Create a Load from a Rate Confirmation PDF in TruckTA

You’ve got the broker’s rate confirmation, but the load still needs to get into TruckTA. Typing the vehicle, dates, route, and payment details by hand takes time, and it’s easy to miss something while copying from the PDF. Instead, you can upload the document, check what TruckTA reads, and confirm it as a new load.

This guide follows the video “Create a load from a rate confirmation PDF in TruckTA.” The Smart Load Import workflow keeps you involved at the point that matters: reviewing the details before the load is created. You’re checking the information against the rate confirmation rather than entering the whole load from scratch.

Open Smart import

Open Loads from the sidebar. When the Dispatch Board opens, select Smart import at the top of the page. That’s where you start the document-upload workflow shown in the video.

The sequence is straightforward: choose the rate confirmation, let TruckTA read it, review the draft, and confirm the import. Opening Smart import isn’t the same as creating a load. Nothing is created or changed until you’ve reviewed the load and confirmed it.

Keep that distinction in mind as you work through the upload. The document supplies the information for the draft; your review comes before that draft becomes a new load. You’ll have a chance to compare the values and change fields before importing.

Upload the rate confirmation

Drop your rate confirmation into the upload area, or click to choose the file. TruckTA accepts a PDF up to 25 MB. With TruckTA AI turned on, you can also upload a photo. For the PDF workflow in this guide, choose the broker’s rate confirmation PDF.

Once you choose the file, TruckTA uploads the document and reads it. This can take a little while. The review opens when the draft is ready, so the next part of the process begins after TruckTA has prepared the information for you to check.

At this stage, you’re still working toward a draft, not a created load. Uploading the rate confirmation doesn’t bypass your review or confirm the import for you. Wait for the Review page, then work through the information against the document.

Review what TruckTA read

When the draft is ready, the page moves to Review. At the top, TruckTA lists what it read, using the exact words from your document. Use that list to cross-check each value before moving through the load below it.

There are two parts to pay attention to here: the information TruckTA read at the top and the load itself underneath. The list lets you compare what was read with the document’s wording. The load below is where you check the fields that will become part of the imported load.

Start with the vehicle, load ID, and pickup and delivery dates. Compare each against the rate confirmation. Check the pickup date and the delivery date individually rather than treating the dates as a single detail. Do the same with the vehicle and load ID: each needs its own comparison with the document.

Next, check the payment amount and payment terms. Don’t stop at the amount. Terms are required before you can import, so make sure that field is filled in and matches the rate confirmation. The amount and the terms are separate parts of this review.

Scroll down to the route. The pickup and delivery come in with their address, contact, and phone number. Review the pickup details, then review the delivery details against the document. You can change any field before you import, so make corrections here if a value doesn’t match.

Give the contact information the same attention as the addresses. For each end of the route, compare the address, contact, and phone number with the corresponding information on the rate confirmation. This keeps the review tied to the actual fields rather than a quick glance at the route as a whole.

The notes for your driver and the broker’s details are filled in too. Read through both before confirming. If you want the broker saved for your next load, leave Save as reusable broker ticked. That option lets the broker details carry forward for reuse rather than serving only this import.

The goal here isn’t to retype the PDF in a different screen. It’s to check the draft TruckTA prepared, correct any fields that need attention, and make sure the details match before you create the load.

Import the load

When everything matches your rate confirmation, select Confirm import. TruckTA creates the load and opens it. This is the action that turns the reviewed draft into a new load.

Every imported load starts with status New, no driver or truck assigned, and not paid. Those are the starting conditions for the imported load. Importing the rate confirmation doesn’t assign the work to a driver or truck, and it doesn’t mark the payment as received.

That separates load entry from the next dispatch action. First, confirm the information you’ve reviewed. Once TruckTA opens the created load, you can check the result and continue with the driver assignment.

Check the new load

The new load opens with the route, payment, and broker from the rate confirmation. Check those details in the created load. You’ve now moved from reviewing an import draft to working with the load itself.

The rate confirmation is saved under Files, so the paperwork stays with the load. That gives you the imported load details and the original rate confirmation together, rather than leaving the document behind at the upload step.

From here, assign a driver and send the load to them the same way as any other load. For your next broker rate confirmation, open TruckTA’s Smart import and use this upload-and-review workflow to organize the load entry without typing every detail by hand.