Transflo Express Driver Instructions

Welcome! Your company has contracted with TRANSFLO Express® to get your documents in easier and with more certainty than in the past. With this new service, you will be able to get your trip information to us in a matter of minutes instead of days. Using the TRANSFLO Express kiosks at truck stop locations, drivers can print, email or fax documents for various needs including border crossing documents, insurance or claims paperwork, permits, HR, payroll, or tax forms, rate confirmation sheets, bill of lading documents for intermodal shipments, and any paperwork requiring physical signatures.

Benefits to You:

  • Total control of your documents.

  • You no longer have to hand your documents off to someone hoping they do not get lost.

  • Keep your original paperwork until the time comes to discard it properly.

  • Ability to confirm that your bills made it to payroll by the payroll cut off date.

  • You get a confirmation number immediately after scanning so you know your documents have been sent.

  • You no longer have to make copies before sending your documents in.

  • With Transflo Now software for Windows, you can also take advantage of the option to scan and send your own documents.

TRANSFLO Express makes it easy to do what previously took days in just a few minutes. With TRANSFLO Express, it is fast and easy for your boss and associated back-office staff at any carrier, shipper, or broker to receive your trip documents the same day you (the driver) deliver the load. Here’s how it works:

  1. The driver hands their paper trip documents and company cover sheet to a trained cashier.

  2. The cashier scans the trip documents. For a typical trip, this step takes less than a couple minutes.

  3. The cashier prints a confirmation, staples it to the trip documents, and hands all paperwork back to the driver.

  4. Your scanned delivery documents are transmitted to Pegasus TransTech data centers and delivered electronically to your fleet.

  5. Your trip documents are available to your corporate office personnel for immediate billing and payroll processing.

Fast: With TRANSFLO Express, you can provide the customer with proof-of-delivery the same day the load is delivered. Your customer rests easier knowing their shipment has safely reached its destination. Your fleet enjoys the competitive advantage that comes from superior customer service.

Convenient: No envelopes for your corporate office staff to open. No docs to prep or scan. No time lost to trying to locate missing paperwork. Within seconds of being scanned at the truck stop, your trip documents arrive, ready for immediate processing. So while you’re enjoying all the benefits of faster cash flow and higher customer and driver satisfaction, you’re also reducing your operating costs by improving your corporate office’s productivity.

Easy: Drivers love TRANSFLO Express because it is so easy to use. Drivers simply hand their trip documents to trained cashiers for scanning. TRANSFLO Express delivers the driver trip documents in seconds, not days, and issues a printed confirmation to the driver that his or her paperwork has been received by the fleet. Drivers can also retrieve confirmation receipts over the internet for up to 14 days. Drivers have the peace-of-mind that comes from knowing they’ve beat payroll-related deadlines.

QUICK and EASY: No more waiting 2-5 days to bill your customers. With TRANSFLO Express, your documents are scanned at truck stops or your terminals and delivered in seconds to your corporate office for immediate processing. That brings unprecedented speed to your billing cycle and cash flow.

  1. DELIVER: Simply make your load pickup and delivery and retain all documents.

  2. SCAN: Stop at any of our participating truck stops and a trained cashier will scan your paperwork.

  3. GET PAID: Within seconds after scanning, your documents are received for billing and payroll.

Here are the simple steps that need to be followed in order for you to get paid promptly. As quickly as you can after you deliver the load, submit your paperwork. Note that dispatch requirements may affect when you should have your load paperwork scanned. If you have any questions, ask your fleet manager.

  1. Get load paperwork and deliver the load.

  2. After you deliver the load, go to the nearest truckstop with Transflo Express® scanning such as Loves, Pilot, or Flying J. Truck stops added to the network are shown on the www.TransfloExpress.com website.

  3. Fill out the entire TRANSFLO Express® Trip Sheet. One trip sheet for each load. The trip sheet must be scanned first; all other documents should be sorted by you in the order recommended by your manager and then scanned. Make sure that all pages are facing the same direction and any wide sheets like logs and fuel receipts are stacked and rotated as you need.

  4. Do not make pen marks or smudges on or near the bar codes. This will cause the truck stop to request additional information from you. If a barcode is covered or a mark of any kind appears on it, start over with a new Transflo Express® Trip Sheet. The barcode identifies the carrier. As long as the TRANSFLO Express Trip Sheet is scanned first, the bar code on the trip sheet will route the documents to the proper carrier or other recipient.

  5. Please print clearly to ensure no delays in payroll.

  6. If you have reimbursable expenses, list them. Also note any other costs or expenses. Use extra sheets of 8.5 by 11.0 inch paper as necessary to tape receipts. Paper and tape are available at the truck stop. Tape small receipts to a regular sized sheet of paper using tape and paper provided at the truck stop. Do not tape different types of receipts to the same page. For example, do not tape a toll receipt and a weight ticket receipt to the same sheet of paper.

  7. The attendant has been trained to do the scanning for you. All you have to do is present the documents in the correct order, facing the right direction, unfolded, and without staples or paper clips.

    1. Most scanners accept documents up to 10 x 14 inches (25.4 x 35.5 cm). If your trip has documents larger that 10 x 14, call your fleet manager for instructions.

    2. Toll tickets are small, and not always clearly readable. Be sure to write your order number and load number on the ticket. Do not write over any information on the ticket. Keep the receipt in case you are asked for the original.

    3. Billing documents will be addressed on an as-needed basis.

  8. No money is requested from you at the truck stop. TRANSFLO Express® bills your company directly. You get a receipt that looks like the example below. Be sure to keep the receipt with your original paperwork. The receipt shows your tracking number. As long as you have that receipt, the images can be tracked if, for some reason, a question needs to be answered.

  9. You can view your images for up to 14 days at www.TransfloExpress.com.Click the View Documents button. Type the confirmation number into the boxes provided and press Enter. When the screen appears with the confirmation number, you should see DELIVERED beside it to indicate that your load paperwork has been delivered to the image system at the corporate office. You may also view the documents on this screen.

  10. If you have any problems that cannot be resolved at the truck stop, call your driver manager, dispatcher, or fleet admin. Be sure you have as much information as possible, including the store location, name of cashier, and the date and time to help get the problem resolved as quickly as possible. If you do scan something, the confirmation number is also helpful.

  11. If you want to scan and submit your documents from home using Transflo Now software, check with your fleet administrator. You can also use the Transflo Mobile+ app. New electronic bill of lading and proof of delivery documents (eBOL and ePOD) with e-signatures are growing in popularity largely due to their convenience and accuracy.