Using the Electronic Load & Rate Confirmation System

Negotiating and confirming agreements with your carriers is a crucial part of every broker’s workflow, and as with many other potentially time-consuming tasks, Tailwind is designed to make Load Confirmations faster and easier. While you always have the option of printing or emailing your Load Confirmation document manually, Tailwind also allows you to manage the confirmation process automatically, using our Electronic Load & Rate Confirmation system.

Sending Out a Load Confirmation

To start the Load Confirmation process, simply navigate to the Dispatch you want to confirm, or create the Dispatch if you have not yet done so. Once there, click on the ‘Send Load Confirmation’ button at the top of the record.

This will bring up an email dialog. The email used will be the email of the default Contact for the Carrier who has been assigned to the Dispatch, but you can change to a different email target if necessary. You can also add to or modify the body of the email that will accompany the Load Acceptance link. The email will always include a link to the Load Confirmation itself.

Once you have made any necessary changes, click ‘Email’ to send out the confirmation email.

What the Carrier Will Receive

The Carrier will receive an email that includes a link to an external Load Confirmation page. Clicking on that link will bring them to the page in question, which provides most of the details of the Dispatch and includes a button they can use to ‘Accept’ the load.

This page will not include the exact address(es) of the Shipments in question, in order to protect against load sniping by a potential Carrier. However, once the Carrier accepts, they will be emailed a copy of the full Load Confirmation document, which includes the full pickup and delivery addresses.

Once the Carrier Accepts

When the Carrier accepts the Load, the system will automatically update the Dispatch to reflect this change in status (see section below for the different statuses.) It will also send out an email to the Dispatcher who has been assigned to the Dispatch in question, notifying them that the Carrier has accepted. Finally, the Carrier themselves will receive an email with the full Load Confirmation document attached.

Checking Your Load Acceptance Status

Once you have initiated the Load Acceptance process, you can check on its status at any time by opening the Dispatch: the ‘Send Load Confirmation’ button will have changed to reflect the current status of the process. The possible statuses are:

Awaiting Acceptance: once you send out the initial email, the Dispatch will be set to ‘Awaiting Acceptance’, and will remain in this status until the Carrier accepts or the Load Confirmation expires.

Load Accepted: once the Carrier accepts the Load Confirmation, the status will show as ‘Load Accepted’.

[fig 4 – Load Confirmation Expired]

Load Confirmation Expired: an ‘expired’ status appears only if the Carrier has failed to Accept the load within the configured expiry time. By default, a Load Acceptance link sent to the Carrier will expire after 24 hours. Once expired, the Carrier will no longer be able to Accept the load.

In addition to the label, clicking on the button will bring up more details on the current status of the Load Acceptance.

Re-Sending the Load Confirmation

At any point after sending out the initial Load Confirmation, you can re-send the email by clicking on the status button and selecting the ‘Resend Email’ button that appears in the pop-up window. This will open up the same email dialog as when you first sent the confirmation, allowing you to send it again (or send it to a new email address if necessary.)

Resending the email will also reset the expiry timer.

Cancelling the Load Acceptance Process

You may cancel the Load Acceptance process at any point after sending out the initial Load Confirmation. To do so, either select ‘Cancel Load Confirmation’ from the ‘More’ menu on the Dispatch, or click on the ‘Cancel LC’ button that appears in the status pop-up.

Once cancelled, the Dispatch will be reset to its initial status, allowing you to send out a new Load Confirmation (e.g. to a new Carrier) if desired.

Cancelling an Accepted Load

Note that while it is possible to Cancel a Load Confirmation that has already been accepted by the Carrier, this should be done with caution, as an agreed-upon Load Confirmation is likely to be seen as a binding contract by most Carriers.

You can’t send out a Load Confirmation without first creating a Dispatch.

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