How work moves through LaneLink AI

Every system is a separate app with its own database. This map shows the screens each one has, the exact status codes a record passes through, and where one system hands off to the next.

10 systems with a lifecycle8 calculatorsStatus codes are the real values stored in each database and returned by each /api
OVERVIEW

How freight moves across the suite

The operational path of one load, from pricing to paying the driver. Solid arrows are the order the work happens in; dotted arrows are the systems that read the result. Today the handoffs are done by people (each app keeps its own data); the upstream roadmap lists them as integrations.

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flowchart LR
  R["Rate Management
price the lane, run an RFQ"] -->|quote| T["Mini TMS
quote → booked"]
  T -->|book & dispatch| D["Load Dispatch
posted → covered → dispatched"]
  C["Carrier Management
vet & approve carrier"] -->|approved carrier| D
  D -->|pickup / delivery| K["Dock Scheduler
appointment → dwell"]
  D -->|BOL, POD, rate con| V["Document Vault
required docs per load"]
  V -->|docs complete| I["Invoice Tracker
invoice customer, pay carrier"]
  I -->|paid loads| S["Driver Settlements
gross → net pay"]
  T -.->|status & documents| P["Customer Portal
shipper self-service"]
  F["Fleet Maintenance
trucks road-ready"] -.->|available equipment| D
  classDef sys fill:#0F1830,stroke:#26345A,color:#E8ECF4;
  classDef side fill:#0A1120,stroke:#4C8DFF,color:#E8ECF4;
  class R,T,D,C,K,V,I,S sys;
  class P,F side;
Operational order of the eight core systems; the Customer Portal and Fleet Maintenance sit beside the main line.
System in the main lineSide systemNormal stateExit or problem stateWaiting on someone
/shipment-management

Mini TMS the capstone: one shipment, quote to close

Manages the full shipment lifecycle and ties together carriers, documents, check calls and reporting. The status change endpoint only allows the moves drawn below.

ScreensDashboardShipments (kanban + table)New shipment wizard (6 steps)Shipment detailCustomersCarriersReportsSettings
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flowchart LR
  q[quote] --> b[booked] --> d[dispatched] --> t[in_transit] --> v[delivered] --> i[invoiced] --> p[paid] --> c[closed]
  q & b & d & t & v & i -.-> x[cancelled]
  t & v -.-> m[claim]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class x,m exit;
Shipment status. Only paid cannot be cancelled; claim is a terminal problem state set from the detail page.
  • Assign a carrier and see the margin update live (customer rate minus carrier rate).
  • Check calls build a timeline on the shipment; every field change is logged as an event.
  • Document completeness tracks four papers per shipment: BOL, POD, Rate Con, Invoice.
  • A health score flags shipments that are late, undocumented or under-margin.
  • Reports: volume, revenue and margin, on-time performance, documents, by customer, by carrier; CSV export.
/load-dispatch

Load Board / Dispatch booking to delivery without the WhatsApp group

A load is created, posted, covered by a carrier, dispatched and tracked with check calls until it is invoiced and closed.

ScreensDashboardLoad Board (kanban + table)Load detailTemplates
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flowchart LR
  n[new] --> po[posted] --> cv[covered] --> di[dispatched] --> pu[picked_up] --> it[in_transit] --> de[delivered] --> inv[invoiced] --> cl[closed]
  pu -->|short haul| de
  n & po & cv & di & pu & it & de & inv -.-> x[cancelled]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class x exit;
Load status. covered means a carrier accepted the load; dispatched means the rate confirmation went out.
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flowchart LR
  s[scheduled] --> ap[at_pickup] --> lo[loading] --> ld[loaded] --> tr[in_transit] --> ad[at_delivery] --> un[unloading] --> dv[delivered]
Check-call timeline recorded against a load; overdue check calls raise a dashboard alert.
  • Assign a carrier with live margin; generate the rate confirmation (copy or email) from the load.
  • Duplicate a load, or create one from a saved lane template for repeat freight.
  • Urgency colours: red picks up today, yellow tomorrow, green later.
/carrier-management

Carrier Management vet, score and price the carriers you use

Carrier records with contacts, insurance, contracted rates and performance. Onboarding runs through a 10-check vetting checklist before a carrier can be approved.

ScreensDashboard (compliance)CarriersCarrier detail: Overview · Contacts · Insurance · Rates · Performance · VettingAdd / edit carrierRate comparisonSettings
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flowchart LR
  ns[not_started] --> ip[in_progress] --> vt[vetted] --> ap[approved]
  vt --> rj[rejected]
  rj -.->|re-open| ip
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class rj exit;
Vetting status. Each check is pending, passed, failed, waived or expired; approval needs the minimum set passed.
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flowchart LR
  a[active] -->|30 days out| e[expiring_soon] -->|past date| x[expired]
  x -.->|new certificate| a
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class e warn; class x exit;
Insurance certificate status (auto liability, cargo, general liability, workers comp) drives the green / yellow / red compliance board.
  • FMCSA lookup by MC number fills authority status, safety rating and insurance, and ticks the matching vetting checks.
  • Performance is logged per load (on-time pickup and delivery, damage, communication) and rolled into a weighted score.
  • Carrier status itself is active, inactive or blacklisted; rates are stored per lane as per_mile, flat or per_cwt.
/rate-management

Rate Management lane pricing, tariffs and RFQs

Lanes hold carrier rates (spot and contract) and customer tariffs, so the margin on any lane is visible before a load is quoted.

ScreensDashboardLanesLane detail (carrier rates, tariffs)ComparisonRFQsAnalytics
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flowchart LR
  d[draft] --> s[sent] --> r[responses] --> a[awarded]
  s & r -.-> e[expired]
  d & s & r -.-> x[cancelled]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class r warn; class e,x exit;
RFQ status: create, send to carriers, collect responses, award one.
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flowchart LR
  p[pending] --> a[active] --> e[expired]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class p warn; class e exit;
Customer tariff status; expiring rates are listed on the dashboard.
  • Comparison shows every carrier's rate for one lane side by side.
  • Margin alerts fire when a lane's tariff minus best carrier rate drops below target.
/dock-scheduler

Dock / Appointment Scheduler doors, time slots, dwell time

Dock doors are rows, time slots are columns. Appointments cannot overlap on a door, and the clock records how long each truck waited and how long it sat on the dock.

ScreensDashboard (door status grid)Calendar: day / weekAppointmentsNew appointmentReportsSettings (facility, doors)
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flowchart LR
  s[scheduled] -->|check_in| c[checked_in] -->|start| p[in_progress] -->|complete| d[completed]
  s -.->|grace period passed| n[no_show]
  s & c -.-> x[cancelled]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class n,x exit;
Appointment status, advanced by the status endpoint (check_in, start, complete, no_show, cancel).

wait time = checked_in → in_progress  ·  dock time = in_progress → completed  ·  total dwell = wait + dock

  • Bulk check-in for a dock clerk working a line of trucks.
  • Reports: dwell time by carrier, door utilisation, appointment volume, no-show rate.
/document-vault

Document Vault every BOL, POD and rate con, findable

Files are uploaded, typed, and linked to a load or carrier. Each load carries a checklist of required documents, so "what is still missing" is a query, not a hunt through email.

ScreensDashboardDocuments (grid / list, search)Document detail (preview)Loads (checklist per load)Carriers (docs by carrier)Settings
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flowchart LR
  u[Upload
drag & drop, batch] --> t[Set type
bol · pod · rate_confirmation · invoice
insurance_cert · authority_letter · ...] --> l[Link to load_ref
and / or carrier] --> f[Requirement fulfilled
load checklist ticks]
  t -->|has expiry_date| e[Expiring in 30 days
dashboard alert]
  f -.->|archive| a[archived]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  class e warn;
Document path. Required types per load depend on its stage: booked, in_transit, delivered, invoiced, closed.
  • Ten freight document types; PDF and image preview; batch tagging; full-text search on metadata.
  • Uploaded files live on the server volume document-vault-uploads, separate from the database.
/invoice-tracker

Invoice & Payment Tracker money in from customers, money out to carriers

Two ledgers on one load: the customer invoice (receivable) and the carrier payment (payable). The gap between them is the margin the aging report protects.

ScreensDashboard (cash position)InvoicesNew invoice (line items)CustomersCarrier PaymentsLoads (profitability ledger)Aging Reports
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flowchart LR
  d[draft] --> s[sent] --> pp[partially_paid] --> p[paid]
  s --> p
  s -.->|past due_date| o[overdue] --> p
  d & s -.-> v[void]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class o warn; class v exit;
Customer invoice status; payments received are recorded against the invoice.
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flowchart LR
  pe[pending] --> ap[approved] --> pd[paid]
  pe & ap -.-> di[disputed]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class di exit;
Carrier payment status; quick_pay and hold pay types change the due date.
  • Aging buckets: current, 30, 60, 90, 90+ days, for receivables and payables, printable.
  • Bulk actions: mark invoices sent, mark carrier payments paid.
/driver-settlements

Driver & Settlement from trips to net pay

Trips are logged per driver and priced by the driver's pay type. A settlement gathers a period's trips, applies deductions, advances and reimbursements, and moves to paid.

ScreensDashboardDriversDriver detail (trips, advances)SettlementsNew settlementReportsSettings (deduction templates)
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flowchart LR
  o[open] --> s[submitted] --> a[approved] --> p[paid]
  s & a -.-> d[disputed]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class d exit;
Settlement status.
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flowchart LR
  o[outstanding] -->|taken from a settlement| d[deducted]
  o -.-> f[forgiven]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  class o warn;
Cash advance status.

net_pay = gross_earnings − total_deductions − total_advances + total_reimbursements

  • Pay types: per_mile rate × miles, percentage of revenue, flat per load, hourly, per_stop.
  • Recurring deduction templates (insurance, truck lease, ELD) plus one-time items per settlement.
/customer-portal

Customer Portal the shipper answers "where is my freight?" themselves

Two faces of one app: the broker's admin side, and a light-themed portal where a customer signs in with an access code and sees only their shipments, the events and documents the broker chose to show, and a message thread.

AdminDashboardCustomers (access tokens)ShipmentsMessages inboxSettings (branding)PortalLogin (access code)My shipmentsShipment detail: timeline · documents · messages
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flowchart LR
  q[quote] --> b[booked] --> ap[at_pickup] --> t[in_transit] --> ad[at_delivery] --> d[delivered] --> i[invoiced] --> c[closed]
  q & b & ap & t & ad -.-> x[cancelled]
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class x exit;
Shipment status as the customer sees it on the timeline. Carrier names, rates and margins are never sent to the portal.
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flowchart LR
  a[Broker creates customer] -->|access token generated| l[Share portal link + code]
  l --> s[Customer signs in]
  s --> v[Sees own shipments only]
  b[Broker adds event or document] -->|visible to customer?| v
  v --> m[Message thread per shipment] --> inbox[Broker inbox, unread count]
Access and visibility path. Tokens can be regenerated or revoked from the customer record.
/fleet-maintenance

Fleet Maintenance keep trucks legal and on the road

Vehicles carry preventive-maintenance schedules, work orders, driver inspection reports and cost history. Inspections and overdue PMs both feed into work orders.

ScreensDashboardVehiclesVehicle detail: Overview · Maintenance · Work Orders · DVIR · CostsWork OrdersDVIRsPartsSettings
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flowchart LR
  o[open] --> p[in_progress] --> c[completed]
  p -->|parts on order| w[waiting_parts] --> p
  o & p & w -.-> x[cancelled]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class w warn; class x exit;
Work order status; parts cost + labour cost total on completion.
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flowchart LR
  a[active] <-->|work order| s[in_shop]
  a <-->|DVIR out_of_service| o[out_of_service]
  a -.-> r[retired]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class s warn; class o,r exit;
Vehicle status.
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flowchart LR
  i[Driver logs DVIR
pre_trip · post_trip · en_route] --> nd[no_defects]
  i --> dn[defects_noted] --> wo[Work order opened]
  i --> os[out_of_service] --> wo
  pm[PM schedule
due by miles or days] -->|past due| od[Overdue alert] --> wo
  wo -->|Mark complete| nx[Next due date recalculated]
  classDef warn fill:#1A1500,stroke:#FFAA00,color:#FFD070;
  classDef exit fill:#1A1010,stroke:#FF5A5F,color:#FF8A8D;
  class dn,od warn; class os exit;
What creates maintenance work: inspection defects and overdue preventive-maintenance items.
  • Parts inventory flags any part below its minimum stock.
  • Lifetime cost per vehicle = parts + labour across all work orders.
CALCULATORS & GENERATORS

Eight single-page tools no database, no login: input in, answer out

Each runs entirely in the browser. Nothing is stored except, for the rate con generator, templates in the visitor's own browser.

IFTA Calculator

InMiles and gallons bought per state or province, fuel typeOutFleet MPG, taxable gallons and net tax owed or credited per state; printable quarterly report, CSV

Detention Calculator

InArrival, free-time start and length, departure, hourly rate, daily cap; or container available date, pickup date, free daysOutBillable hours or days × rate, timeline of free vs billable time, invoice text to copy

Margin Calculator

InSell rate and buy rate (per mile, flat or per CWT); optional full cost breakdown; batch pasteOutMargin % with gauge (green above 15%, yellow 10–15%, red below 10%), best carrier highlighted

Deadhead Calculator

InEmpty miles, loaded miles, rate, MPG, fuel price, driver payOutDeadhead cost, effective rate per total mile, deadhead ratio gauge, "worth it?" verdict

Rate Con Generator

InBroker, pickup, delivery, carrier, rate, accessorialsOutPrint-ready rate confirmation; copy as text or download as HTML; saved templates

Load Profitability

InRevenue and surcharges; fuel, driver pay, tolls, deadhead; monthly fixed costs spread per mileOutTrue profit per load and per mile after every cost

Settlement Calculator

InTrips, pay type and rate, deductions, reimbursements, advancesOutGross, deductions, net pay; printable settlement statement

Freight Parser

InA rate con, BOL or invoice as PDF, image or pasted textOutEditable fields: MC#, DOT#, BOL#, PO#, PRO#, carrier, shipper, consignee, weight, rate, dates, origin, destination