# Rate confirmation to load entry

Turning a rate confirmation into a load means capturing the agreed terms, checking ambiguities, and leaving a source trail for dispatch and billing. The goal is a reviewable record, not merely fast data entry.

## Intake checklist

- **Parties and references:** customer, carrier, load number, booking reference, contact and billing identifiers.
- **Stops:** pickup and delivery address, sequence, date, time zone, appointment or window, and site instructions.
- **Freight:** commodity description, weight, equipment need, temperature or handling notes when relevant.
- **Money:** linehaul rate, fuel, approved accessorial terms, currency, and any conditions.
- **Evidence:** attach the original confirmation and mark each extracted field as confirmed, corrected, or missing.

For example, a confirmation may say “Friday 8 AM” without a time zone. Before dispatch, the team should verify the location's time zone and whether 8 AM is an appointment or an arrival window. A system should not turn that ambiguity into a confident instruction.

## Handoff to dispatch

Once intake is reviewed, the dispatcher needs an equipment fit check, driver availability, and a clear assignment decision. If a revised rate confirmation arrives, retain both versions and show what changed. At billing, the team should be able to trace a charge to the approved agreement.

RunaboutX's [AI Dispatcher](/features/ai-dispatcher/) is intended to prepare intake for human review. See [load-to-truck matching](/resources/learn/load-to-truck-matching/) for the next stage and [document automation](/features/document-automation/) for the broader document flow.

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Canonical: https://www.runaboutx.com/resources/learn/rate-confirmation-to-load-entry/
Last reviewed: 2026-10-14