Detention, truck ordered not used, lumper fees, chassis costs, storage and terminal charges often begin with something that happens during the shipment. The paperwork may not show the charge until later.
Define the trigger
Know when free time ends, which appointment or cancellation rule applies, and what event creates a charge. Different facilities and providers may use different terms.
Assign authorization
Decide who may approve a lumper, repair, chassis change, redelivery, or other extra cost. Drivers and dispatchers should know whom to contact before proceeding when practical.
Record the time and documents
Record arrival, check-in, release, gate and departure times with receipts, photos, emails or facility documents that show what happened.
Keep the charge with the shipment
Keep the amount, payer, approval and supporting document with the same shipment.
Set the review deadline
Resolve missing receipts and disputed details while the move is still fresh, not after the invoice has reached accounting.
Extra charges are easier to manage when they are documented as they happen. Accounting should receive the details, not a mystery charge.
Resolve the details before invoicing
A complete record should show what happened, who approved the charge, who is responsible and which document supports it. That helps the shipper, carrier and broker avoid disputes.