Automatic Load Inbox
A unique company email reads Rate Confirmations, BOLs and PODs, keeps every stop and safely creates high-confidence routes.
For telematics, RoadReady shows account connection, truck mapping, Driver mapping, Live GPS and Live HOS separately. If GPS says Waiting for device or HOS says Waiting for ELD data, OAuth can still be working correctly.
New and important workflows
Multi-stop ETA + HOS
Provider GPS/HOS, yard, every pickup/drop and final delivery are recalculated automatically.
Telematics Hub
Connected providers supply the data they support; RoadReady shows mapping, GPS, HOS and data health separately.
Driver ↔ Truck
Save a Driver's default truck so Dispatch auto-fills the normal unit.
Customer tracking
Expiring broker/customer links with optional exact GPS and Driver-name privacy controls.
Delivery to cash
Emailed or uploaded PODs stay linked to invoicing and QuickBooks workflows.
Automatic Load Inbox: first live test
Owner / Dispatcher
Test the complete email-to-route workflow before sharing the address.
Use one real Rate Confirmation with a unique test load number. RoadReady keeps the original attachment, reads every operational stop and separates safe automation from items requiring review.
Open Automatic Load Inbox- Copy the addressOpen Intelligence → Automatic Load Inbox. Use the current private company address; an older rotated address no longer imports.
- Send one PDFForward from Gmail, Outlook or a business mailbox. The sender does not need a RoadReady account.
- Watch the statusReceived → Processing → Imported means the workflow completed. Needs review is an intentional safety stop.
- Verify the routeConfirm load number, rate, yard, every pickup/drop, delivery, appointments, Driver and equipment.
- Test the PODSend a POD with the same load number. It must link to the existing route and must not create a duplicate trip.
- Run System checkConfirm tables, Receiving domain, webhook, Document AI and appointment timezones before live use.
Important: Resend Sending may stay disabled. For Automatic Load Inbox, Receiving/MX and the signed
email.received webhook are the required parts.Fix a problem
Provider says Connected, but there is no live GPS
- Connected only confirms provider authorization. Open Fleet → Telematics Integration Hub and check Truck mapping, Last sync and Live GPS separately.
- Confirm the RoadReady truck is mapped to the correct provider vehicle.
- Tap Sync now and wait for a fresh provider timestamp.
- If Live GPS still says Waiting for device, the mapped vehicle is not currently sending telematics. Motive normally needs an installed/assigned Vehicle Gateway; Samsara/Geotab likewise need an active device/source.
- Use RoadReady Simulator or Driver → Share current location as a fallback while testing. Do not treat OAuth Connected as proof that hardware data exists.
Provider says Connected, but there is no HOS
- Open Review mapping and confirm the RoadReady Driver is mapped to the correct provider Driver.
- Tap Sync now and check Live HOS separately from account connection.
- The provider must actually have ELD/HOS data for that Driver. A developer account or vehicle record alone may not produce HOS clocks.
- If HOS says Waiting for ELD data, RoadReady will keep the provider connected but will not invent compliance clocks.
- For ETA testing, use the RoadReady Simulator HOS clocks until real ELD data is available.
Motive Connect / OAuth does not complete
- In Motive Developer Portal, confirm Success Redirect URI is exactly https://roadreadyfleetos.com/app/?oauth_provider=motive
- Confirm Motive permissions include Company Details, Drivers and Fleet Managers, Vehicles, Vehicles with Current Location and Current Driver, Drivers with Available Time, and Drivers with Hours of Service.
- In Supabase Edge Function Secrets, confirm MOTIVE_OAUTH_CLIENT_ID and MOTIVE_OAUTH_CLIENT_SECRET exist. Never put the secret in app.js or Netlify.
- In RoadReady, use Reconnect after changing Motive app settings. If the authorization session expired, tap Connect again instead of reusing the old browser page.
- If the account connects but shows zero provider vehicles, verify the authorized Motive fleet actually contains vehicles and that the app has access to them.
Samsara Connect is unavailable or fails
- RoadReady needs provider-issued Samsara OAuth credentials before one-click Connect can work.
- Confirm SAMSARA_OAUTH_CLIENT_ID and SAMSARA_OAUTH_CLIENT_SECRET are saved only in Supabase Edge Function Secrets.
- The Samsara app must request read access needed for vehicles/telematics, Drivers and HOS.
- If the fleet is hosted in a different Samsara region/cloud than the app credentials, the provider setup must match that region.
- If RoadReady is still waiting for Samsara partner/developer approval, continue testing through Simulator or another connected provider.
Geotab will not connect
- Use a dedicated MyGeotab service/integration account rather than a personal admin login when possible.
- Enter the correct MyGeotab database, username/email and password.
- The account needs read access to vehicles/device status/location, Drivers and HOS data used by RoadReady.
- After Connect, use Review mapping, then Sync now.
- If authentication works but data is missing, verify the service account can see the same vehicles and Drivers in MyGeotab.
Customer tracking link will not create
- Confirm the route exists and you are signed in as Owner or Dispatcher.
- Confirm the Supabase Edge Function roadready-public-track is deployed with Verify JWT OFF.
- If an old link was revoked or expired, create a new link rather than trying to restore the old token.
- The full token URL is shown only when the link is created; RoadReady stores only a SHA-256 hash. If the URL is lost, create another link.
- Keep Share exact live truck location OFF unless the carrier intentionally wants the customer to see precise coordinates.
Customer link opens but exact truck location is missing
- Edit/create the customer link and enable Share exact live truck location only if appropriate.
- RoadReady still needs a fresh vehicle location from Motive/Samsara/Geotab, Simulator or Driver-shared location.
- If the provider card says Waiting for device, the customer link can still show route status, ETA and remaining miles but not a real live truck point.
- Driver name is a separate privacy option and stays hidden unless explicitly enabled.
Smart Load Intake extracted the wrong pickup, delivery or load number
- Do not save immediately. Smart Intake is a review workflow, not an automatic final dispatch decision.
- Check the detected document type, field confidence and every route field before Save & assign route.
- For scans/photos, use a clear, straight image with the full page visible. For multi-page documents, include the pages that contain shipper/consignee and reference information.
- Correct any field manually. Layout-aware AI is designed to handle different formats but it must not guess missing data.
- If AI is unavailable, RoadReady falls back to local PDF/OCR parsing; lower-quality OCR may require more manual review.
Document AI does not run
- Confirm roadready-document-ai is deployed in Supabase and the OPENAI_API_KEY Edge Function Secret exists.
- Check that the file type/size is supported and that the signed-in role is allowed to use Smart Intake.
- Retry once with a clearer PDF/photo. If AI remains unavailable, RoadReady should fall back to the local parser instead of blocking the workflow.
- Never place the OpenAI API key in Netlify, app.js, config.js or browser storage.
ETA looks wrong or stale
- Verify the route has a usable delivery address and the correct truck/Driver assignment.
- Check the latest location source: provider GPS, Simulator or Driver-shared location. Stale location produces stale ETA.
- Check HOS freshness. RoadReady uses live provider HOS first, then available planning/fallback data.
- Tap Intelligence → Refresh live ETA after correcting mapping, address or location.
- Review Why this ETA for road distance, HOS limits and risk reasons. ETA is a planning estimate, not an ELD compliance decision.
Simulator will not start or route cannot be geocoded
- The route needs Pickup address, Delivery address, Driver and Truck.
- Use real street/city/province/state addresses. Remove PO Box-only text or unrelated shipping instructions when the location cannot be resolved.
- For rural facilities, include the nearest city/municipality and province/state; RoadReady tries simplified address fallbacks.
- If the route starts successfully, wait for the simulator heartbeat, then use Fleet Map or Refresh live ETA.
- Simulator is a test source only and is not a certified ELD or real GPS device.
Default truck does not auto-fill for a Driver
- Open Team → Driver → Set/Change default truck and choose an active RoadReady truck.
- Create or edit a route and select that Driver after the default truck is saved.
- RoadReady should auto-select the Driver's default truck; Dispatch can still override it for a specific route.
- If the truck was deleted/inactivated, assign a new default truck.
POD still says pending after delivery
- Upload the document as type POD, not Other/BOL.
- Select the exact Related route for that delivery.
- Confirm the upload completed and the document appears in the correct Driver/route folder.
- If the wrong route was linked, upload/link the correct POD before relying on the delivery-to-cash workflow.
QuickBooks sync fails or an invoice/receipt is missing
- Confirm QuickBooks is still connected in Settings.
- Use Refresh QuickBooks lists after changing accounts, items, customers or vendors in QuickBooks.
- Verify required expense mappings, payment account and invoice service item are selected.
- Use Retry QB receipt / Retry POD for attachment-only failures and review the Intuit TID/sync history for provider errors.
- Deleting a RoadReady record does not delete the corresponding QuickBooks transaction.
Invite says invalid, expired or account already belongs to a company
- If the account already belongs to the intended company, sign out and sign back in instead of entering another invite.
- Create a new invite if the old code expired or reached its maximum uses.
- Use one-person invite codes where possible.
- If the wrong company membership exists, the Owner should resolve the membership before issuing another code.
RoadReady is not updating in real time
- Check the sidebar/realtime indicator and internet connection.
- Open How to Use and run System check.
- Fully close the iPhone Home Screen app/Safari and reopen after a new Netlify deploy so the service worker can update.
- If only one feature is failing, check the related Supabase Edge Function logs rather than reinstalling everything.
Push notifications do not appear on iPhone
- Open RoadReady in Safari and use Add to Home Screen.
- Launch RoadReady from the installed Home Screen icon, then enable notifications from Settings/Profile.
- Confirm notifications are allowed for RoadReady in iPhone Settings.
- Keep each user on an individual account so notification routing matches the correct role.
Choose your role
Owner Guide
Company setup, subscriptions, team, Smart Intake, telematics, customer tracking, accounting, QuickBooks and troubleshooting.
Open Owner guide →Dispatcher Guide
Routes, Drivers, default trucks, documents, ETA/HOS, provider mappings, customer links and daily exceptions.
Open Dispatcher guide →Driver Guide
My Route, statuses, BOL/POD, location fallback, telematics expectations, maintenance, forms and chat.
Open Driver guide →Frequently asked questions
Why does Motive show Connected but Live GPS says Waiting for device?
OAuth authorization worked, but the mapped Motive vehicle is not sending a live location. A vehicle record alone is not telematics; the fleet needs an active device/source. RoadReady keeps the connection and shows the data state separately.
Why does Live HOS say Waiting for ELD data?
The provider account may be connected and the Driver mapped, but the provider has not returned current HOS/available-time data for that Driver. RoadReady does not invent legal HOS clocks.
Can I test GPS/HOS without Samsara, Motive or Geotab hardware?
Yes. Use the RoadReady Simulator. It writes normalized GPS, speed and HOS into the same RoadReady live-data layer used by provider adapters, but it is test data and not an ELD.
What should I do if Smart Load Intake reads a document incorrectly?
Review every field, correct the wrong values and save only after verification. Upload a clearer scan/photo if needed. Layout-aware AI has confidence scores and falls back to local PDF/OCR parsing when AI is unavailable.
Why is a customer tracking link not showing exact truck location?
Exact GPS is privacy opt-in. Enable it for that link and make sure RoadReady has a fresh provider/Simulator/Driver location. The link can still show route status, ETA and remaining miles without exact coordinates.
Why does POD pending remain on a delivered route?
A document of type POD must be uploaded and linked to that exact route.
Why did the default truck not load when I selected a Driver?
Open Team and save a Default truck on that Driver. The truck must still exist/active. Dispatch can always override the default for a specific route.
What does RoadReady sync with QuickBooks?
RoadReady can sync trucking expenses and receipts, create customer invoices from delivered routes, attach the latest linked POD, match/create vendors and customers, and refresh invoice balances. Payroll remains an export/review workflow.
Who can create or revoke customer tracking links?
Owner/Dispatcher roles can create expiring links, control exact GPS and Driver-name visibility, and revoke links.
Does RoadReady continuously track the Driver phone?
No. Provider telematics can supply vehicle location. Without provider telematics, the Driver can intentionally share a current position as fallback.