How to use HaulProof

🚀 New-company setup Admins

Getting a new carrier or account up and running. Do these once, in order.

1. Sign in to the portal. Go to haulproofepod.com/app. The first time, use the sign-in link that was emailed to you (or the temporary password), then choose your own password.
2. Add your team. Open the Team logins tab and add your dispatchers and sales reps. Each person gets their own sign-in link automatically — no need to invent passwords. They set their own the first time they open it.
3. Add your drivers. Open the Drivers tab and add each driver (name + truck). This is what lets you route a load to their phone.
4. Share the driver link. Use the Invite to HaulProof / driver link at the top of the Documents/Loads tab and send it to your drivers. They open it on their phone — there is no app to install.
5. Add your customers. Add the companies you haul for, and for each one set the signed-document recipients (who gets the finished BOL) and the sales reps who own that customer. (See the Customers guide below.)

📋 Dispatchers & admins Portal

Everything you do from the dispatch portal: signing in, building a load, and setting up signatures.

1. Sign in

Go to haulproofepod.com/app and enter your email and password. Forgot it? Use Forgot password? right under the Sign in button. Never received a login? Ask your admin to resend your sign-in link.

2. Find and open a load

The Documents / Loads tab lists loads that need action. A load a driver just uploaded to shows a Doc uploaded status — that’s your cue to open it and set it up. Use + New load to start one from a PO #, or Find a document to search filed paperwork.

3. Set up the load

Open the load and click Edit. Everything is on one screen — fill it in and hit Save once:

1. PO # / Load # and the Customer it’s for.
2. Stops & documents — set each stop’s Type (BOL/POD/…), Delivered to (the receiver), and Sales rep. You can add or split stops here.
3. Assign a driver so the load routes to their phone.
4. Load updates — check the team members who should get an email as each stop completes.

4. Set up the signatures

On the document row, click ✍ Signatures to open the signature setup. Pick a signer (Driver, Consignee, Shipper/Pickup, or add your own) and a field type (Sign + date, Signature, Initials, Date, Time, or Text box), then click on the document where it should go. Drag to move, pull a corner to resize, and give Time/Text fields a label. Click Save setup when it looks right.

🚛 Drivers On your phone

No app to install. Your dispatcher sends you a link — open it on your phone and you’re in.

1. Open the link your dispatcher sent you. Best to open it right in your phone’s browser. If you got it by text, tap the whole link (or copy-paste it) so none of it gets cut off.
2. Allow location when asked, and set a PIN if prompted (first time only). Location is only read at the moment a signature is captured — it’s your proof the load reached the right place.
3. On “Today’s route,” choose what you’re doing: upload & sign a document yourself, upload one for dispatch to set up, or Pull a prepared BOL by PO#/Load# to sign the spots dispatch already set.
4. Take clear photos. Hold the phone steady and fill the frame with the page — get close so the whole document is sharp and readable.
5. Sign on screen where the fields are, and you’re done. Everything works offline and uploads automatically once you have signal.

💼 Customers & receivers Signed docs

If you’re a customer or a delivery location, you usually don’t log in day-to-day — signed documents come to you by email automatically.

How signed documents reach you

The moment a stop is signed, HaulProof emails the completed document to the recipients set up for that customer. To control who gets them, the carrier opens the customer record and manages the Signed-document recipients (check “gets docs” for each). Receivers (delivery locations) can also have their own BOL contacts.

🔧 Troubleshooting Quick fixes

The handful of things that trip people up most, and how to clear them fast.