Guide for new dispatchers

How to start a truck dispatch business

The setup, the legal line you must not cross, how to get paid, where to find your first carriers and the tools you'll need.

Last checked: October 2026 · This is general information, not legal advice.

What a truck dispatcher does

A dispatcher works for the carrier. You find loads that fit the carrier's trucks and lanes, negotiate the rate with the broker, send the carrier packet, book the load, give the driver the stops and keep the paperwork moving until the carrier gets paid. Good dispatchers also plan the next load before the truck is empty and keep the carrier's papers (insurance, authority, W-9) current with every broker.

You don't own trucks, you don't take responsibility for the freight, and in the normal setup you are paid by the carrier, not by the broker.

Step 1: Set up the business

Legal structure. Many dispatchers form an LLC with their state to keep business and personal money apart. No federal rule says a dispatcher must be an LLC; an accountant or attorney in your state can tell you what fits.
EIN. The IRS says an EIN (tax ID) is free and you can apply online. Beware of websites that charge for one.
Business bank account in the company's name, so your fees don't mix with personal spending.
Insurance. Some dispatchers carry general liability or errors-and-omissions coverage. Ask an insurance agent.

Step 2: Know the line between dispatching and brokering

This is the most important legal point. FMCSA defines a broker as the "middle person" between a shipper and a motor carrier who arranges transportation. Brokers need their own broker authority from FMCSA, with its own filings and financial security. A dispatcher who is truly the carrier's agent does not.

In June 2023 FMCSA published guidance, Definitions of Broker and Bona Fide Agents, that speaks to dispatch services directly. It says a dispatch service may be either a broker or a bona fide agent, depending on the facts. In short:

Signs you are acting as the carrier's agent

You have a written contract with the motor carrier that appoints you as its agent.
You only work for carriers that have appointed you.
You don't seek or solicit shippers for freight.
The carrier pays you, not the broker or the factoring company.
You book loads only for that carrier's trucks and don't hand them to another carrier.

Signs you may need broker authority

You take a load and then decide which of several carriers will haul it.
You deal with or negotiate directly with the shipper.
You accept payment for a load from the broker or factoring company.
You have no written contract with the carrier, or you shop loads to the open market of carriers.

The guidance looks at what you actually do, not at your title. If any of your work sounds like the second list, talk to a transportation attorney before you start, or apply for broker authority. FMCSA's registration page lists the current fee; check it before you pay.

Step 3: Write a dispatcher-carrier agreement

The written contract is what makes you the carrier's agent, so don't skip it. Have an attorney review your template. Most agreements cover:

That the carrier appoints you as its dispatch agent, and what you may do for it (search loads, negotiate rates, sign rate confirmations if the carrier allows it).
Your fee, what it's calculated on, and when and how the carrier pays you.
The carrier's lanes, equipment, minimum rate and the loads it doesn't want.
Who keeps the carrier's documents current, and that the carrier is responsible for its authority, insurance and drivers.
Confidentiality, how either side ends the agreement, and how disputes are handled.

Step 4: Decide how you'll charge

There is no official or standard rate. The most common model is a percentage of each load's gross; ranges of roughly 5% to 10% are commonly mentioned, depending on the equipment, how much paperwork you handle and the market. Some dispatchers charge a flat weekly fee per truck instead. Whatever you choose, write it in the agreement and send the carrier a clear weekly invoice that lists each delivered load and your fee.

If you also do the carrier's books, invoices to brokers or driver pay, price that as a separate service so the carrier knows what they pay for. To see what a dispatch fee invoice looks like, read how to invoice carriers as a dispatcher.

Step 5: Find your first carriers

New authorities. Carriers that just got their authority often have no broker relationships yet. Read our guide on how a carrier gets MC authority so you can help them through it.
Owner-operators who would rather drive than sit on load boards.
Referrals from carriers you already serve, insurance agents, and factoring companies.
Trucker groups online and truck stops. Be useful first: answer questions, share what you know.
Spanish-speaking carriers. If you speak Spanish, many owner-operators prefer a dispatcher who does too.

Before you sign anyone, look the carrier up on FMCSA's SAFER system to confirm the authority is active and insurance is on file. New carriers are also in FMCSA's new entrant program for 18 months, so clean paperwork matters to them.

Step 6: Get your tools ready

A load board subscription (most are paid monthly).
A business phone and email, and a way to sign documents online.
A carrier packet for each carrier: authority letter, certificate of insurance, W-9 and the factoring notice if they use one.
A way to track loads, invoices to brokers, your weekly fee invoices and, if you offer it, the carrier's books and driver pay. Many dispatchers start with spreadsheets and group texts, and switch to dispatch software once they have a few trucks.

Mistakes to avoid

Starting without a signed agreement.
Letting a broker or factoring company pay your fee directly.
Booking a load and then looking for a truck to cover it.
Typing the same load into four places, then missing an invoice.
Losing track of insurance and permit renewal dates for your carriers.

Questions people ask

Does a truck dispatcher need broker authority?

It depends on what you do, not on what you call yourself. Under FMCSA's 2023 guidance, a dispatcher who works under a written contract as the carrier's agent, is paid by the carrier and doesn't solicit shippers is generally a bona fide agent. A dispatcher who spreads loads among several carriers, deals with shippers, or takes payment from the broker or factoring company may need broker authority.

How much do truck dispatchers charge?

There is no official rate. Many dispatchers charge a percentage of each load's gross, and figures of roughly 5% to 10% are commonly mentioned. Others charge a flat weekly fee per truck. Put whatever you agree on in the written contract.

Do I need an LLC to be a truck dispatcher?

No law says a dispatcher must be an LLC, but many form one to keep business and personal money apart. Ask an accountant or attorney in your state what fits you. An EIN from the IRS is free.

Can a dispatcher work for more than one carrier?

Many dispatchers have several carrier clients. FMCSA's guidance looks at each relationship: have a separate written agreement with each carrier, book only loads for that carrier's trucks, and don't move a load from one carrier to another.

Where LaneTally fits

LaneTally is a tool we're building for dispatchers: run all your carriers from one screen, book a load once, and the invoice to the broker, your weekly fee invoice, the driver's pay and the carrier's books follow from it. Each carrier's trucks, drivers and papers stay separate. It's in beta, so you can try it now with example data in the demo, and founding members from the waiting list get early access.

Try the dispatcher demo Join the waiting list

No sign-up. No credit card. Fake data, just look around.

Founding members from the waiting list get 2 months free, then 40% off for 12 months. Watch the how-to videos first. Still want a person to show you around? Email support@lanetally.com for a free 1-on-1 walkthrough on Zoom (early customers).