In this article
1. Rate Confirmation Data Extraction
2. Manually Entering the Form Sections
2.1. Customer and Invoice Details
2.1.1. Rate Confirmation
2.1.2. Customer Name
2.1.3. Reference #
2.1.6. Additional Fields
2.2. Load Details
2.2.1. Equipment Type
2.2.3. Dispatch Notes
2.2.4. Additional fields
2.3. Pickup and Drop Off
2.3.1. Business Name and Address
2.3.2. Stop Date and Time
2.3.3. Handling Time
2.3.5. Resequencing the stops
2.3.6. Additional fields
2.4. Add Additional Stops on a Load
2.5. Assign a Driver
2.6. Create the Load
To create a new load, go to Operations > Loads > then click the blue "Create New Load" button located at the top right of the page. This will take you to the Create New Load form.
Click the blue "Create New Load" button to access the form.
There are two ways to enter load details into this form:
- Rate confirmation data extraction
We will highlight each method below.
You can also add load details to this form through our Load Board Search. Click here to learn more: Finding a Load on Load Boards – Axele Help Center
Rate Confirmation Data Extraction
Axele can extract the details from a rate confirmation (RC) from your customer (shipper or broker) and fill out this form for you using the data within the RC.
To view our current list of RCs that we support, hover your cursor over the grey informational icon located above the blue “Browse” button.
Hover over the grey informational icon to view the list of supported RCs.
If you have a supported RC, simply drag and drop the PDF onto this screen and Axele will automatically extract all the information from the PDF and fill out this form for you. All you have to do is confirm the details. This saves significant time and clerical errors and is well-loved by our clients.
If you do not see that we support the RC you are trying to extract, please contact our Support Team at firstname.lastname@example.org and send them between 5 and 10 different samples of the RC from your customer. We will be happy to create an extraction model for you.
Axele only supports original PDFs for data extraction. For example, our data extraction model would not be able to read a scan of a sheet of paper. Reach out to us if you have questions or issues and we will be happy to assist.
Please connect with the Axele support team at email@example.com to add your rate confirmation format to the supported list.
Manually Entering the Form Sections
The Create New Load form is divided into these main sections:
- Customer and Invoice Details
- Load Details
- Drop Off
- Add a Stop (optional)
- Assign Driver (optional)
Each section can be expanded to reveal additional fields and options by clicking the downward-facing arrow at the top right of each card.
Click the downward-facing arrow at the top right of each card for additional fields and options.
Customer and Invoice Details
Add information like your rate confirmation, customer name (shipper or broker), reference number, revenue, or if the load is to be factored.
Main fields of this section.
This is where you attach the RC to the load. Either upload the file through the “Browse” button or simply drag and drop your file onto this screen. You have the option here to attach the RC to the load or use the data extraction tool to fill the form out for you.
The shipper or broker associated with this load can be selected from your pre-existing customer list within Axele. To quickly add a new customer, click the “Add +” button at the top right of the “Customer Name” field. This customer will be added to the invoice Axele will generate for you after the load is completed.
Learn more about importing Customers here: Import Data – Axele Help Center
This field accepts alphanumeric characters (both letters and numbers). It is a free-form field to use as you wish. Many of our clients add the broker’s load reference number here, as an example.
This is the revenue of the load. It will be added to the invoice of the load that Axele will create for you to send to your customer.
If you plan to factor this load, select the “Factoring?” checkbox. Then, confirm the details are correct within the “Factoring Company” and “Contact” fields.
Be sure you have added your factoring company before you use this option. To add a factoring company, go to Settings > Integrations > Factoring.
Clicking the downward-facing arrow at the top right of this card will reveal some additional options:
- Required Documents
- Select the document(s) required for your driver to upload using his mobile app: Bill of Lading (BOL) or Proof of Delivery (POD)
- Invoice Notes
- Notes added here will be shown to your accounting team in reference to this invoice
- Invoice details
- This is helpful if you have additional line items for your customer to pay. These line items will be on the invoice Axele creates for this load.
- To add another line item, click "Add Line Item"
Load details, like the equipment type and shipment weight, can be added within this section. You can also add the details of your commodity or shipment in the Commodity/Shipments section after clicking the downward-facing arrow to the top right of this card.
Select the equipment type of this load. By default, Van is selected.
Add the total weight in pounds.
These notes will be shared with the driver through the mobile app.
- To add commodity details, click the “Add New Commodity” then update the options below
- Package Type
- Commodity Type
- Weight (lbs.)
- Volume (cu. ft.)
- Floor Load?
- Dimensions: Length (ft.), Width (ft.), Height (ft.)
- Click "Add" when you are done
Pickup and Drop Off
Here is where you add stop details, such as the business name, address, date, and time. Additional fields can hold stop reference numbers, or contact details of someone a driver should reach out to at a stop.
Business Name and Address
To add stop details, such as the business name and address, either:
- Select a location from the “Business Name” dropdown from the already stored locations in Axele
- Enter a new business name within that same field, or
- Search for a specific address in the “Search Location (Address/ZipCode/City)” field
Learn about importing Locations here: Import Data – Axele Help Center
If a new business name is entered in the "Business Name" field, Axele will remember this entry and store it as a new location for future use.
If you need to amend an address for the driver, use the “Street Address” field. This will show up on the drive’s mobile app. This is helpful if the address contains a Suite Number, for example.
Stop Date and Time
By default, the “Fixed Appt.” checkbox is selected, which allows you to add details to the “Start Date” and “Start Time” fields. Uncheck this option if you would like to create an appointment window.
This is the time the driver is expected to be at the stop. By default, this field is set for 2 hours. Axele will use this metric to estimate when the driver is expected to leave a stop after he or she arrives.
Any stop instructions for the driver can be entered here. These notes will appear on the driver’s mobile app against the stop.
Resequencing the Stops
To change the sequence, click the three blue horizontal lines at the top right corner of the stop card and drag it to your preferred arrangement.
Clicking the downward-facing arrow at the top right of a stop card will reveal these additional options:
- Driver Assist Required (Yes/No)
- By default, the selection is "No"
- Reference #
- First and Last Name, Email, and Phone
- This is helpful to notify the driver of a specific contact person at a stop
Add Additional Stops on a Load
You can add additional stops on a load by clicking the “Add a Stop +” button below the last stop card. Clicking this will add a new stop and make the added stop a new “Drop Off” by default.
Be sure to re-sequence the stop cards if needed.
This will convert the previous “Drop Off” stop to “Stop 1”. Within that card, modify the “Activity” field as needed to make the stop either a Pickup, Drop Off, or Pickup and Drop Off.
To remove a recently created stop, click the red circle at the top right of the stop card.
Assign a Driver
If terminals are enabled for your account, select the terminal this load is associated with. Learn more about the Terminal Module here: Terminal Module – Axele Help Center
If terminals are not enabled, click the “Choose a Driver” field to select the driver from the dropdown. Please note that assigning a driver to a load is not mandatory.
There are two options for driver assignment:
- Offer: Assigns the load to the driver. Selecting this option will inform the driver of the load. The load will appear within the driver's mobile app.
- Plan: Creates the load for only the dispatcher to see. The load will only show up on the web app and will not appear on the driver’s mobile app. Axele will not notify the driver the load has been created. This is helpful if a dispatcher is still working on details of the load.
- Note: It is easy to Offer a Planned load to a driver. Go to the Planned Load and click the blue “Offer to Driver” button at the top right of the screen. A load needs to be explicitly Offered to a driver within Axele for it to appear within the driver’s mobile app.
Create the Load
Once all of the required fields are filled out, the “Create” button at the bottom right will turn from grey to blue. Once it’s blue, you’re ready to create the load!
Notice that the "Create" button is blue, which means this load is ready to be created!