This guide will walk you through the steps to fill out a bill of lading and track time in Chariot.
Step 1: Start Time Tracking
Begin Time Tracking: Before the move starts, begin time tracking. This could be when you arrive on-site or start driving, depending on your company's settings.
Confirm the Crew: Verify who is working on the job. Chariot will automatically fill in the crew based on dispatch information, but you can adjust this on-site if necessary.
Set Crew Size and Hourly Rate:
Confirm the crew size (note: your crew size for billing purposes doesn't have to match the set of people assigned to the job; For example if you're a contractor assigned to the job, with your own crew, you might be the only mover on the job, but you can set the crew size to 3 movers)
Set the hourly rate for the move. Chariot will automatically look for an hourly rate on the estimate matching today's date and the crew size. If it finds a matching hourly rate, you can just click "Set hourly rate". If it doesn't find a matching hourly rate, you can (a) adjust the crew size to match the estimate, (b) set an hourly rate manually, or (c) skip setting an hourly rate.
4. Choose Starting Activity: Set the starting activity, such as "Arrived and Working." (this will be custom to each moving company). You can edit the start time if needed (the office can see edited vs. actual times). Confirm the details and start time tracking.
Step 2: Start the Digital Bill of Lading
1. Open the Digital Bill of Lading: After starting the move, open the digital bill of lading in Chariot. This document will be customized for each moving company.
2. Fill Out Pre-Move Agreements
Pre-move agreements include terms and conditions, payment terms, valuation (liability) and any other pre move sections custom to your moving company.
Get initials for specific sections, like Valuation or "Other Notes" notes (e.g., "Couch may scuff the doorway. Customer understands.").
Obtain signatures from the customer and the crew leader.
An initial copy will automatically be sent to the customer.
Step 3: Track Time Throughout the Move
Update Time Tracking: As the move progresses, update the time tracking for different statuses such as "Break" or "Driving to Destination."
Manage Crew Changes: If there are changes in the crew (e.g., someone arrives late or leaves early), use the "Crew Change" option to update who is on the crew and adjust the hourly rate if necessary.
End Time Tracking: When the move day is finished, end the time tracking by selecting the final activity and time.
Step 4: Complete Bill of Lading End-of-Move Agreements
Open the Bill of Lading: Reopen the digital bill of lading to complete the end-of-move agreements.
Get initials on Delivery Acknowledgment and any other final terms: Confirm the delivery acknowledgment and any other end-of-move terms, such as work times and final charges.
Verify Work Times: Check that all work times are accurate. Chariot's time tracking feature will automatically fill in the crew size, time, non-billed time (e.g., breaks), and other details. Make any necessary adjustments.
Finalize the charges/ invoice
Use "IMPORT FROM ESTIMATE" Import any additional fees from the estimate.
Add any extra charges not listed in the estimate, such as a fee for extra boxes used.
Edit charges as needed (if needed, someone from the office can help you adjust the bill remotely)
Finalize Tips and Payment: Include any tips, apply any credit card surcharges based on your company settings, and confirm any prepayments. Obtain the customer's signature for the final payment.
Take Payment!
Questions? Issues? Requests?
If you have any questions or need to make adjustments to your mover experience, bill of lading, or time tracking setup, reach out to the Chariot support team.