A busy Friday, three loads given out by phone
Your own fleet cannot cover the peak, so the planner rings the usual subcontractors. One takes two loads, another takes one. Rates are agreed on the phone, collection details are emailed, and off they go.
Is their goods in transit insurance current? Is the trailer's unit working and recently serviced? What temperature did the load travel at? When did it actually arrive? The planner will find out, perhaps, when the subcontractor's invoice arrives a month later, or when your customer asks.
Why subcontracted loads become a blind spot
Subcontracting is done under time pressure, and the checks that matter take time. The relationship is usually good, which makes it easy to assume everything is fine.
- Subcontractor documents, such as insurance and licences, are checked once and never again.
- Equipment details, such as unit type and service status, are not recorded.
- Load details go by email or phone, not through your systems.
- Temperature data and POD come back late, if at all.
- Invoices are not checked against the rate agreed on the phone.
What the blind spot costs
If something goes wrong on a subcontracted load, you are usually still answerable to your customer, but with less information than for your own loads. Expired insurance or documents can leave you exposed in ways your adviser should explain. Invoices paid without checking can drift above the agreed rate.
How we bring subcontractors into your process
- Each subcontractor is set up in a register with their company details and the documents you require, such as insurance certificates and any accreditations, with expiry dates tracked and reminders sent to them before expiry.
- Their trailers and units are recorded, with any service information they provide.
- When a load is given out, the subcontractor receives a job link with collection and delivery details, set point, slots and references, and the agreed rate is recorded.
- Their driver uses the link to confirm collection and delivery times, record set point and readings, add photos and capture the POD.
- If the subcontractor's units have telematics, their data can be shared for the load, subject to their agreement.
- Their invoice is checked against the agreed rate before payment, and differences are flagged.
| Check | When |
|---|---|
| Documents in date | Before a load is given, with reminders ahead of expiry |
| Equipment suitable | Recorded at onboarding and per load |
| Load details sent | Through the job link |
| Times, readings and POD | Returned through the job link |
| Invoice | Checked against agreed rate |
Which documents you require and what cover is adequate are decisions for you and your insurer or adviser. We track what you decide.
What subcontracting looks like after
The planner can only give a load to a subcontractor with documents in date. Subcontracted loads have times, readings and a POD like your own. Customers see no difference in the information they receive. Invoices are checked in minutes.
It also makes choosing subcontractors fairer. Over time you can see which ones return complete records, arrive on time and invoice at the agreed rate, which is useful when the busy season comes and you have to decide who gets the work first.
Are subcontracted loads a blind spot?
- Loads are given out by phone with no central record.
- Subcontractor documents are not rechecked.
- You rarely get temperature data for subcontracted loads.
- POD arrives with the invoice weeks later.
- Invoices are paid without checking the agreed rate.