrow down your desired results. Click the Reports button and fine tune what you want to be included.

   

   Worried about seeing too much history? No problem! Just open your current days back setting and adjust it before running your report.

    

   View a Google Map of Dispatch Routes

   Frontline Q7 trucking dispatch software integrates with most ELD providers, which means you already have a bird’s eye view. In addition to ELD integrations, the Q7 Maps module loads your Dispatch Board into a map, giving you full visibility.

   Even though Google does not have dedicated truck routes yet, you might want to use a map in a pinch.

   Use keyboard shortcuts, or open the Google Mapping tool manually to generate a quick map.

   If you’re interested, this map can be added as a thumbnail to printed or emailed load confirmations that are given to the driver. As an alternative, the standalone map can be emailed to the driver.

   

   If ELD units are integrated, the Google Map includes a short history of GPS coordinates along with the most recent coordinates of the resource along the route.

   

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   Are you getting the most out your trucking dispatch board? With Frontline Q7 integrated trucking accounting software, practical features are everywhere. Reach out to us to learn more about dispatching in Q7!

4. Q7 Tips & Tricks – Trucking Dispatch Hidden Gems

   May 20, 2020 6:05 pm Leave a Comment

   If you’ve been using Frontline’s Q7 Dispatch Board, you’re already ahead of the game. But even the best tools have some hidden gems that can make your day to day operations a little bit smoother. In this Q7 Tips post, we’re sharing a few techniques that can save you time, reduce mistakes, and streamline your entire trucking dispatch process. Whether you’re a seasoned pro or just getting started, these tips will help you unlock the full potential of the trucking Dispatch Board.

   If you like these tips, check out part 2 of this series here.

    

   Color Coding Trucking Dispatch Resources

   The Dispatch Board is like the command center for your operations, and it’s possible for details to get lost in the mix. That’s where color coding can come to the rescue. By assigning colors to your drivers, tractors, trailers, or carriers, you can instantly spot them like flash cards. If making your trucking software unique by giving it your own themes and colors interests you, check out our Tips on Q7 System Colors.

   While there are already many options for categorizing resources on the Dispatch Board, such as terminals or equipment classes, color coding can help for several other reasons.

   You can assign a color to a resource by right-clicking on any of their Trips on the Dispatch Board.

   

   Here’s the fun part: Pick from a variety of colors or use the custom color wheel to create your own. Some of our users like to set the same color on all resources to make the resource column stand out and give the Dispatch Board some extra pizazz. We like using this style here at Frontline because it gives everything a nice, clear look.

   

   Some of the Q7 trucking dispatch users have reasons to assign unique colors to individual resources or groups of resources. For example, they may not be using the terminal, equipment class, or assigned dispatcher features to filter resources, and they prefer to color code drivers based on the dispatcher who is responsible for them. Regardless of the reason, coloring each driver a unique color still provides an added productivity boost.

   

   Assigning a color to a resource doesn’t have to be done from the Dispatch Board. If the compliance or billing department is setting up a new resource, the color can be set at any time from the Setup list. This gives everyone multiple access points.

   

    

   Use the Preview Pane

   When you’re working on the Dispatch Board, get a quick glimpse of Trips by using the preview pane. This pane is optional, so it can be opened and closed whenever you need to use it. Furthermore, it’s interactive! You can take care of several tasks in this pane including:

   • Review stop, resource, or load pay details.
   • Manually update arrival and departure dates and times.
   • Manually send 214 EDI updates.
   • Re-position resources if Trips are out of sync with reality.
   • Open current GPS details.
   • Open mobile communication history.

   Look for the thick bar on the right of your Dispatch Board. Click on it to drag it left or right, showing or hiding the preview pane. The pane displays information for the Trip you have highlighted on the left. Review information, and even confirm and edit Stop arrival and departure dates and times.

   Click Here for a Clip >>

    

   Live Trucking Dispatch Notes

   These notes are intended for internal use for dispatchers, rather than messaging the driver. Use ELD, driver app, or load text or email communication for that. Optimizing dispatch routes using driver and availability features has its own place on the Dispatch Board, along with an up to date view of where your resources are.

   These notes allow you to create comments, reminders, or feedback internally without interfering with other features on the trucking Dispatch Board that you are using. Use these notes sparingly and only for the most important and up front information, if possible.

   To get to the notes, right-click on a Trip and open the View Notes option. When a dispatch note exists for a resource, all dispatchers will see it flagged on their board.

   

    

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   Organization and making things easy on our users is what we’re all about. Many of the features we add to the Dispatch Board are requests from existing Frontline Q7 users. When something makes their lives simpler, we listen. If you’d like to master your trucking dispatch operations, reach out to us today for a free demonstration.