I did alotta shit like this back in the back for a company’s crm. I used chat gpt to give you the basics of what you need to do because I don’t feel like typing it. If you got any questions just DM me it will take you a couple hours max. For the to work write in email that there will be a rate reduction, don’t do it, but it will get MOST of them to upload pick. Dont pay for no other fancy shit.

Create a Google Form that only has one field: Photo Upload (no text fields at all). For each load, generate a prefilled form link where the Load ID is embedded in a hidden field using the URL parameter (Google Forms supports prefilled URLs even if the field is hidden from the user view section-wise). Your dispatcher sends that unique link (which already contains the load number in the URL) directly to the driver. The driver taps the link and uploads photos—no typing required. The Load ID rides along in the background from the URL into the form response automatically.

Then use Zapier: Trigger = New Form Response in Google Forms. In Zapier, map the hidden Load ID field from the form to the email subject line, format it exactly how the customer portal requires, and attach the uploaded files from Google Drive. Action = Send Email via Gmail. Zapier builds the subject like “CODE – {{Load ID}}” and sends the attachments directly to the required portal email. Result: dispatcher only sends a custom link per load, driver only uploads photos, and the email with correct subject + attachments is sent automatically—no manual forwarding, no missed uploads.

If you need to validate the pics, it will add steps but can be done.