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Billing, Cancellation & Refund Policy
Freight is a service, not a product on a shelf. This page sets out precisely how we invoice, when a cancellation costs money, and how credits are issued.
Last updated: July 1, 2026 | Effective: July 1, 2026
1. Scope
This policy applies to transportation services arranged by Upper Freight Solutions LLC for business customers. It supplements our Terms of Service. Because we arrange freight transportation rather than sell goods, there is no consumer “return” process; the sections below describe the equivalent commercial remedies.
2. Quotes and confirmation
Nothing is charged when you request a quote. A charge only becomes payable once you accept a rate confirmation and we dispatch a carrier against it. The rate confirmation states the all-in rate, the equipment, the pickup and delivery windows and any agreed accessorial allowances.
3. Cancellation windows
| When you cancel | Charge |
|---|---|
| Before a carrier is dispatched | No charge |
| After dispatch, before the truck is en route to pickup | Generally no charge; a carrier cancellation fee may apply on specialized equipment |
| Truck en route to pickup | Truck ordered not used (TONU), typically $150–$350 depending on equipment and distance travelled |
| Truck arrived at pickup, freight not ready or not tendered | TONU plus any detention accrued |
| After loading, requiring return or reconsignment | Full quoted rate plus reconsignment or return charges |
Cancellation is effective when you notify us by telephone at +1 (813) 306-5715 and we acknowledge it. Please follow up by email so both parties have a written record.
4. Invoicing
One invoice is issued per load after delivery, with the signed proof of delivery attached. Weekly consolidated invoicing is available for accounts moving multiple loads. Invoices reference your PO or load number where supplied. We do not add hidden fuel adjustments after the fact; fuel is included in the all-in rate quoted.
5. Payment terms and methods
New accounts are billed due on receipt. Following a short credit review, approved accounts are extended Net 30 terms; Net 15 and Net 45 may be agreed for contracted volume. We accept ACH transfer and business cheque as standard, and wire transfer on request. Consumer credit card payments are not processed through this website. Past-due balances may accrue a service charge of 1.5% per month or the maximum rate permitted by Oklahoma law, whichever is lower.
6. Disputing an invoice
If you believe an invoice is incorrect, notify us within 15 days of the invoice date at Daniel@upper.hpsholding.com, quoting the load number and the disputed line item. We will acknowledge within one business day and provide supporting documentation — the rate confirmation, the signed bill of lading, driver arrival and departure times for detention, or the lumper receipt.
Undisputed portions of an invoice remain payable on the original terms while a line item is under review.
7. Credits and refunds
Where a billing error is confirmed, we issue a corrected invoice or a credit memo within five business days. If the invoice has already been paid, the overpayment is refunded to the originating account by ACH within ten business days, or applied as a credit against your next shipment if you prefer.
Service failures — for example a missed pickup caused by carrier default where we failed to notify you in reasonable time — are reviewed case by case and may result in a partial rate credit. Rate credits are a commercial goodwill remedy and are separate from cargo claims, which are governed by carrier liability rules.
8. Cargo loss and damage
Compensation for damaged, lost or short freight is handled as a cargo claim against the motor carrier under 49 U.S.C. § 14706, not as a refund of freight charges. Claims must be filed within nine months of delivery. We prepare and pursue the claim on your behalf. Freight charges remain payable while a claim is open and may not be offset against them. See section 6 of our Terms of Service.
9. Detention and accessorials
Detention is billed only after the free time allowed by the carrier has elapsed (normally two hours at loading and two at unloading) and only with documented arrival and departure times. Lumper fees, pallet charges, driver-assist unloading and similar costs are passed through at cost with the receipt attached. We do not mark up accessorial charges without disclosing it in advance.
10. Carrier payments
Motor carriers hauling for Upper are paid on standard terms stated in the carrier rate confirmation, upon receipt of a clean signed proof of delivery and any required supporting documents. Quick-pay options may be available. Carrier payment questions should be emailed with the load number in the subject line.
Contact us about this policy
Upper Freight Solutions LLC
Attn: Daniel Williams, Managing Member
725 South Lincoln Boulevard, Oklahoma City, Oklahoma 73129, USA
Phone: +1 (813) 306-5715
Email: Daniel@upper.hpsholding.com
Questions before you ship?
Our team is happy to walk through any of these terms with you before your first load moves.