Logistics · Dispatch
Logistics Dispatch Software
Coordinate loads, assignments and exceptions with clear ownership.
ALCA Software builds dispatch software for logistics, freight and trucking companies in Miami and South Florida: accepted loads, driver and carrier assignments, confirmed milestones and exception queues. We assess the existing TMS first, then scope any missing coordination workflow around available data, operating rules and a defined billing handoff.
- Accepted loads tied to a responsible dispatcher
- Assignment conflicts visible before confirmation
- Exceptions with an owner and next action
- Delivery evidence separated from billing readiness
A dispatch board needs a rule for what happens next
A load marked delayed is only useful if someone owns the response. A delivered load may still be missing a POD or an agreed charge. We scope the transition from accepted load to assignment, movement, exception resolution and billing readiness, with a named owner and required evidence for each handoff.
What a focused dispatch release can cover
Load intake
Accept a load with its customer, references, stops, required dates and source identifier.
Assignment checks
Check the agreed driver or carrier availability and operating constraints before confirming an assignment.
Confirmed milestones
Separate planned movement from the latest accepted status event and preserve its source time.
Exception queue
Give missed appointments, missing evidence and conflicting updates an owner and next action.
Billing readiness
Collect the agreed delivery evidence and charge review before handing the load to accounting.
Operational measures
Define on-time performance and open exceptions using consistent dates, calendars and included loads.
Keep the TMS in charge of the records it owns
A custom dispatch view can coordinate an internal task without becoming another master for every shipment field. We identify whether the TMS, carrier feed or dispatcher owns each status and confirm permitted writes. Native TMS assignment boards, carrier portals and scheduling tools may already meet the requirement; brokerage, drayage or import/export work alone does not make a custom build necessary.
Plan the handoff
From shipping request to a reviewed billing handoff
Connect intake, missing information, review, operations, customer updates and billing with a responsible person at each step. A submitted request is not yet an accepted load.
- 1
Capture the shipping request
Register the customer, source identity, origin, destination, cargo details and requested dates. Keep the request separate from an accepted load and confirmed service dates.
- 2
Resolve missing information
List the required details or documents still missing, assign a coordinator and track the response against the same request. Hold incomplete work before assignment.
- 3
Review and accept the scope
Have the authorized reviewer confirm the service, charges and operating constraints. Record approval and the accepted revision before creating or updating the load.
- 4
Assign and operate
Check driver or carrier availability and record who confirms the assignment. Retain the source and time of accepted TMS or carrier milestones; give delays and conflicting evidence an owner and next action.
- 5
Update the customer
Share only the permitted, confirmed milestones and the next planned update. Distinguish estimates from confirmed events and keep internal notes out of the customer view.
- 6
Prepare the billing handoff
Check delivery evidence and accepted charges, then transfer the authorized billing-ready record and retain destination confirmation.
When the normal path stops
Agree on who owns each exception before connecting the workflow.
| Condition | Required response | Responsible role |
|---|---|---|
| Two dispatchers assign the same resource | Hold the conflicting assignment for a dispatcher decision before confirming it to the field. | Dispatch lead |
| An older event arrives after delivery | Retain the event history without automatically moving the load back to an earlier milestone. | Integration owner |
| A delivery has no required POD | Show delivery and missing evidence separately; keep billing readiness pending under the agreed rule. | Document coordinator |
| Accounting does not confirm the handoff | Check whether the destination accepted the record before retrying, and keep the unresolved state visible. | Billing lead |
On smaller screens, swipe the table or focus it and use the arrow keys.
Use the tools you already have
Use the existing TMS dispatch board, assignment rules and carrier scheduling options when they cover the workflow. Carrier services may already provide tracking and appointment tools.
Where custom work may fit
Consider custom coordination when a specific assignment rule, cross-system exception or reviewed billing handoff remains unsupported and the required source operations are available.
Scope boundary: Dispatch owns internal load coordination. Shipment portals own customer visibility; freight document processing owns extraction and shipment matching. Recurring operational reporting has its own period and delivery controls.
What to bring to a scoping conversation
Describe the load type, the assignment decision, the exception that consumes the most effort and the evidence billing needs. Scope one load path before adding more operating models.
Frequently asked questions
Do you replace our TMS?
Only if a justified replacement is the agreed scope. First assess the existing TMS configuration, available integrations and operating rules. A focused coordination view or exception queue may solve the gap while the TMS keeps its authoritative records.
Can it feed a customer tracking portal?
A permitted subset of confirmed shipment status can feed a portal when the source supports it. Internal notes, provisional assignments and unresolved conflicts should not automatically become customer-facing updates.
Is this suited to import/export and drayage?
Those operations can have distinct stop, appointment and document handoffs. Discovery must establish the specific gap, source access and responsible roles. We do not assume access to terminal systems or treat a dispatch update as customs clearance.
When does a delivered load become ready to bill?
That is an agreed business rule. Delivery status, required POD or other evidence, approved charges and the accounting handoff can be separate stages. The system should show what remains missing and who can accept an exception.
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Define the first workflow
Tell us about your operation.
Start with the handoff that takes the most manual work. We'll review your tools, access and exceptions, then define a practical first scope.