{"id":87,"date":"2026-07-15T17:57:26","date_gmt":"2026-07-15T17:57:26","guid":{"rendered":"https:\/\/diiniai.com\/blog\/2026\/07\/15\/detention-accessorial-tracking-dispatch-revenue\/"},"modified":"2026-07-15T18:40:57","modified_gmt":"2026-07-15T18:40:57","slug":"detention-accessorial-tracking-dispatch-revenue","status":"publish","type":"post","link":"https:\/\/diiniai.com\/blog\/2026\/07\/15\/detention-accessorial-tracking-dispatch-revenue\/","title":{"rendered":"Accessorial Tracking for Detention: 7 Proof Points That Protect Dispatch Revenue"},"content":{"rendered":"

Detention and accessorial tracking<\/strong> protects money that dispatch teams often earn but fail to collect. The issue is rarely that the charge never happened. The issue is that the proof is incomplete, late, or scattered across messages, calls, and driver notes.<\/p>\n

This post continues the DIINI Dispatch AI series after broker communication logs. If the broker conversation is the memory of the load, accessorial tracking is the proof that extra time, work, or cost should be paid.<\/p>\n

1. Arrival time<\/h2>\n

Detention tracking begins with arrival. The dispatcher should know when the driver arrived at the facility, whether the driver checked in, and whether arrival was before the appointment time. Without arrival proof, detention claims become harder to support.<\/p>\n

<\/p>\n

\"Detention
Detention proof timeline<\/figcaption><\/figure>\n

2. Check-in confirmation<\/h2>\n

Some facilities separate arrival from check-in. A driver may be on property but not officially checked in. A clean record should capture both when possible, especially for strict broker or shipper rules.<\/p>\n

3. Loaded or unloaded time<\/h2>\n

The end timestamp matters as much as the start timestamp. If the driver waits four hours but the system only knows arrival time, the claim is incomplete. Loaded, unloaded, paperwork received, and departure times all matter.<\/p>\n

4. Broker notification<\/h2>\n

Many brokers require notification before detention begins or after a specific waiting threshold. The dispatch system should remind the dispatcher to notify the broker and record when that happened.<\/p>\n

5. Written approval<\/h2>\n

Some accessorials require approval before the charge is accepted. Lumper fees, layover, extra stops, and TONU should be tied to written approval or at least a logged broker conversation.<\/p>\n

\"Accessorial
Accessorial revenue protection<\/figcaption><\/figure>\n

6. Receipts and supporting files<\/h2>\n

Receipts should be attached to the load record, not left in a text thread. A lumper receipt without load context becomes hard to match later. The same applies to scale tickets, washout receipts, and gate paperwork.<\/p>\n

7. Invoice line item<\/h2>\n

Tracking is not complete until the accessorial appears on the invoice or billing packet. If the dispatcher documents detention but accounting does not invoice it, the revenue is still lost.<\/p>\n

Accessorial proof table<\/h2>\n\n\n\n\n\n\n\n\n
Accessorial<\/th>\nProof needed<\/th>\nRevenue risk<\/th>\n<\/tr>\n<\/thead>\n
Detention<\/td>\nArrival, check-in, release, broker notice<\/td>\nClaim denied without timestamps.<\/td>\n<\/tr>\n
Lumper<\/td>\nReceipt and broker\/customer approval<\/td>\nOut-of-pocket cost not reimbursed.<\/td>\n<\/tr>\n
Layover<\/td>\nDelay reason and written approval<\/td>\nDriver time unpaid.<\/td>\n<\/tr>\n
TONU<\/td>\nTruck ordered, cancellation, broker agreement<\/td>\nTruck movement not compensated.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Common mistake<\/h2>\n

The mistake is waiting until invoice time to reconstruct accessorials. By then, the driver may be on another load, the broker may not remember, and the proof may be incomplete. Accessorial tracking should happen during the load, not after the week closes.<\/p>\n

FAQ<\/h2>\n

Should every wait time be billed as detention?<\/strong> No. Follow the broker or customer terms. But every serious wait should be tracked so the team can decide correctly.<\/p>\n

What should dispatchers ask drivers to send?<\/strong> Arrival time, check-in proof if available, loaded\/unloaded time, receipt photos, and any facility notes that explain the delay.<\/p>\n

Related DIINI reading<\/h2>\n