This article explains what to do when a client needs to prepay for a shipment. It covers how the client pays, what to communicate to the client, and how to submit the prepayment ticket.
When prepayment applies: Check the client's Credit section on their profile page in polt.ai before booking. If the client's balance has reached their limit, prepayment may be required. See Reading a client's credit panel and NOA status.
How clients prepay
Clients prepay by ACH transfer, wire transfer, or check. Your client sends payment directly to polt.ai using our remittance information. No additional fee applies. Request the polt.ai Remittance Info through the polt.ai Help Desk, then share it with your client along with the payment details.
Rep Workflow
Path A: Client has NOT yet paid
Use this path when you are initiating the prepayment process and the client has not made payment yet.
Step 1: Send payment information to the client
Send the polt.ai remittance information and instruct the client to send payment by ACH, wire, or check using the information provided. Once payment is made, ask them to send you proof of payment (receipt, wire confirmation, check copy, etc.).
Step 2: Submit a prepayment ticket
Open the help desk and select the Client Pre Payment ticket. Fill in the following fields:
Field | What to enter |
Get notified by email (required) | Your polt.ai email address — pre-populated |
Title (required) | Brief description (e.g., "Prepayment request — [Client Name] — Load #[XXXXX]") |
Description | Any additional context for accounting |
Client Name (required) | The client's name as it appears in polt.ai |
Has this client already prepaid? (required) | Select No |
Payment method (required) | Select ACH/wire transfer |
Click Create ticket.
What happens next: Accounting will follow up on the ticket, confirm receipt once payment clears, and apply the credit to the client's profile so you can proceed with building the load.
Path B: Client HAS already paid
Use this path when the client has already sent payment and you have proof of payment in hand.
Step 1: Collect proof of payment from the client
Ask the client to send you confirmation of their payment — a wire receipt, ACH confirmation, or check copy. You will need to attach this to the ticket.
Step 2: Submit a prepayment ticket
Open the help desk and select the Client Pre Payment ticket. Fill in the following fields:
Field | What to enter |
Get notified by email (required) | Your polt.ai email address — pre-populated |
Title (required) | Brief description (e.g., "Prepayment confirmation — [Client Name] — Load #[XXXXX]") |
Description | Any additional context for accounting |
Client Name (required) | The client's name as it appears in polt.ai |
Has this client already prepaid? (required) | Select Yes |
Shipment ID # (required) | The polt.ai shipment ID for the load this payment applies to |
Client's Total Amount Paid (required) | The exact amount the client paid |
Upload Proof of Payment | Attach the client's payment confirmation |
Click Create ticket.
What happens next: Accounting will verify the payment and apply the credit to the client's profile in polt.ai. You will be notified via the ticket once the credit has been applied and you can proceed with building or releasing the load.