How to Become a Preferred Shipper in Your Region

The pandemic catapulted us into a delivery and logistics boom like we’ve never seen before. Fast forward to today and we’re seeing more advancements (and competition!) between manufacturers, carriers, and third-party logistics (3PL) providers.

In a tight capacity market, carriers have the advantage of carefully selecting their partners. As a result, businesses like yours must compete to win contracts.

If you can’t be as flexible, fast or offer competitive rates to manage costs, well, you risk getting left behind.

So how do you win more work (and get your foot in the door of some of the biggest delivery networks in the world)?

While there’s no one-size-fits-all solution, here are some ideas to get started.

How Do You Become a Preferred Shipper in Your Region and Secure Preferential Rates?

Working with shippers of all sizes, we’ve noted on what strategies work (and what doesn’t). There are things you can do to become known as a reliable and competitive shipping partner.

Providing all necessary details, such as accurate content descriptions, address information, and contact details, can help build trust and reliability with carriers. Use them to earn the trust of leading carriers, so they’ll be lining up to work with you again.

1) Be available when they need you

You’ll make it easy for carriers to commit to time windows when they know you provide excellent service and are reliable. Work with flexible pickup and delivery times and 24/7 operations. Unless it is absolutely unavoidable, don’t make anyone wait.

2) Communicate realistic expectations

Timely and effective communication nurtures a solid partnership. Providing a mobile number can ensure timely updates and notifications. Communicate timelines and set realistic expectations with carriers, and always notify them when plans change. You’ll become known for being reliable, no matter what disruptions hit your transport network.

3) Use the best technology available

Ensure complete visibility into your supply chain and share the benefits with carriers. Know where your freight is at all times (and where it’s supposed to go next). If you can identify and manage delays in your network, you can improve overall efficiency and performance.

4) Optimise your processes (on the road and in the office)

Automating your back-end processes can have a significant impact on efficiency. Proper packaging can improve efficiency and reduce damage during shipping.

Consider your dispatching, routes and loading techniques as well as admin tasks like invoicing, rate cards and fleet management.

Now let’s look closely at how you can do all of that. What specific actions can you take?

13 Ways a TMS Helps You Appeal to National Carriers

Carriers that operate on the national level, want to know that you’re efficient, reliable and will communicate clearly at all times. Understanding customs regulations can help avoid delays and ensure smooth logistics in international shipping. The best way to show them this is to automate your processes using a Transport Management System (TMS).

Here are 13 ways a TMS platform makes your pitch more appealing, with features like:

1. Ensure every item can be barcoded and tracked 

Use item level barcodes and real-time tracking for 100% visibility and easy notifications. Never lose a package again, and stop losing hours to customer enquiries. 

2. Allow seamless links to agents and on-forwarders

Look for comprehensive EDI and API functions to communicate quickly, clearly and easily between all parties (whether connected agents or on-forwarders). Integrate them into your TMS seamlessly and leverage a single source for all truth.

3. Provide live alerts, updates and reporting

Keep your team and your customers updated in real time with automatic notifications. These can be sent by SMS and email. Look for powerful real-time data reporting to understand where to make improvements.

4. Provide electronic proof of delivery (POD)

Capture easy and smarter POD using recipient names, signatures and photo proof. Electronic proof of delivery can serve as a legal document in case of disputes. Track with GPS coordinates for real-time visibility and faster customer enquiries. Set up automated customer notifications.

It means every delivery is fully tracked with photo proof, and contactless delivery is easy. Enable 100% visibility and save hours every day.

5. Optimise for high volume parcel freight to reduce shipping costs

Streamline your tracking, notifications and POD with features custom-built for high volumes – customised SMS and email notifications, smarter route optimisation and instant POD.

Optimising these processes can help reduce shipping costs and improve profitability.

6. Deliver multiple jobs to a single receiver in one step

Automatically consolidate multiple consignments going to a single location, all you need it so capture one signature. For example, consolidating consignments can save time and resources by reducing the number of deliveries and administrative tasks. Then, you should be able to instantly return POD back to every sender, in exactly the format they require.

7. Offer seamless and efficient dispatching

Automate repetitive tasks like: route optimisation, GPS tracking, customer notifications and instant POD. You’ll save a lot of time and resources.

8. Utilise automated fleet maintenance (never miss a deadline)

A full-featured TMS platform will have powerful, automated fleet maintenance and CoR tools for the ultimate reassurance right along your chain. Understanding customs clearance can help avoid unexpected expenses in international trade transactions. Track fuel usage, and record maintenance and upkeep data in one place.

Schedule rego, insurance and maintenance reminders and pre-start checklists no matter who’s driving. Just set it all up once and enjoy reminders every time.

9. Know where your drivers are to ensure accurate delivery to the customer’s address

Automated driver tracking means less disruption on the road and faster deliveries. You’ll see exactly where drivers are and whether or not they’re on schedule. Don’t interrupt them for customer enquiries.

10. Invoice quickly and easily

Here’s a feature you’ll find with Transvirtual’s TMS: Rate Cards and automated billing and invoicing.

Load your rate card once. We automate and calculate the rest. Invoice as you go and integrate easily with Xero and MYOB for improved accuracy.

11. See and everything in one place

From order, to allocation, route progress, POD, invoicing and fleet maintenance/CoR: using a TMS lets you see it all in one easy-to-use platform. No more endless changing between jobs, customers or tasks.

12. Integrate web and mobile

Take control of your system in two ways: the web portal and mobile app. They’re fully integrated so that your office team can communicate changes to your drivers and vice versa.

Easily create conforming labels, consignment notes and manifests. Integrate live data for SOG and returns, live tracking and POD data.

13. Make sure it’s easy to use

Enjoy all of these features in a simple interface. Don’t waste time learning complex systems, you and your partners are sure to benefit from an intuitive system.

Use automation to minimise manual tasks

The key to being truly competitive is in Automation. Automating key tasks and processes can reduce errors and improve efficiency. It’ll also save you money in the long run.

Automate your repetitive tasks to speed up every single one of your back-end processes. You’ll save time, lower costs and reduce human error. You’ll also become a valuable, reliable shipping partner that carriers want to work with again.

For questions about Transvirtual and our solutions, please contact our friendly team.