Before you start
You'll need:
- An active Prevayl account (your invite email contains the signup link)
- Your MC number and DOT number (or your authority application status)
- A QuickBooks Online account if you want to enable accounting sync (optional)
- A Stripe account if you want to enable carrier payouts (optional)
- About 30 minutes for the full walkthrough
Step 1 — Account setup
Sign in and complete the org profile
After accepting your invite, you'll land on the /onboarding wizard. Fill in:
- Legal entity name — exactly as it appears on your operating authority
- MC and DOT numbers — these get cross-referenced against FMCSA SAFER on save
- BOC-3 process agent — required for active brokers
- Time zone — affects all dashboard timestamps and report cutoffs
- Default currency — USD or CAD
Invite your team
Go to Settings → Team and invite users with one of five default roles:
| Role | Can access | Typical user |
|---|---|---|
| Owner | Everything including billing and team management | You |
| Admin | Everything except billing and team management | Operations manager |
| Dispatcher | Load board, orders, carrier dispatch, BOL workflow | Dispatch desk |
| Accounting | AR/AP, invoicing, QuickBooks sync, payroll | Bookkeeper |
| Sales | Quotes, orders, customer dashboard | Account exec |
Custom roles with fine-grained permissions are configurable under Settings → Roles.
Step 2 — First dispatch
Create the order
Click + New Order from the dashboard. You can:
- Enter VINs manually one at a time
- Paste a list of VINs (one per line) — Prevayl decodes year/make/model automatically
- Import a CSV from Manheim, ADESA, or OVE
Set pickup and delivery addresses. Prevayl validates against postal records and flags ambiguous addresses.
Match a carrier
Open the order and click Find Carriers. The AI matching engine considers lane history, equipment fit, on-time performance, current location, and rate appetite. It returns a ranked list with confidence scores.
Click Send Dispatch. The carrier receives the load offer via SMS and email with a one-tap accept/decline link. No login required for the first dispatch — they'll be prompted to claim their carrier account when they accept.
Generate the BOL
Once accepted, the system generates a Bill of Lading with all parties, equipment, vehicle conditions, and signatures. Carriers complete pickup and delivery photo inspections in the mobile carrier portal — no app install required.
Step 3 — First invoice
When the load is delivered and signed, Prevayl creates an invoice in Accounting → AR automatically. By default it's in DRAFT state — you can review, adjust, and send.
Send the invoice via email (PDF attached) or post it to the customer dashboard for self-service download. If you've enabled QuickBooks Online sync, the invoice posts to QBO within 60 seconds.
Step 4 — Onboard your first carrier
Carriers that accept their first dispatch via SMS get a one-time link to claim their carrier portal account. From there they can:
- Upload their MC authority, COI, and W-9
- Set their preferred lanes and equipment
- Configure ACH or check payout preference
- Receive subsequent loads in-portal instead of via SMS
You can also onboard carriers proactively from Carriers → + Add Carrier. Enter MC number; Prevayl auto-fills SAFER data, insurance, and operating status.
What's next
Your account is now operational. Common follow-up reads:
- Dispatch Module — load board configuration, AI matching tuning
- Accounting Module — QBO sync, Stripe Connect carrier payouts
- Dealer Portal — white-label setup, custom domains
- Compliance — broker disclosures, FMCSA, audit logs