A usable ticket answers more than “how much?”
A ticket supports a load record when the office can identify the work, understand the material and quantity, and resolve exceptions. A readable image matters, but it is not a substitute for the job reference, source, and delivery context. Adapt this checklist to the contract and the way your team bills the work.
| Group | Information to capture or review | Why it matters |
|---|---|---|
| Job identity | Job reference; customer or bill-to reference; receiving project and site. | Two jobs for the same customer can share a location. Use a stable job reference. |
| Source identity | Quarry, pit, or yard; source ticket number; ticket date. | Check source plus number plus date before treating records as duplicates. |
| Hauling assignment | Truck or trailer reference; driver reference; assignment or load reference. | A truck number alone does not identify every load on a multi-load day. |
| Material | Agreed product description; size or specification when relevant. | Keep similar materials and products from different sources distinguishable. |
| Quantity | Recorded quantity; unit; supporting scale record where used. | Preserve the original unit. Do not silently convert tons to cubic yards. |
| Movement | Pickup location; delivery location; available pickup and delivery times. | A source ticket and a delivery acknowledgement describe different handoffs. |
| Supporting evidence | Original ticket or attachment; delivery reference; notes on exceptions. | Keep evidence readable and linked to the correct load. |
| Review and billing | Reviewer; unresolved exceptions; approved billing basis and rate reference. | Separate factual load records from the commercial terms used to bill them. |
Review two similar loads without merging them
Imagine two loads of ¾-inch gravel for the same customer on the same day. They can still come from different pits, use different trucks, or go to separate job sites. A matching product name is not enough to combine the records. Match each source ticket to its own hauling reference, then review its destination and quantity.
Keep corrections understandable
If the material description or destination changes, keep the original supporting document and record what was corrected. Agree on who may make that correction and who approves the handoff to billing. Ask your software provider to show how the available workflow handles the original record, the exception, and the final office review.
Public-project requirements need their own check
Agency and contract requirements can add fields, exchange methods, retention rules, or acceptance steps. This is an operational review aid, not a universal project specification. Compare it with the applicable requirements before deciding a ticket is complete.