Guide
The paperwork that moves with your freight — what each document does, what to keep, and when we may ask for it.
Most freight disputes are settled with paperwork rather than memory. Keeping the right documents — and noting exceptions at the dock — is what makes a claim or billing question straightforward later.
The shipping contract that travels with the freight, listing shipper, consignee, contents, piece count and terms.
Keep a copy of every signed BOL for your records and for any claim or audit.
Bolus may request the BOL to confirm piece count, weight or special instructions on a shipment.
The signed record of delivery, showing date, time, receiver and any exceptions noted at the dock.
Keep the POD for delivery disputes, shortages and damage claims.
Bolus may request a POD copy when a receiver disputes a delivery or when a claim is opened.
The receiver's acknowledgment of what arrived, including notes about condition or missing pieces.
Keep it alongside the POD when anything was noted as short or damaged.
Bolus may request it to research an exception on a shipment.
The bill for the move, referencing the PRO number, lane and any accessorial charges applied.
Keep invoices for accounting and for reconciling charges against your rate agreement.
Bolus may reference the invoice number when resolving a billing question.
The shipper's itemized list of what is inside each carton or pallet.
Keep it for receiving checks and inventory reconciliation.
Bolus may request it when a receiver reports a count discrepancy.
Documentation for extra services performed at pickup or delivery, such as lumper labor or liftgate service.
Keep receipts to verify charges that appear on the freight invoice.
Bolus may request the receipt to support an accessorial charge or a reimbursement.
The bill of lading. It lists the shipper, consignee, contents, piece count and terms of carriage, and it travels with the freight.
Keep signed BOLs, PODs and invoices for as long as your accounting and claims policies require. They are the record if a dispute comes up later.
Make sure it is written on the delivery receipt and POD at the dock, then contact our team with the PRO number.
Delivery documents are filed to the shipment and visible in the customer portal alongside quotes and invoices.
Run the prep checklist, then send us the lane.
