How to Use This Audit Checklist
Review each inspection item with your operations, safety, and accounting leadership. Score each item as Compliant (Pass), Needs Optimization (Warning), or High Risk (Fail). Any item marked High Risk represents immediate operational drag, revenue leakage, or compliance exposure.
1. Dispatch Board & Order Entry (Points 1 - 8)
- 01. Single-Entry Order Staging: Orders received via EDI (204), API, or customer portals populate the TMS dispatch grid automatically with zero manual re-typing.
- 02. Real-Time HOS Duty Clock Integration: Dispatchers see live remaining driving and on-duty hours (via Samsara, Motive, or ELD integration) directly on the dispatch assignment screen before dispatching trips.
- 03. Equipment Availability Validation: The TMS prevents assigning tractors or trailers that are flagged out-of-service, due for mandatory 90-day inspection, or undergoing shop maintenance.
- 04. Lane Validation & Routing: Mileage, toll calculations (PC*MILER or Google Maps), and route restrictions are calculated automatically during order entry.
- 05. Multi-Stop Leg Clarity: Complex multi-stop trips display distinct arrival, departure, loading, and unloading milestones without disjointed records.
- 06. Dispatch Keystroke Efficiency: A trained dispatcher can assign an available driver and tractor to an open load in under 30 seconds without opening multiple separate browser tabs.
- 07. Exception Alerting: Dispatchers receive automated visual alerts for late arrivals, unplanned stops, or route deviations without constantly refreshing screens.
- 08. Cross-Dock / Trailer Pool Staging: Yard and cross-dock inventory displays live piece counts, staging door assignments, and loaded vs. empty trailer status.
2. Rating Engine, Tariffs & Fuel Surcharges (Points 9 - 16)
- 09. Dynamic Rating Matrix: The TMS dynamically prices loads using customer-specific contract tariffs, weight tiers, flat rates, and hundredweight (CWT) matrices.
- 10. Automated DOE Fuel Indexing: Weekly Department of Energy (DOE) national and regional diesel fuel price adjustments apply automatically to customer invoices without manual spreadsheet updates.
- 11. Accessorial Auto-Capture: Detention, stop charges, layover, liftgate, and hazmat fees are captured automatically from ELD GPS geofences and timestamps rather than relying on driver memory.
- 12. Free-Time Enforcement: Customer detention free-time rules (e.g., 2 hours free, billed in 15-minute increments thereafter) calculate automatically upon departure from customer geofences.
- 13. Intermodal Per Diem Tracking: For container moves, Last Free Day (LFD) and steamship line/rail per diem schedules calculate automatically with warning thresholds.
- 14. Margin Validation Pre-Dispatch: Dispatchers see estimated revenue, driver cost, fuel expense, and projected gross profit before committing a load.
- 15. Multi-Currency Support: If moving cross-border freight (US-Canada), rates, exchange rates, and fuel surcharges reflect the agreed transactional currency without manual conversion.
- 16. Historical Lane Rate Intelligence: Sales and quote desks can view 90-day and 365-day historical lane rates and operating margin during customer quoting.
3. Freight Billing & Order-to-Cash (Points 17 - 25)
- 17. Touchless Nightly Invoicing: Completed trips with captured paperwork flow into a billing queue and generate finalized electronic invoices without manual re-keying.
- 18. Automated Document Indexing: Bills of lading (BOL), delivery receipts, and signed proof of delivery (POD) images compress automatically and attach to the invoice record.
- 19. Unbilled Freight Aging Audit: Operations leadership reviews an automated report of delivered loads awaiting billing daily, categorizing delays by missing POD, missing rate approval, or rating dispute.
- 20. Direct Accounting Synchronization: Invoices sync directly via automated REST API to your enterprise accounting system (Sage Intacct, QuickBooks, NetSuite) rather than batch CSV exports.
- 21. Automated EDI Invoicing (210): Shippers requiring EDI receive verified 210 freight invoices with correct customer reference numbers, BOL numbers, and line-item accessorial codes.
- 22. Customer Portal Link Delivery: Shippers receive invoice notification emails with secure, zero-login link access to download PDF invoices and underlying delivery documents.
- 23. Days Sales Outstanding (DSO) Monitoring: Average freight DSO is measured weekly, with clear targets established by customer account and factoring terms.
- 24. Missing Document Escalation: Automated alerts notify drivers and terminal managers when a delivered load lacks a legible signed POD after 12 hours.
- 25. Dispute Tracking: Customer short-pays and rate disputes are logged with reason codes, responsible dispatcher/sales rep, and resolution timestamps.
4. Driver Settlements & Contractor Payroll (Points 26 - 33)
- 26. Automated Pay Formula Calculation: Driver pay splits calculate automatically based on defined pay profiles: loaded mileage bands, empty miles, hourly, percentage of linehaul, or flat trip pay.
- 27. Stop & Accessorial Pay Capture: Driver stop-off pay, detention share, tarping fees, and layover pay apply automatically based on approved dispatch milestones.
- 28. Fuel Card FTP Integration: Fuel card transaction data (Comdata, EFS, Fleet One, Wex) imports directly via FTP/API, matching gallons, dollar amounts, and locations to specific trips and tractor numbers.
- 29. Contractor Escrow & Lease Deductions: Recurring owner-operator deductions (truck lease, maintenance escrow, physical damage insurance, IFTA reserves) deduct automatically each pay cycle.
- 30. Fuel Advance Reconciliation: Driver cash advances and fuel card overrides deduct automatically from the corresponding trip settlement.
- 31. Digital Pay Stub Delivery: Drivers receive electronic pay stubs detailing gross pay, line-by-line deductions, trip details, and escrow account balances via portal or email.
- 32. Settlement Batch Velocity: Driver settlement batches for 50+ drivers take under 30 minutes to review, audit, and finalize for direct deposit.
- 33. Historical Settlement Audit Trail: All payroll adjustments, manual pay overrides, and deduction modifications record user stamps, timestamps, and explanatory notes.
5. Telematics, Safety, Maintenance & IFTA (Points 34 - 41)
- 34. Carrier-Neutral ELD Connection: Telematics data streams continuously without relying on proprietary hardware lock-in or fragile third-party middleware.
- 35. Automated IFTA State Mileage Splits: Vehicle GPS breadcrumbs calculate state-by-state mileage automatically, eliminating manual driver log audits.
- 36. Fuel Tax Gallon Matching: Fuel card gallon purchases match precisely to state mileage records, generating quarterly IFTA-ready tax schedules.
- 37. Preventive Maintenance Tracking: Tractor and trailer PM schedules trigger alerts based on automated odometer updates from telematics rather than calendar estimates.
- 38. Electronic DVIR Lockout: Driver Vehicle Inspection Reports (DVIR) showing safety-critical defects place equipment in out-of-service status in the TMS until mechanic sign-off.
- 39. Driver Qualification File Alerts: Automated alerts notify safety 60, 30, and 15 days before commercial driver license (CDL) or medical card expirations.
- 40. Two-Way In-Cab Messaging: Dispatchers can send load assignments and receive driver status acknowledgments directly through the cab telematics device.
- 41. HOS Violation Reporting: Safety monitors daily reports of drive-time, 14-hour duty window, and 30-minute rest break exceptions with root-cause documentation.
6. Database Integrity, Cybersecurity & Disaster Recovery (Points 42 - 50)
- 42. Tested Database Backups: Relational TMS database backups run multiple times daily, replicate to an isolated off-site cloud bucket, and undergo monthly test restoration.
- 43. Role-Based Access Control (RBAC): Dispatchers, safety personnel, billing clerks, and executive leadership have strictly segregated permission profiles.
- 44. Multi-Factor Authentication (MFA): All employee logins to email, TMS, and remote desktop connections require mandatory MFA.
- 45. Offboarding Revocation Protocol: Terminated employee access to email, TMS, VPN, and telematics systems is revoked across all platforms within 15 minutes of departure.
- 46. Phishing & Spoofing Defenses: Corporate domains have active SPF, DKIM, and DMARC enforcement to prevent wire fraud and spoofed load tender emails.
- 47. Redundant Internet Connectivity: Terminal dispatch offices possess automated secondary internet failover (cellular backup or redundant fiber) to maintain continuous operations.
- 48. SQL Query & Reporting Performance: Standard operational reports (daily gross revenue, active trips, AR aging) generate in under 5 seconds without freezing dispatch workstations.
- 49. Software Version Currency: TMS, operating systems, and server components receive supported security patches without being left on abandoned legacy releases.
- 50. Documented Incident Response Plan: The carrier maintains a written, tested business continuity plan outlining communication and dispatch procedures if primary servers or cloud connections fail.