The main workflow, step by step
The window shows one shipment from the customer's quote to the signed delivery. Choose a step to view its screen. The shipper, the consignee and the shipment are invented for the demonstration.
Get a quote
QT-55718Priced- From
- Customer's warehouse, saved address
- To
- Consignee in another city
- Goods
- Four pallets, standard height
- Service
- Road, next available departure
Off the pathA lane outside the customer's contract is not refused. It becomes a quote request for your pricing team.
Booking
BK-20931Submitted| Item | State |
|---|---|
| Collection window | Chosen |
| Commercial invoice | Uploaded |
| Packing list | Uploaded |
| Dangerous goods | Declared as none |
Off the pathGoods declared as dangerous or oversized pause the booking for a check by operations before it is confirmed.
Booking review
BK-20931Confirmed| Check | Result |
|---|---|
| Capacity on the lane | Available |
| Documents | Complete |
| Collection slot | Confirmed with depot |
Off the pathIf the requested collection window cannot be met, the customer is offered the nearest alternatives to accept online.
Tracking
BK-20931Delay reported| Milestone | State |
|---|---|
| Collected | Done |
| Departed hub | Done |
| Out for delivery | Delayed, new estimate shown |
Off the pathA delay is shown with its reason and a new estimate as soon as operations record it, before the customer has to ask.
Delivered
BK-20931Signed- Received by
- Name and signature captured
- Condition
- One pallet noted as damaged
- Documents
- Proof of delivery ready
- Invoice
- Available with the booking
Off the pathA delivery signed with damage noted opens a claim record automatically, with the photos taken at the door.
Who uses it, and what each role can do
Your customers are companies with several people involved in a shipment, and your own team needs a wider view. Roles follow that shape.
| Role | Sees | Can do |
|---|---|---|
| Shipper user | Their company's quotes, bookings and tracking | Quote, book, upload documents and follow shipments |
| Shipper administrator | All activity and users of their company | Manage users, addresses and notification rules |
| Consignee | The shipments addressed to them, by link | Follow a delivery and confirm receipt |
| Customer service | Every customer's bookings and exceptions | Book for a customer, amend and communicate |
| Operations | Bookings awaiting confirmation or attention | Confirm, replan and record delays |
| Commercial team | Quote requests outside contract rates | Price, respond and update rate cards |
When the work leaves the usual path
Customers judge a logistics provider on the bad days. These are the cases where the portal has to behave well.
| Situation | What the system does | Who decides |
|---|---|---|
| Lane not in the contract | Turns the quote into a request for pricing | Commercial team |
| Special goods declared | Pauses the booking for an operations check | Operations |
| Collection window unavailable | Offers the nearest alternatives online | Shipper user |
| Shipment delayed | Shows the reason and a new estimate | Operations |
| Delivered with damage noted | Opens a claim record with the evidence | Customer service |
| Booking changed after confirmation | Checks whether it can still be done and at what cost | Customer service |
What it connects to
The portal is the customer's view of the systems that run your network. It reads from them and writes bookings back, so there is one version of each shipment.
| System | What moves | Direction |
|---|---|---|
| Transport or forwarding system | Bookings, statuses, documents and charges | Both ways |
| Rate management | Contract rates and surcharges by customer | Into the portal |
| Telematics or driver app | Positions, milestones and proof of delivery | Into the portal |
| Finance | Invoices and statements per customer | Into the portal |
| Customer systems | Bookings sent from the customer's ERP, for large accounts | Into the portal |
| Email and text messages | Milestone notices to shipper and consignee | Out of the portal |
What a first release includes
Customer accounts
Company accounts with users, saved addresses, contacts and each customer's own notification choices.
Quotes from contract rates
Instant prices on contracted lanes and a request route for everything else.
Online booking
Shipment details, collection windows, references and documents, checked as they are entered.
Tracking and notices
Milestones, estimated arrival and delay reasons, on the portal and by message.
Shipment documents
Labels, transport documents, proof of delivery and invoices kept with each booking.
Operations handover
Bookings written to your transport system and statuses read back without manual steps.
Often added after the first release
- Bookings sent directly from customers' own systems
- Claims handling
- Customs document preparation
- Reports on spend, volumes and service level
- Bookings by warehouse stock, for storage customers
What we need from you
- A sample of customer booking emails and the form your team fills from them
- How contract rates are stored and who maintains them
- A test environment of your transport or forwarding system
- The milestones you can report reliably today
- Two or three customers who would try it early
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us a few booking requests as they arrive now and the name of your transport system. We respond with the booking flow we would build, the integration approach and a proposal. Start a conversation or book a 30-minute call.
Common questions
Our transport system has a customer portal module, is that enough?
It can be. Vendor portals are quick to switch on and are already connected. Providers ask for their own when the module looks dated beside competitors, cannot show contract pricing the way customers expect, covers only part of their services or cannot carry their brand. We look at the module first and recommend building only where the gap matters commercially.
How accurate will the tracking be?
As accurate as the events your operation records. The portal shows milestones from your transport system, driver app or telematics, and an estimate based on them. Where a milestone depends on a partner who reports late, that leg is shown honestly as awaiting an update. We map what you can report reliably before promising customers a level of detail.
Can large customers book without using the website?
Yes. Customers who ship daily usually prefer their own system to send bookings automatically. The same rules that check an online booking are offered as an interface for their ERP or warehouse system, and they receive statuses back the same way. Smaller customers keep using the portal, and your team sees both kinds of booking in one place.
Does the portal show prices to every user?
Only where you and the customer want that. Rates and invoices can be limited to certain users in the customer's company, while warehouse staff book and track without seeing prices. Each customer's administrator controls this for their own people. Your commercial terms with one customer are never visible to another, and that separation is tested as part of the build.