How to Choose a Truck Dispatch Service: 10 Questions to Ask Before You Sign

A good truck dispatch service can take a lot of work off your plate. A bad one can cost you money, tie you to cheap freight and lock you into an agreement you regret. Before you hand over your authority documents, it pays to interview a dispatcher the same way you would vet a broker. Here are 10 questions to ask when choosing a truck dispatch service, and what good answers sound like.

If you are still getting familiar with the role itself, start with our overview of what a truck dispatcher does.

10 questions to ask a truck dispatch service

1. How do you charge, and what does the fee cover?

The industry commonly charges a percentage of each load's gross revenue, often roughly 5 to 10 percent, or a flat weekly fee. Neither model is automatically better. What matters is what you get for the money.

Ask whether the fee includes broker setup packets, rate negotiation, billing paperwork and after-hours help, or whether some of those cost extra. Ask about setup fees too, and get every answer in writing. You can request a quote from Aero Glide Logistics on our pricing page.

2. Do I get to approve every load?

You are the carrier. You should be able to turn down a load that does not work for your truck, your schedule or your bottom line. A good dispatcher presents options with the details you need to decide: rate, miles, weight, pickup and delivery times and the broker's name.

Be cautious with any service that books loads without your approval or pressures you to take freight you have already turned down.

3. What are the contract terms?

Ask whether there is a minimum term, how much notice you need to give to cancel and whether there is a fee for leaving. Read the agreement before signing. If anything is unclear, ask the dispatcher to explain it in plain language or have someone you trust review it.

4. Which equipment types and lanes do you work?

Dispatching a reefer is not the same as dispatching a flatbed or a 26-ft box truck. Each has its own brokers, freight patterns and requirements. Ask whether the dispatcher regularly works your equipment and the regions you want to run.

At Aero Glide Logistics we dispatch dry van, reefer, flatbed and step deck, box truck, hotshot and power only. If you run a box truck, our box truck dispatching guide covers what is different about that market.

5. How do you find loads?

Most dispatchers use load boards like DAT and Truckstop. The better ones also build working relationships with brokers they trust and learn which lanes tend to have freight heading back the other way.

Ask how they plan the next load before you deliver the current one. A dispatcher who thinks a load or two ahead can help cut your empty miles. We explain that planning in our post on how to reduce deadhead miles.

6. How do you negotiate rates?

Ask the dispatcher to walk you through a typical broker call. Do they know your cost per mile? Do they factor in deadhead to the pickup and the freight market at the delivery location? Do they ask about detention, layover and other accessorials before booking?

A dispatcher who simply accepts the posted rate is not adding much. For a closer look at what good negotiation sounds like, read how dispatchers negotiate better freight rates.

7. Who handles broker setup and paperwork?

Broker setup packets usually ask for your operating authority, certificate of insurance, W-9, a signed carrier agreement and payment details. Ask whether the dispatcher completes these packets for you and how they keep your documents current when your insurance renews.

Also ask who reviews the rate confirmation. Someone should check the rate, dates, addresses and accessorial terms against what was agreed before it gets signed.

8. How do you communicate, and when are you available?

Find out how you will hear about loads and updates, whether by phone call, text or an app. Ask what hours the team works and who you contact if something goes wrong late at night or on a weekend. Ask whether you will work with one dispatcher or a team.

Clear expectations up front prevent a lot of frustration once you are under a load.

9. How do you help me get paid?

You do not get paid until the paperwork is in. Ask whether the dispatcher helps collect bills of lading and proof of delivery and sends invoices to the broker or your factoring company. If you factor your invoices, ask whether they have worked with factoring companies and how they hand off documents.

10. How will I see my loads, revenue and fees?

You should always be able to see what you hauled, what each load paid and what you were charged in dispatch fees. Ask whether they provide a weekly summary or a load history. That transparency makes it easy to judge whether the service is worth what you pay.

Red flags to watch for

Some warning signs are worth walking away over:

• They want more control over your authority or accounts than the job requires.
• They will not put fees and terms in writing.
• They promise specific weekly gross numbers or rates that no one can honestly guarantee.
• They push you to sign quickly or pay large upfront fees before doing any work.
• They get vague when you ask how they choose loads or negotiate.

What a good fit looks like

The right dispatch service fits how you want to run. That includes your preferred lanes, home time, minimum rate and how much say you want over each booking. A good dispatcher asks about all of that before booking your first load.

If you are a new authority, ask how they help carriers with limited history get set up with brokers. Our guide to first loads with a new MC authority covers what to expect in those early weeks. To see what onboarding looks like with us, visit how it works.

Talk to Aero Glide Logistics

We are happy to answer every one of these questions directly. Reach out through our contact page or call (214) 233-6510, and we will walk you through how our dispatch works and whether it fits your operation.