The Beginner’s Guide to Using Load Boards

The freight industry is massive and growing every year. There were 3.55 million truck drivers in the United States in 2023, and that doesn’t include brokers, shippers, and other roles. Competition for loads is fierce. Fleet managers and owner-operators need tools that help them maximize their profits, minimize deadhead miles, and stay competitive. With the right load board guide, truckers and other freight workers can build their businesses.

What are load boards?

Load boards are online platforms that connect shippers, brokers, and carriers. Brokers and shippers post loads they need hauled, and carriers browse these listings to pick up freight. Load boards give haulers a centralized place to find work and fill freight gaps.

What can load boards do?

Different load board types do different things. A high-quality load board does more than help you find freight. Advanced systems let you search and filter loads by origin, rate, equipment type, lane, authority age, and destination. Platforms may also offer instant booking, rate forecasting, negotiation tools, carrier vetting, and document management. You can combine your load board with a transportation management system (TMS) to create more efficient operations.

Why use a load board?

Finding loads on load boards is simple and efficient. If you want to reduce admin work while increasing loads, you need a load board. Here are some of the key benefits you can expect to see with this tool:

• Increased load access: Use load boards to access thousands of verified loads and reliable brokers. Instead of chasing down empty leads, you can be sure you’re looking at real, paying work. 
• Reduced empty miles: Use load boards to find backhauls, increasing profits and reducing deadhead miles. 
• Convenient features: Rate insights and automatic booking features make it easier and faster to pick up loads. You’ll grab more work without wasting time. 
• Competitive work: Small fleets and owner-operators can compete with larger operations. Load boards give everyone the same data and load access, keeping you competitive. 

Getting started with load boards

You might slow down business or miss critical loads if you don’t understand all the available load board tools. Use this load board guide to find and set up your load board.

1. Choose the right load board

Going with the most basic load board limits your success, so look for a platform with advanced features and verified processes. Transparent rate data, verified freight, carrier checks, and TMS integrations make your life easier. Finding a trusted platform will make finding loads easy while ensuring you don’t get stuck with unreliable carriers or unverified loads. You should also assess customer service and subscription costs.

2. Set up your profile

Shippers, brokers, and carriers using load boards need a completed profile showcasing some or all of the following:

• Motor carrier (MC) number
• Department of Transportation (DOT) number
• Company name
• Freight
• Equipment type
• Lanes
• Insurance
• Address and contact details
• References

With a complete profile, other users can trust you more. They’ll feel confident doing business with you if you have all your important information out there for them to see.

3. Filter searches

Filters eliminate unwanted loads that clutter your dashboard. Set filters for load type, distance, weight, pickup windows, rate per mile, and other information. This reduces time spent on poorly matched loads and makes it easier to start making money.

4. Use alerts and tools

Load boards feature alerts that show you newly posted freight in your preferred lanes. You can set alerts for rate changes or use instant booking tools to stay on top of loads. While these features can help you book loads faster, you also need to respond to quality loads and do good work to maintain your profits and reputation.

5. Check the other party

Always research the carrier, shipper, or broker before taking the load. Tools that vet carriers make it easier to check safety ratings and compliance records. Make sure you’re only working with reputable partners. This strategy protects your business and helps you make a stable income.

Finding the best loads on load boards

Once you have the basics down, it’s time to start looking for freight. Grabbing any loads you see will slow you down and limit your profits. Instead, look for the right freight to reduce deadhead miles and stay profitable. Here’s how to use load boards to find the best freight for your operation:

1. Pick the right loads: Don’t always pick the loads with the highest rate. Choose loads based on fuel costs, timelines, and ability. A delayed, well-paying load can hurt your bottom line, so look for loads that fit your business and offer consistency.
2. Use rate tools: Before bidding or booking, know what a fair rate is. Use rate insights and rate forecasting tools to get data based on real-time rates. This prevents you from undercutting yourself.
3. Try instant booking: Instant booking tools make finding loads simple. Lock in rates without negotiation to reduce time and uncertainty.
4. Develop relationships: Consistent, reliable freight is offered by trusted partners. Use load boards to find these brokers and shippers and build networks. With good communication, on-time deliveries, and solid follow-up, you can build a consistent client base that brings in steady income.
5. Walk away: Don’t be afraid to walk away from a load. Use your instincts. There will always be more freight, and protecting your business is more important than staying busy with low-quality loads.

Negotiating rates and booking loads

After finding the right load, you have to negotiate rates. Everyone is looking to maximize profits, so you have to ensure you negotiate a rate that both parties can agree on. Load rates must cover your fuel costs, time, and additional profit. Mastering negotiations takes time, but you can protect your income with a good strategy.

Have your numbers

Once you’ve found a load, you need to do some calculations. You want a rate that covers operating costs and meets your desired profit, so add up fuel prices, operating costs, and profit margins. With rate insights, you can see what other similar lanes, equipment, and seasons go for. Then, decide on the minimum rate you’re willing to work with. When you start negotiating, lead with a larger number. Never go below your calculated rate, or you’ll lose money on the load.

Be professional

Professionalism goes a long way in any industry, so be polite and clear when negotiating. Present your offer and go over your safety record, delivery rate, timeliness, and past experience. You want to demonstrate your ability and trustworthiness. The more professional you are, the higher your chances of selection.

Stay flexible

Be flexible with your terms. Sometimes, you can accept a lower rate if brokers offer better terms like backhauls or quick pay. Never accept loads that don’t cover your costs, but leave some wiggle room with profit. If you can’t reach agreeable terms, you can always walk away and find a better load.

Try instant booking

If you’ve been using the load board for most of your loads already, consider using an instant load booking feature. These skip the negotiating and lock in rates quickly. Carriers see the offered loads and rates and can book them immediately, without haggling over benefits. This is a great tool for brokers and carriers with an established reputation and client base.

Maximizing load board efficiency

After getting some load board experience, you can start tweaking the system for efficiency. Load boards are designed to simplify the freight-finding process, and certain tips can make them work even better for you. Smaller habits and techniques build into an efficient, profitable business in no time. Here are some load board strategies for more efficient use:

• Set habits: Set time aside every day to update availability, scan for new loads, check alerts, and communicate with brokers. You need a consistent schedule to stay on top of load data and ensure your business runs smoothly.
• Save search filters: Customizable search filters let you find your preferred lanes and loads. Keep those filters saved so only the best-fitting loads end up on your dashboard. Review them regularly in case your preferences change.
• Watch the market: Keep an eye on the market. Changes in rates, seasonal demand, and regional conditions can affect your lanes and rates. Staying in the loop lets you adjust your rates and lanes as needed to stay competitive and profitable.
• Use integrations: Integrate your load board, TMS, and dispatch software to eliminate double entry and make it easier to monitor and complete loads. Putting everything together makes you more efficient.
• Network: Load boards help you find freight, but how do you keep it consistent? Networking. Keep a list of brokers who consistently offer quality loads and keep working with them. Combine quality service with the connectivity of a load board to build a reliable network that keeps you in business. 
• Try an app: Mobile apps can give you the same access to loads and load boards, but on the go. If you’re an owner-operator, this flexibility is invaluable. You can search for loads and book jobs while completing your freight runs without sitting down at a computer.
• Monitor timing: Pay attention to timing. Early week loads might offer more flexibility, while end-of-the-week loads will pay more but move faster. Watch how long the loads stay posted. Choose loads with timelines that work best for you and check in regularly. Loads that sit longer might give you more leverage when negotiating.
• Take notes: Keep a log of brokers or carriers your operation has worked with. What were their rates by lane? Were there seasonal fluctuations? Any red flags? Use these logs to make smarter choices and find better-paying, more reliable partners.

Common load board mistakes to avoid

Even with all these tips for using load boards, you can still make mistakes. Navigating loads, setting filters, and connecting with partners can be confusing, so make sure you’re investing your time and resources wisely. Too many loads or underselling yourself can lead to poor service and low profits. Balance good business with careful searching to avoid freight issues. Here are some of the most common load board mistakes to watch out for.

1. Taking too many loads

Not every load is worth your time, and finding the best loads is a skill you’ll develop. In the meantime, dig into load details. Some loads might look profitable, but they could lack coverage for deadhead miles, wait times, or fuel. Higher-paying loads might take too long, delaying your other loads. Use filters and rate data to make sure every load is a good fit.

2. Not vetting partners

Never book without vetting the broker or carrier. What are the broker’s days to pay? Does the carrier have a good track record? Booking with unverified or low-rated partners increases your risk of late payments or unprofessional work. Protect your business by working with verified partners and avoiding suspicious loads.

3. Underpricing your business

Rates go up and down, but you should avoid undercutting yourself to stay in business. The more you undercut, the harder it is to keep your business moving. Undercutting covers your basic expenses, but it doesn’t leave you with any profit to pay yourself. Know your floor rate and never go below it. Keep yourself profitable to avoid compromising your reputation and burning out.

4. Missing details

Every load has fine print attached. Double-check everything before signing and picking up the load. What are the pickup and delivery times? Are there detention policies or special equipment needs? Missing details can lead to delays that eat into your profits and reputation. If you have questions about terms, clear them up before hitting the road.

5. Wasting features

One of the biggest load board tips is to use all the available features. If you’re paying for a load board and only using it to search listings, you’re leaving money and efficiency on the table. Additional offerings like factoring get you paid faster, while carrier onboarding services speed up verification. These features and tools are designed to make your business more efficient. Leaving them unused slows you down and reduces profits.

Find the best loads in no time with Truckstop

When it comes to finding the right loads fast, the tools you use make all the difference. Truckstop is more than a place to find freight. It’s a platform designed to help shippers, brokers, and carriers succeed. With extensive features and thorough vetting, you can count on the Truckstop Load Board to simplify your business.

Get started with the load board trusted by thousands of freight professionals. Enjoy fewer wasted miles, improved load finding, and peace of mind. Reach out to us to request a free demo today.