Hotshot owner-operators, carriers, dispatchers, and small fleets
Hotshot Load Decision Toolkit
A free hotshot load calculator and printable decision worksheet for comparing loaded and empty miles, truck-specific operating cost, payload and deck fit, source integrity, authority and insurance review, securement, schedule, accessorials, and the carrier's final decision.
Interactive worksheet
Compare the whole hotshot move.
Use the truck's actual cost and payload records. Commercial inputs stay in this browser; analytics records only the resulting decision band and checklist count.
Gate 1
Preserve the current load facts
Start with the live source record, not a reposted screenshot or an old message. Separate verified facts from questions so an attractive rate does not hide a changed appointment, missing dimension, or unavailable load.
Source and load ID
Record the load board, broker portal, shipper connection, or other authorized source and its current load identifier. Keep source terms and access restrictions attached.
Pickup and delivery
Record full locations, appointment or first-come terms, dates, time zones, stops, loading method, and the exact place the truck will be empty before pickup.
Cargo facts
Record commodity, count, total weight, individual-piece weights, length, width, height, center-of-gravity concerns, and any tarp, temperature, hazmat, or special-handling requirement.
Unknowns
Write missing rate, dimension, loading, unloading, appointment, permit, escort, payment, or contact facts as questions. Do not choose a favorable assumption to complete the estimate.
Gate 2
Verify the actual truck and trailer fit
The equipment label 'hotshot' does not establish capacity. Use the specific truck, trailer, hitch, axle, tire, registration, and cargo-securement information for the configuration that would run the move.
Available payload
Use current scale, equipment, and rating records to determine the configuration's available payload after truck, trailer, fuel, driver, tools, securement, and other carried weight.
Usable deck and geometry
Compare every cargo piece with usable deck length and width, loading clearances, axle placement, overhang, turning clearance, and the planned weight distribution.
Securement plan
Identify the applicable general and commodity-specific securement requirements, anchor points, tiedowns, working load limits, edge protection, blocking, bracing, and inspection plan.
Stop on mismatch
A calculator cannot approve a configuration. If payload, ratings, dimensions, placement, securement, or equipment condition is unknown or does not fit, stop and obtain qualified review.
Gate 3
Review the operation, not a nickname
Federal and state requirements depend on the actual vehicle or combination, ratings and weights, commerce, cargo, operation, route, and jurisdiction. 'Hotshot' is not a regulatory exemption.
Carrier identity and authority
Match the legal carrier, USDOT and any applicable operating authority with current official records. Confirm the planned commodity and for-hire operation fit that authority.
Driver licensing
Review the specific combination against current federal CDL classifications and the issuing state's requirements. Use ratings and actual weights rather than an informal equipment description.
Insurance and filings
Review current official filings and the policy evidence required for the operation, cargo, equipment, customer, and contract. Do not treat an uploaded certificate as verification by itself.
Hours, route, and permits
Confirm available hours, ELD or record-of-duty obligations, route restrictions, dimensions, weight, permits, escorts, weather, parking, and jurisdiction-specific requirements before committing.
Gate 4
Calculate every mile and trip cost
Compare the gross rate with the move the truck will actually make. Use truck-specific records and keep the original estimate so actual results can improve future decisions.
All decision miles
Add loaded miles, deadhead from the truck's real empty location, and any repositioning reasonably needed after delivery. Keep route and source mileage disagreements visible.
Operating cost per mile
Use recent fuel, maintenance, tires, equipment, insurance, registration, software, driver compensation, and reserve records according to the carrier's own accounting method.
Trip-specific costs
Add tolls, scales, parking, tarps, permits, escorts, loading help, washouts, lodging, accessorial exposure, and other costs caused by this move.
Time and reload effect
Record dwell, appointments, stops, weekend exposure, reload conditions, and productive days consumed. A positive mileage estimate can still be a poor weekly decision.
Gate 5
Verify the counterparty and written terms
Finding the posting is not the same as verifying the company, contact, payment path, or agreement. Resolve commercial details before the truck is committed.
Company and contact
Compare the broker or counterparty legal identity, authority when applicable, phone, email domain, instructions, and payment changes with the source and known records.
Rate and accessorials
Confirm linehaul, fuel, total rate, stops, detention, layover, TONU, loading, unloading, tarps, permits, escorts, advances, deductions, and who pays each item.
Payment and documents
Review terms, carrier packet, W-9 and insurance handling, factoring or Notice of Assignment fit, rate confirmation, BOL, receipts, POD, and invoice requirements.
Fraud and source boundaries
Stop on identity mismatch, rushed off-platform instructions, credential requests, changed remittance details, or any request that bypasses the carrier's controls or the source's terms.
Gate 6
Record the carrier decision and actual result
The worksheet prepares a decision; it does not make one. Preserve who approved or rejected the move, the facts used, unresolved risks, and what actually happened.
Decision owner
The authorized carrier decides whether the rate, lane, equipment, schedule, counterparty, and risk fit. Record the decision and any conditions rather than inferring approval.
Written match
Before dispatch, compare the rate confirmation or agreement with the approved cargo, equipment, stops, appointments, money, accessorials, and special requirements.
Exception triggers
Define what requires an immediate stop or escalation, including cargo mismatch, overweight risk, securement problem, changed appointment, delay, damage, rejection, payment change, or document conflict.
Actual-versus-estimated
After completion, record actual miles, time, costs, accessorial recovery, service result, and payment status without rewriting the original estimate.
Source and scope notes
This resource supports operating review. It is not legal, tax, insurance, accounting, safety, or financial advice, and it does not replace current source terms, professional review, or carrier approval.
Related workflows
Corrections and partner use
Link to this resource freely. For corrections, classroom use, accessibility formats, or a reviewed collaboration, contact LoadLadder with the exact section and proposed change.
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