Build the detention record while the details are clear

Begin with this load’s agreement

Read the rate confirmation and agreed detention terms. Record when free time begins, how much is allowed, the rate, billing increments, rounding, any cap and the required notice. Also record the submission deadline and channel.

There is no universal two-hour rule that can be assumed for every load. A broker may require a notification while the truck is waiting, particular evidence or timely submission. A calculation cannot repair a missed eligibility condition.

Keep appointment, arrival and departure separate

Use a time zone or explicit UTC offset for each timestamp. Preserve the appointment and the actual arrival even if they are close together. Record the source: check-in paperwork, signed in/out record or another form required by the agreement.

When free time begins at the appointment, an early arrival does not automatically create extra billable time. When arrival or the later of the two is the agreed basis, the calculation changes. Review late-arrival conditions separately.

A terms-based estimate

This is a fictional arithmetic example. It assumes those terms apply and does not establish eligibility, approval or payment. Change the start basis, rate, rounding and cap to match the actual agreement.

Build a pack another person can review

• The load reference, broker and facility.
• The rate confirmation and relevant detention clause.
• Appointment, in/out evidence and consistent time zones.
• The required broker notification and its evidence.
• The calculation and the required submission date.

A file should support a specific point. Keep private driver and customer information to what is needed for the claim. Layclaim can hold the record and supporting evidence and produce a printable pack; you still submit it through the required channel.

Track the money after submission

Record the actual submission date and reference, the broker’s response and the next follow-up. Keep estimated, submitted, approved and paid amounts distinct. A prepared PDF does not prove submission, and a submitted claim is not cash received.

Use one completed load to compare the record with the actual rate confirmation and required evidence. The workflow earns its place if the next claim is easier to assemble and follow, without losing the details that determine whether it can be considered.