This article walks you through finding a client in polt.ai and reviewing their record. Most rep workflows start here — checking credit before booking a load, looking up a contact, or pulling a historical document.
1. Find the client
From the top nav, click Clients to open your Clients dashboard, then type the client's name or ID into the search and filter bar at the top. Click the client's row to open their record.
Tip: The Clients dashboard only shows clients assigned to you. If a client doesn't appear, they may be assigned to another rep — use the Check availability field at the top of the dashboard to confirm.
2. Review the General tab
The General tab opens by default and is your at-a-glance view of the client.
Top of page:
Client name plus the Lead status pill (Customer, In negotiation, Prospect, etc.). See Understanding client lead, credit, and NOA statuses.
Summary cards:
Shipments in progress — count of active shipments for this client (click to view)
Shipments total — lifetime count of shipments booked (click to view)
Team — internal rep team who owns the relationship
Sales representative — the rep on your team responsible for this client
General section:
Name, ID, Billing address, Website, Freight description, TIN, DOT, MC, DUNS
Primary contact section:
The client's main contact (first name, last name, phone number, email). To update, see Updating a client's general details and primary contact.
Credit section: (view-only — reps cannot edit these fields)
Balance / Limit ratio bar
Balance — current credit drawn
Limit — total credit approved by Accounting
Status — Approved, Declined, Needs review, or Pending review
NOA status — Active, Not sent, Placed, Requested, or Sent
Note — Accounting's internal note on the credit record
See Reading a client's credit panel and NOA status for what each value means and what to do about it.
Instructions section:
Rate confirmation — special instructions that get included on every ratecon you send for this client. To update, see Updating a client's rate confirmation instructions.
3. Use the tabs to dig deeper
The client record has several tabs across the top:
General — what you just read
Contacts — full list of client contacts. See Adding and managing contacts on a client.
Addresses — saved pickup and consignee addresses with appointment defaults. See Adding and managing saved addresses on a client.
Shipments — every shipment booked for this client (uses the same dashboard mechanics as the main Shipments dashboard)
Reference numbers — the client's default reference numbers (e.g., PO, Secondary PO) that auto-populate on every new shipment. Reading a client's default freight requirements and reference numbers.
Freight requirements — the client's default freight requirements (e.g., Tracking required, Straps required) that auto-apply to every new shipment. See Reading a client's default freight requirements and reference numbers.
Notes — internal team notes on the client. See Adding, editing, and deleting notes on a client.
Documents — historical documents from this client's shipments (carrier rate confirmations, BOLs, etc.). See Managing documents on a client.
Audit logs — full event log of client record changes
What to do based on what you find
Before booking a new shipment, check:
Credit Status is Approved (anything else means escalate or hold — see Reading a client's credit panel and NOA status)
NOA status is Active — loads cannot be processed and carrier payments cannot be released until the NOA is confirmed by the client (i.e., status reaches Active).
Balance vs. Limit — confirm there's room for the new shipment's rate
When pre-populating a new shipment, the Reference numbers and Freight requirements tabs tell you what will auto-apply.
When you need contact info, check the Contacts tab or the Primary contact section on the General tab.
When you need a past document (e.g., a prior rate confirmation or BOL), check the Documents tab — every document tied to this client's shipments is listed there.