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Freight Broker Virtual Assistant

A freight brokerage lives on its phone and its paperwork. Every load means finding and vetting a carrier, sending the rate confirmation, tracking the truck, updating the shipper, collecting the proof of delivery and invoicing, and the margin disappears when any step stalls. Brokers and agents who should be booking freight end up chasing PODs.

A freight broker virtual assistant is a dedicated remote team member who runs the operational back office for brokers and agents: carrier onboarding, check calls and tracking updates, document collection, invoicing and data entry in your TMS, so your people spend their day covering and selling freight.

What your VA takes on

• Carrier onboarding: sending setup packets, collecting W-9s, insurance certificates and authority details, and checking them against your onboarding rules and the tools you use for carrier vetting.
• Load tracking and check calls: check calls on your schedule, tracking-link follow-up, updating status in the TMS and flagging delays early.
• Shipper updates: proactive status messages and delivery confirmations to customers in your templates.
• Rate confirmations: preparing rate cons from the terms your broker agreed, sending them for signature and filing them to the load.
• POD and paperwork: collecting proofs of delivery and lumper receipts, checking them and attaching them to the load.
• Invoicing: invoicing shippers when paperwork is complete, preparing carrier pay or factoring paperwork, and tracking aged receivables.
• Load board admin: posting loads and pulling carrier options from load boards for your broker to choose from.
• Reporting: a daily snapshot of loads in transit, missing paperwork and invoices outstanding.

A typical week

• Morning: check calls on loads in transit, overnight issue list, shipper status updates.
• Midday: carrier setup packets for new carriers, document checks, rate cons out for signature.
• Afternoon: POD collection on delivered loads, invoicing, factoring paperwork.
• End of day: TMS clean-up, tomorrow's pickups confirmed, exceptions report for your team.
• Weekly: aged receivables review, carrier insurance expiry list, lane and customer report.

Tools they work in

• TMS: McLeod, Aljex, Tai TMS, Rose Rocket, Revenova or the TMS you use
• Load boards: DAT and Truckstop, with the access you set
• Carrier vetting tools such as Highway, RMIS or MyCarrierPackets, and public FMCSA records
• Tracking: MacroPoint, Trucker Tools or your visibility platform
• Accounting: QuickBooks and your factoring portal

The bright line

Your VA works inside the authority you give them. They do not agree rates or terms you have not approved, sign broker-carrier agreements, or make carrier compliance decisions outside your written rules. Claims and disputes go to you. Customer and carrier data stay inside your systems.

Signs it is time

• Your brokers spend more time on check calls than on covering freight.
• Invoices wait days because PODs are missing.
• New carrier setups slow down loads that are ready to move.
• Nobody owns the exceptions list, so shippers hear about delays from their own customers.

What it costs

Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.

Small brokerages and independent agents often start on Essentials for paperwork and invoicing; a desk with steady volume usually needs a full-time Executive plan to cover check calls and setup during business hours.

Your first 30 days

1. Week one: TMS walkthrough, check calls and shipper updates on live loads.
2. Week two: carrier onboarding packets with your vetting checklist.
3. Week three: POD collection and invoicing.
4. Week four: daily exceptions report and aged receivables.

Related

• Virtual assistant for trucking companies
• Customer service virtual assistant
• Virtual administrative assistant
• All industries we support

FAQ

Can a VA do check calls? Yes, on the schedule and script you set, logging every update in your TMS.

Can they book loads with carriers? They can gather options and send rate cons on terms your broker approved. Negotiating outside your authority stays with your team.

Do they vet carriers? They collect documents and run the checks in your written onboarding rules, and escalate anything outside them.

Which TMS do they use? Yours. We match on your software and you control permissions.

Is this different from your trucking page? Yes. That page is for carriers running trucks; this one is for brokers and agents moving other people's freight.

What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.