On an import/export job the money rides in on truck tickets, and a missing ticket is a quantity dispute you lose by default. This log captures every delivery — ticket number, supplier, material, truck, quantity, zone, and who received it — in a running record that reconciles against invoices.
Or skip the spreadsheet
Gradelog crews photograph the ticket and OCR does the rest — supplier, quantity, and ticket number captured, logged against the job, reconciliation-ready.
Paper tickets fade, blow away, and live in five different pickup cabs. The log is the index: a single running record that proves how many loads arrived, when, and where they went. When a supplier invoice claims 214 loads and your log shows 198 with ticket numbers, the log wins the conversation.
Match each invoice line to a logged ticket number, checking quantity and material class. Flag invoice tickets missing from your log (possible phantom loads), tickets missing from the invoice (credits owed you later), and unit mismatches like tons billed against yards logged. Weekly reconciliation keeps disputes small and winnable.
Track whatever the ticket says — scale tickets are tons, volume tickets are yards — but record both the ticket unit and your bid unit. Conversion factors (roughly 1.4–1.5 tons per loose cubic yard for common aggregate, varying by material and moisture) let you compare against bid quantities. Mixing units silently is a classic quantity-dispute source.
A phantom load is a ticketed delivery you were billed for that never arrived on your site — through fraud, a wrong-site dump, or double-ticketing. A gate log with received-by initials is the defense: no signature, no payment. On high-volume import jobs even a small phantom percentage is real money.