Trucking dispatch software from tender to proof of delivery
Kargentra’s trucking dispatch software lets carriers and fleets answer tenders against frozen terms, nominate drivers and vehicles, release only the combinations that are eligible, and run each trip on a phone that keeps working without signal. Every step lands on the same shipment record your shipper reads, so status questions are answered from the record instead of a phone call.
What gets in the way today
Tenders arrive in five inboxes
Load offers come by email, phone, shipper portals and EDI. Answer-by deadlines lapse while someone is on another call, and the reason a load was declined is never written down.
Dispatch on a whiteboard
Who is free, who holds the right qualification and who has the hours left is worked out from memory. Problems surface after the driver has been assigned, when changing the plan is most expensive.
Apps that stop where the signal stops
Yards, rural drops and basements have no coverage. A driver app that needs a connection to record an arrival or a signature pushes drivers back to paper and phone calls.
Proof that never reaches billing
Delivery photos sit in a messaging app and signatures on paper in the cab. Billing waits for documents to be chased, and disputes start because nobody can show what happened at the door.
Accepted, booked and dispatched blur together
When accepting a tender, confirming a booking and releasing a driver all look like the same tick box, nobody is sure what has actually been committed, by whom and at what price.
Charges nobody can prove
Detention and extra stops are billed, then rejected, because nobody can show the agreed terms or the timestamps behind them. The argument runs by email for weeks while the invoice waits.
How Kargentra changes the work
A home that shows what needs you
In the Carrier Portal, work is grouped by the question it answers: awaiting your answer, about to lapse, booked and upcoming, and evidence that needs attention. Each item carries a reason chip, so a dispatcher knows why it is on the list before opening it.
Tender answers against frozen terms
A tender shows what is being asked to move, the answer-by deadline and the commercial terms. Accepting it accepts that amount, a decline needs a reason, and quotes can be revised or withdrawn with the full history kept.
- Accepted is not booked, and booked is not dispatched
- Driver, vehicle, trailer and equipment nominated in the portal
- Nominations appear directly in the shipper’s trip
Only eligible combinations get assigned
Fleet readiness evaluates driver, tractor and trailer combinations for a movement and marks each Eligible, Blocked or Cannot confirm, with the reason. Driver hours come from duty records and ELD connector facts, and unknown hours are never treated as feasible.
- Availability holds and qualification expiry checked per window
- Release, driver acknowledgement and load check before the trip starts
A driver app that works offline
Driver actions queue on the phone without signal and reconcile in order once it returns. A stop reassigned while the driver was out of coverage is caught and asked again rather than overwritten, and the Sync Center shows the driver exactly what is still waiting to send.
- Each phone enrolled to the company and able to be revoked
- Every request signed by the enrolled device
Proof of delivery that operations accepts
Drivers record each unit’s outcome and capture photo and signature proof bound to the delivery attempt, and your office can file further evidence in the Carrier Portal as PDF or image. The shipper’s operations team accepts it before its customer sees it.
Disputes answered with evidence
Carriers answer billing disputes with their own proposal and supporting evidence, and see shipper expected, carrier submitted and the difference side by side. Conversations sit on the record they concern, and a message is never mistaken for a decision.
Staff awarded work without leaving the portal
Once a tender is accepted, the carrier sees the booking position and the facility windows, then nominates the driver, tractor and trailer for the job. Nominations, documents and delivery evidence land on the shipment record the shipper already uses.
- Booking states from not booked to booking confirmed, each explicit
- Delivery evidence filed as PDF or image and shown as filed or waiting
- Declared capacity by lane and window, clearly marked as indicative
- Qualifications held against the carrier, each with its expiry and source
See why a driver, tractor and trailer can or cannot go
For each movement the dispatcher evaluates up to eight combinations, feasible first. Evaluating commits nothing. Confirming an assignment needs the driver’s acknowledgement, and a plan is never shown as hours-confirmed when no hours rule applies.
- Reasons for every Blocked or Cannot confirm verdict
- Stale duty data named as stale, not assumed current
- Insufficient hours raise an operational exception with an owner
One clear next step for the driver
The driver home shows the one thing that needs an answer now: the next stop, its due time and any change to the delivery window with the reason. From there the driver navigates, arrives, starts service, departs or reports a problem in a few taps, with or without signal.
- Window changes acknowledged with “Got it, I have seen the new window”
- Navigation hands the stop to Google Maps
- Light and dark appearance for night driving
The modules that matter most here
- Carrier Network & PortalQuote requests, tenders, bookings, resource nomination, evidence and disputes for carriers working with shippers and brokers on Kargentra.Explore Carrier
- Driver AppAssignment, release acknowledgement, load check, stops, delivery attempts, photo and signature proof, problems and offline sync.Explore Driver
- Transportation ManagementFleet readiness, hours-aware feasibility, dispatch release, live execution and the close from delivery to Finance.Explore TMS
- Control Tower & Live TrackingLive execution supervision, source-labelled tracking and governed exception cases when a trip goes off plan.Explore Control Tower
- Freight Finance & BillingCommercial facts per movement, freight audit against the tendered rate and one dispute lifecycle with evidence.Explore Finance
- Collaboration CenterThreads, requests and escalations anchored to the trip or tender, shared with exactly the right audience.Explore Collaboration
Carriers & Fleets: frequently asked questions
Is Kargentra a fleet telematics system?
No. Kargentra does not sell vehicle hardware. It receives positions from the driver’s phone and duty-status and location facts from ELD and telematics connections, then labels every position with its true source, freshness and quality. Tracking never changes trip status on its own, and hours-of-service checks use the duty records it receives.
Can carriers receive tenders from shippers?
Yes. When a shipper or broker runs Kargentra, its invited carriers work in the Carrier Portal: they quote, accept or decline tenders against frozen terms, confirm bookings, nominate resources and file delivery evidence. If you operate the fleet yourself, Kargentra TMS also takes inbound EDI X12 204 load tenders from your trading partners and turns valid ones into transport orders.
How does proof of delivery reach the shipper?
Two ways, both on the same delivery record. Drivers using the Kargentra driver app record each unit’s outcome and capture photos and a signature bound to the delivery attempt. Your office can also upload delivery evidence as PDF, JPEG or PNG in the Carrier Portal and see whether it is filed or awaiting the shipper. Either way, the shipper’s operations team accepts it before it counts, and evidence complete is still not billing ready.
Can drivers keep working at drops with no signal?
Yes. Arrival, service, departure and proof capture are queued on the phone at a dead-zone drop and sent in order once the connection returns, so nobody re-keys a delivery from paper later. If dispatch reassigned the stop in the meantime, the driver is asked to answer again, and a stale action is never applied to work that has moved on.
We dispatch from our own TMS. Can our drivers still use the app?
Yes. Your TMS stays the system of record for its trips. Connector Hub delivers each trip’s work to the Kargentra driver app, and arrivals, delivery attempts and proof flow back to your TMS as signed events with duplicate suppression, so a resend is never recorded twice. Drivers mastered this way stay separate from native Kargentra TMS resources, so neither side disturbs the other’s commitments.
How are driver hours checked before dispatch?
Route feasibility reads the driver’s duty records, including facts landed from an ELD connection, and states plainly when no duty record exists, when it is stale or when there are not enough hours. When no hours rule profile is active, the plan says it is not hours-confirmed. Insufficient hours open an exception with an owner instead of a silent warning.
Further reading
- Guide · 9 min readElectronic proof of delivery (ePOD): a practical guideWhat electronic proof of delivery should capture, how offline capture works and why arrival, a delivery attempt and accepted POD are different.
- Guide · 10 min readWhat is a transportation management system (TMS)?What a TMS does, how it works from transport demand to freight audit and billing, who uses one and how to evaluate it without being sold a map.
- Guide · 9 min readWhat is a logistics control tower?What a logistics control tower does, how it differs from a visibility platform, the data it needs and the KPIs that survive scrutiny.
See Kargentra run your operation
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