Don't Dwell: Get Paid and Keep Moving | Joe Morten & Son

Unpaid wait time erodes margin, frustrates drivers, and wrecks schedules. For small fleets, the answer isn’t to eat it and move on. It is to measure it precisely, set expectations before the truck rolls, and collect professionally without burning bridges. Detention can be managed like any other operational variable when you standardize how you track it, price it, and communicate it.

measure what matters (and make it verifiable)

If you can’t prove time on site, you can’t bill it. Start with objective stamps: electronic logging device-generated (ELD) arrival/departure events aligned to geofenced shipper locations, plus time-stamped in/out photos when practical.

Most ELD and telematics platforms support simple geofences. Set these on key facilities and export weekly detention reports for review. Keep the data clean, ensuring drivers change duty status promptly and use standardized notes for “arrived shipper,” “arrived receiver,” “waiting on door,” and “ready for bills.”

FMCSA’s Hours-of-Service pages and the Safety Planner are useful references when you’re building a policy that aligns timekeeping with compliance.

Create a one-page internal SOP for detention tracking that dispatch, drivers, and billing all follow. Reconcile ELD time, facility guard logs (when available), and bill of lading (BOL) timestamps. The goal is defensible, consistent records so when you request detention, you present neutral facts instead of opinions.

set expectations in the rate con - before pickup

Detention is easiest to collect when it’s agreed in advance. Put your terms in writing on every load, including a free-time allowance (for example, two hours), your detention rate, how it accrues (in 15-minute increments), and the documentation required (ELD arrival/departure plus signed BOL).

If a broker or shipper pushes back, negotiate. Many will accept a reasonable rate if the rules are clear. Spell out appointment requirements, drop vs. live load expectations, and who approves accessorials. Trade associations and industry publications consistently advise codifying accessorials up front; bringing a sample clause or your standard addendum to the call keeps the conversation businesslike.

When facilities are known dwell offenders, share historical averages from your own data to justify terms. You can also offer service-tier options (e.g., “standard” with standard detention vs. “priority” with tighter windows and premium pricing). Framing detention as a trade-off of time vs. money helps customers plan and reduces argument later. For context on how detention affects safety and productivity, point decision makers to FMCSA resources like the Safety Planner’s section on operations policies.

collect professionally by escalating facts, not friction

As soon as free time expires, send a simple, templated notice with your time stamps and BOL copies attached. Follow up on a predictable cadence: day-of notice, next-day invoice addition, weekly statements until paid.

Keep tone neutral and evidence-based; you’re enforcing an agreed term, not litigating. If a dispute arises, restate the agreed clause and resend supporting records. When disputes persist, offer a one-time courtesy reduction paired with a facility-level improvement ask (dock-scheduling accuracy, pre-staged pallets, or appointment flexibility). That preserves relationships while signaling you won’t waive detention as a habit.

It's also vital to close the loop internally. Review facility-level dwell monthly, update your rate matrix, and steer capacity away from frequent non-payers. Over time, your data enables better pricing, better lanes and fewer unpaid hours.

the name you can trust

At Joe Morten & Son, Inc., we work with trucking operations to protect their bottom line. If you’re in the market for an agency that puts you first, we’re here to help.