The daily workflow — 90 minutes to run a truck

Why routine matters

New carriers try to run their business "as things come up." They spend all day reacting — check the load board, get distracted, run a load, forget to invoice, miss a broker call, scramble to prep the next day.

A 90-minute daily routine (30 min morning, 30 min mid-day, 30 min end-of-day) runs a clean single-truck business.

6:00 AM — the morning block (30 min)

5:30 — wake up, get to truck

6:00 — pre-trip inspection Circle the truck. Check:

• Tires (visual + thump test)
• Lights (walk-around, headlights, brake, turn, marker)
• Fluids (oil, coolant, DEF, washer)
• Air pressure (build to 120 psi, apply brakes, verify < 3 psi loss/min)
• Cargo securement (if pre-loaded from yesterday)
• Log inspection in ELD as "on duty not driving"

6:15 — load board pass

• Open DAT.
• Check 2 preset searches for today's origin.
• Note 3–5 candidate loads.
• Cross-check credit scores.
• Rank by RPM.

6:25 — first calls

• Call broker #1 with best load.
• Rate confirmation received within 15 min = book.
• If busy, move to #2.

6:40 — dispatch or roll

• If booked overnight, roll now.
• If just booked, verify pickup ready, roll to origin.
• Text spouse/family: "Rolling to [City], planned home [Time]."

Mid-day — the maintenance block (30 min, done at lunch or fuel stop)

Pick a truck stop or shipper waiting time.

Invoice yesterday's load (5 min)

• POD in factoring app.
• Rate confirmation.
• Invoice number.
• Submit.

Book tomorrow's load (15 min)

• Load board second pass.
• Aim to book by 2:00 PM for tomorrow.
• If deadhead is unavoidable, plan the return NOW.

Broker relationship maintenance (5 min)

• Text 2 repeat brokers: "In [region] this week — anything need coverage?"
• Log any new brokers you talked to today.

Personal (5 min)

• Actual lunch.
• Stretch (back, hamstrings, hips).
• 4 glasses of water in.

End of day — the close-out block (30 min)

Post-trip inspection (10 min)

• Same as pre-trip but log any issues found today.
• Document any lot/dock damage with photos.

Paperwork close (10 min)

• Today's rate confirmation → folder.
• Today's POD → factoring or shipper.
• Today's fuel receipts → glove box envelope.
• Note any accessorial billing (detention, layover, lumper) — invoice tomorrow.

Plan tomorrow (10 min)

• Confirm tomorrow's load is loaded/staged.
• Verify pickup time and address.
• Check weather for planned route.
• Check DOT road closures if long haul.
• Set tomorrow's alarm.

Weekly (Sunday, 60 min)

Every Sunday afternoon or evening:

• Financial reconciliation: verify factoring deposits match invoices.
• Load log update: add all week's loads to your Google Sheet.
• Broker follow-up: email any invoice > 30 days out.
• Market audit: DAT RateView on your 5 top lanes.
• Next week plan: book 2–3 loads for Mon-Wed.
• Reserve funds: move maintenance + IFTA + tax reserves to sub-accounts.
• Personal admin: confirm week's expenses in QuickBooks.

Monthly (first Sunday of month, 90 min)

• P&L review: revenue, expenses, net profit. Compare to previous month.
• CPM recalc: based on last month's actuals.
• Maintenance planning: what PM is due? Book shop appointments.
• Compliance calendar: any filings this month?
• Truck review: anything wearing? Get quotes on repair.
• Business review: 1 thing to improve next month.

The exact 6:00 AM checklist (print + laminate for the truck)

• Tires visual + thump
• Lights walk-around
• Fluids: oil, coolant, DEF, washer
• Air pressure buildup to 120 psi
• Air brake leakdown test
• Cargo securement (if loaded)
• Cab: mirrors, seat, seatbelt, HVAC
• ELD: on-duty status
• Fuel level, DEF level
• Phone charged, mount installed
• Coffee, water, snacks
• Load documents on clipboard
• Rate confirmation open on phone
• Route in GPS
• Weather + traffic checked

The 3 things new carriers skip that kill them

1. 1Pre-trip inspection. They "know the truck." Then a wheel bearing fails on I-80.
2. 2Same-day invoicing. They wait "until they have a few to submit." Then they're 45 days behind on cash.
3. 3The Sunday reconciliation. They "know their numbers." Then they miss a $2,300 broker payment for 60 days.

Do all three, every day/week.

The busy-week rhythm

For weeks when you're crushing it (6 days/week, 12+ hour days):

• Coffee at 5:15, roll by 6:15.
• Lunch = fuel stop = mid-day block.
• Dinner = truck stop shower + close-out block.
• In bed by 10:30 for 7 hours before 5:15 alarm.

Do NOT try to do 14-hour days for weeks on end. You WILL crash the truck. Rest days are non-negotiable.

Action items

• Print the 6:00 AM checklist, laminate, keep in truck
• Block calendar for the 3 daily windows (morning, mid-day, evening)
• Block Sunday reconciliation block (90 min)
• Set up phone folders: Rate Confirmations, PODs, Fuel Receipts
• Physical folder in truck: same categories

Next: Rate negotiation — the scripts that add $200/load to your average.