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Starter offer: what a dispatch team receives

A free email-risk check, then a free 3-day Inbox Tidy trial. The client sees real results before paying anything, and keeps everything set up even if they stop.

Overview

  1. Step 1 · FreeGap CheckOne-minute check of public email records. Nothing is accessed inside the company.
  2. Step 2 · Free, 3 daysInbox Tidy risk checkBackup, labels, a list of loads still missing a POD or invoice, and suspicious-email flags.
  3. Step 3 · Day 4Client decidesContinue with a prepaid block of hours, or stop and keep everything.

1 · Gap Check report

Domain northline-dispatch.exampleChecked 1 Nov 2026, 09:12 ETMethod: public DNS and website records only
2 problems1 fine1 couldn't check
Email host
Info

Mail is handled by Google Workspace (MX records point to Google). Inbox Tidy works directly with this setup.

SPF record
Problem: missing

No SPF record found. Receiving servers can't tell which servers are allowed to send mail for this domain.

Typical fix for Google Workspace, added in the domain's DNS settings:

v=spf1 include:_spf.google.com ~all
DMARC record
Problem: missing

No DMARC record found. Anyone can send email that appears to come from @northline-dispatch.example, such as a fake rate confirmation or a "new payment details" request to a carrier, and receiving inboxes get no instruction to block it.

Safe first step: start in monitoring mode, review reports for 2 to 4 weeks, then move to quarantine.

v=DMARC1; p=none; rua=mailto:dmarc-reports@northline-dispatch.example
Website HTTPS
Fine

The website loads over HTTPS with a valid certificate. Quote and driver forms are encrypted in transit.

Look-alike domains
Couldn't check

Not part of this check yet. A look-alike search (for example, a domain spelled with "l" in place of "i") is planned as a separate tool. We report it as unchecked rather than guess.

What we'd suggest: add SPF and DMARC this week (your IT contact can do it in your domain settings), then start the free 3-day Inbox Tidy check to see what is already in the inbox.

2 · Inbox Tidy: 3-day risk check

Done through Gmail delegated access, which the client can switch off at any time. No password is shared. A full backup to the client's own Google Drive comes first; nothing is permanently deleted.

Day 1 · Risk snapshot

1,240
emails reviewed (last 90 days)
86
rate confirmations with no label
54
PODs and BOLs scattered in threads
3
suspicious messages to review

Day 2 · Label and filter system

  • 01 Rate Confirmations
  • 02 BOL / POD
  • 03 Carrier Packets
  • 04 Broker Inquiries
  • 05 Invoices & Payments
  • 99 Suspicious – Review

Filters apply these labels automatically to new mail from known brokers, carriers and factoring companies.

Day 3 · Recovery list (loads still needing paperwork)

Load Broker Rate con date Rate POD Invoice Next action
NL-1042 Sample Broker A 2026-10-06 $2,150 Missing Not sent Ask driver for POD photo, then invoice
NL-1057 Sample Broker B 2026-10-11 $1,780 Found Not sent Invoice today; POD attached
NL-1063 Sample Broker A 2026-10-14 $2,400 Missing Not sent Check driver's last message thread
NL-1071 Sample Broker C 2026-10-19 $1,950 Found Sent Follow up: unpaid after 21 days

Day 3 · Suspicious-email flags

Received From What looks wrong Suggested step
2026-10-22 billing@northline-dlspatch.example Look-alike of your own domain ("l" in place of "i") Warn carriers; report to Google
2026-10-27 ap@sample-broker-a.example Asks to change bank details for future payments Call the broker on a known number before any change
2026-10-29 dispatch@freight-portal.example Urgent login link to "view a rate confirmation" Do not click; delete after logging

Day 3 · Daily inbox routine for dispatchers

  1. Morning: clear 99 Suspicious – Review before opening anything else.
  2. Every new rate confirmation: check the sender domain against the broker's known domain.
  3. When a POD arrives: move it to 02 BOL / POD and mark the load ready to invoice.
  4. Never change payment details from an email alone; confirm by phone.
  5. End of day: invoice every load that has a POD.

3 · Day 4: the client decides

Option B · 3 days freePrepaid block of hours from day 4Daily inbox upkeep and working the recovery list. Hours are used down and reported weekly.
Option A · 5 days freeOngoing service billed after day 5For clients who want two more days before deciding.

If the client stops: they keep the backup, labels, filters, recovery list and routine. Delegated access is removed the same day.

Every finding has a sourceTested before handoffChecked against the real inboxAI-assisted, human-checkedNo passwords requested