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Pallet Shipping Cost: Rates and LTL Benefits

By Shipware | eCommerce, Shipping Knowledge | No Comments

Determining shipping rates for LTL freight isn’t always straight forward. There are various ways to determine fees, including a pallet shipping cost or a more complex freight cost incorporating multiple pricing elements. Shipping less than truckload (LTL) can be an expensive and slow freight shipping option, but the flexibility is helpful and sometimes it’s the only way to move the cargo in a cost-effective manner. Understanding the various pallet shipping cost options and how carriers factor into LTL shipment rates will help in planning for your shipment. Continue reading for freight shipping tips so that you can begin saving on pallet shipping.

The Importance of the Pallet and Pallet Pricing

Pallets help a shipper organize the freight and minimize damage to its cargo during transit. It also helps determine pricing, as the space used by a shipping pallet is somewhat standardized. When palletizing goods, it’s smart to use stretch wrap around it, so the goods remain securely in place. That helps protect them from damage, but also from falling off the pallet, where goods can be lost or even damage other cargo. Using the shipping pallet helps with storage as well. 

Pallet pricing is the easiest way to assess the shipping rate. It’s standardized, as pallet shipping rates do not vary by factors like freight class, dimension, weight and density, but by pallet number or weight. The shipper provides the pallet dimensions (length, width and height) along with the weight. And the palletized cargo is then put into a rate bracket. If the next pallet size or weight is different, it goes into a different pallet shipping cost bracket. It’s easier to compare rates between LTL carriers, as the pricing is simplified.

When looking into LTL freight shipments where pallet shipping rates are offered, the carrier may have rules for shipment under that model. That might include the freight shipment using stretch wrap or secure strapping. The carrier may require that the bill of lading (BOL) is posted clearly on the pallet, noting that pallet rates apply. The driver might sign or account only for the pallet shipment by how many pallets there are, not the number of items on the pallet. The carrier may require that the shipper is responsible for unloading. The carrier may specify acceptable pallet sizes and maximum weight per pallet. They may not offer accessorial services, like lift gate, unloading or inside delivery.

Pallet Type

Pallets come in varying sizes and materials. The carrier may have requirements for an acceptable pallet type for pallet shipping. The standard Grocery Manufacturer Association (GMA) pallet size is 48″L x 40″W, with heavy items not exceeding 4,600 to 1,650 pounds. More than 30% of U.S. pallets produced are GMA pallet size. But acceptable pallets can also be 42″L x 42″W or 48″L x 48″W. The slats may be 2” x 4” with the deck boards sometimes measuring 3 ½” W and 5/16” thick. The typical pallet is 6 ½” tall and weighs 30-48 pounds with no freight. The pallet weight can vary by material. Metal pallets might have a different weight than a wood pallet, plastic pallet or a paper pallet.

Pallets are made from various materials and with different features. A stringer pallet may be made from 2” x 4” slats, with slats or stringers turned on the 2” side sandwiches between the top and bottom layer on the sides and middle. A stringer pallet can be a wooden pallet, plastic pallet or metal pallets. A block pallet is the same as a stringer pallet, but the planks in the middle of the pallet are thicker blocks. Some prefer a block pallet as it may be sturdier. Pallets are built to allow forklifts to pick them up and transport them, from two or four of the sides. 

LTL Freight Rates for Pallets

Cargo in full truckloads in a freight truck may be charged on a per-mile basis or may be quoted on a weight plus fuel rate. For smaller shipments, the carrier may offer LTL freight shipping rates or a pallet rate. LTL freight shipping is used for pallet delivery or any container load that is too large for parcel carriers but too small for a full truckload. Volume freight fits into this category as well, with a higher number of pallets or greater freight weight determining which cargo is LTL and which is volume freight. 

LTL freight shipments are often between 151 pounds and 20,000 pounds. When a carrier is not giving a freight quote based just on pallet size and weight, the total weight may impact the pricing discounts from LTL carriers. LTL freight rates include distance and weight, but with additional factors like density and freight classification.

Freight Quote Breakdown

This is how carriers might break down freight quotes if they’re not using pallet shipping rates.

Distance: The further the distance, the more the pallet shipping cost. That’s because of labor, fuel, equipment use and opportunity cost for the driver and carrier. LTL carriers may specialize in specific regions, so that may impact which will offer freight quotes and which might transfer your pallet shipment to another carrier midway. 

Weight: Carriers may use a base rate per hundred pounds, that pallet rate altered depending on the freight pickup and pallet delivery location. The higher the total weight, the lower the quote per hundred pounds of cargo. It may be worthwhile to distribute the palletized cargo differently to take advantage of weight breaks, or discounts for heavier freight.

Density and cube: Cubic meter volume is one factor in LTL shipping. Cubic meter volume is assessed by multiplying length x width x height. With pallet shipping, measure the entire pallet for cubic meter volume, not individual parcels. To determine density, divide the weight by cubic volume. Density may be used instead of weight to determine pricing.

Chargeable weight: A carrier may use chargeable weight, the larger amount of either the actual or dimensional weight. If your pallet shipment is going via air freight, the chargeable weight might be the actual weight, while via ocean freight in a shipping container, the ship would be more interested in volume and dimensional weight. A freight forwarder can help you determine these amounts. 

Freight classification: Freight classification is important in LTL shipment rates. There are more than 18 National Motor Freight Classification classes, using value, product density, handling, stow-ability, and liability factors. Rates for higher classes cost more. Freight all kinds (FAK) allows products in different classes to be shipped and billed with one freight class, which can result in a cheap freight shipping cost for the shipper.

Base rates: LTL carriers determine their own base rates for each lane, the minimum freight cost to move and ship cargo.

Accessorial services: These additional services, like lift gate services, are not included in the price and are considered extra. 

Fuel surcharge: Rates are set on a determined fuel rate, and surcharges are assessed to cover the difference in actual fuel rates.

Pallet Shipping Rates vs. Traditional LTL Freight Rates

Determining pallet shipping cost is easier using the simplified freight rate quote, versus the multiple factors involved in traditional LTL freight quotes. Using pallet shipping rates makes the planning process simpler for the shipper and carrier, and can make invoicing easier. The pallet shipping cost is agreed upon in advance, and slight variations in weight would not matter. If the pallet is a standard size, then the dimensions would not matter either. The invoice would be the same as negotiated before pallet delivery – no surprises. 

LTL freight rates can change after the pallet delivery, however, if there are variations in what the shipper sent and what the carrier said they received. This can result in confusion and potential disagreement about the invoice. Perhaps freight classification was erroneous or the cubic volume was slightly off. The weight might be different. These can all result in audits and changed invoicing. The invoices may have inadvertent errors that the shipper would not understand or appreciate. Trying to find these errors or service level changes, especially if shipping many pallets and LTL shipments in various lanes and with multiple carriers, is a fool’s errand.

Shipware- Saving You LTL Costs

Fortunately, parcel and freight audit and recovery services can help with these issues. Using automated software like Shipware’s, invoices are analyzed daily for service level failures and invoicing errors. Identifying and investigating potential errors can result in found savings that are difficult and time-consuming to assess by employees. With the fine-tuned software, finding these errors is much easier and does not involve the shipper’s time. Shipware requests the carrier credit or refunds any errors, directly to the shipper. There is no out-of-pocket cost for this service, as the fee comes out of the shipper’s savings from the audit and recovery itself. If the shipper doesn’t realize any savings, the audit recovery service doesn’t either.

Shipware can also help with contract freight negotiation and modal optimization. Ensuring that the shipping service needs are met may include lowering the shipping cost, choosing the right carriers, and negotiating the right freight contracts. Shipware’s in-house experts come from the carrier side, where they negotiated shipping contracts on behalf of the carriers. They now use that knowledge to help shippers get the best shipping rate and contracts possible. Call Shipware to see how we can help you lower your shipping costs.

How to Get Cheap Freight Shipping With No Extra Costs

By Shipware | eCommerce, Shipping Knowledge | No Comments

While Amazon and many vendors offer free shipping to customers, those products first have to get to the distribution centers and warehouses. To keep prices as low as possible for customers and the shipper’s own bottom line, there’s a constant need for cheap freight shipping. It’s not an easy problem to solve, but there are ways to lower freight shipping costs to be more economical. 

When shippers ask, “how much does freight shipping cost?” the answer is always “it depends.” Freight shipping rates depend on the distance, the lane, the weight, the volume, the freight classification, whether it’s a full truckload, or less than truckload LTL shipment. It depends on whether the cargo is on a pallet, if it’s oversized, if the cargo contains heavy items or lightweight items, and the delivery date needed. Getting cheap freight shipping is possible, but that comes with a lot of planning and education.

Tips for Getting Cheap Freight Shipping

Here are some freight shipping tips for lowering shipping rates and minimizing additional costs.

1. Consolidate with Full Truckload Freight

Shipping a full truckload of freight is usually around 430,000 pounds and equals about 18 to 26 pallets. A shipper may not always have that much freight, but consolidation is one option to get there. LTL freight rates are higher when distributed across the entire freight shipment, so if it’s possible to ship more freight on one truckload, the shipper can realize savings. LTL freight shipping includes cargo too large to ship by a parcel carrier and too small to ship via full truckload freight. If shipping multiple LTL freight shipments to the same customer or warehouse in a short timeframe, they can be combined into one. If these shipments occur regularly, combining them to ship less frequently can help provide cheap freight shipping.

2. Increase Shipping Flexibility

An LTL carrier may tell the shipper it will take more time to get the cargo to its destination because the carrier will wait to fill the truck, and will make stops along the way to deliver freight and possibly pick up more. This can be economical for the shipper if the freight cost is right. Flexibility gives a shipper negotiating power to help lock in that cheap freight shipping. Being realistic about delivery timelines is important. The shipper shouldn’t promise the goods to the customer in a short time frame if they’re planning to take advantage of a slower and more economical freight shipping service.

Volume freight, a freight level in between an LTL freight shipment and a full truckload, can often be a good choice for a shipping quote. Multiple carriers may be able to offer a spot rate based on the freight carriers’ capacity.

3. Pack the Pallet Properly 

If the LTL shippers have small parcels that can be stacked together on one pallet, instead of shipping them individually, they can go via cheap freight shipping, and be tracked once instead of individually. Ensuring the pallet is packed tightly, without loose spaces, can help with efficiency. Be sure to measure the pallet correctly so there is no overage, which brings additional charges. Also, shrink wrapping the pallet will keep everything in place so it won’t slip or fall off, and will minimize damage to the goods. Keeping the top flat means the pallet is stackable. If it’s not stackable, this can affect the pallet shipping cost, as the carrier may charge for the unusable space above it. 

4. Know Your Shipment

If you’re able to measure your shipment dimensions, that can help in planning for a freight quote and comparing freight shipping service. It also helps avoid surprises after the invoice arrives. That includes weight and dimensions (length x width x height) rounded up to the next inch. Carriers will weigh pallets and use dimensioning machines to know exact specifications. If there’s a mismatch between your calculations and theirs, you’ll be charged for it. They need accurate information to know what will fit on the truck. Freight classification matters as well, and it must appear on the bill of lading (BOL). 

5. Understand the Pricing

Understanding the freight rate means understanding base rates and minimum charges. Freight carriers have an absolute minimum charge for LTL freight costs so they know they will clear a certain amount. Carriers may use a chargeable weight, which means they charge the higher of the dimensional weight or the actual weight. This makes a difference when shipping via air freight compared to ocean freight shipping. For air cargo the airlines are most concerned about the actual weight, while ocean freight carriers focus more on the dimensional weight or volume. So the same freight going on a container ship via sea freight may be charged differently than by air shipping. Pay attention to discounts for LTL freight costs as well. The base LTL freight rates may vary between LTL carriers, so discounts are then affected as well. 

6. Invest in Insurance

While a carrier may include some liability coverage in the price, the shipper should consider whether to get additional coverage from the carrier or elsewhere, depending on the value of the LTL shipment. The carrier liability limits may not be up to par for the goods shipped. While insurance is an added cost, using cheap freight shipping and relying on it for full liability coverage may not pay off in the end. 

7. Review Your Accessorials

Accessorials and surcharges are not included in a freight quote, so it’s important to understand what they are and whether you might need them. They can add a lot onto freight shipping rates. Accessorials include lift gate service, delivering to locations with limited access, delivering inside a building, deliveries requiring an appointment or delay, and residential delivery or pick-up. Fuel charges, while not an accessorial, are commonly added as a surcharge. These fees may be negotiable, but not all LTL carriers offer them. Understanding where the cargo will be picked up from and delivered can help with this equation. Does the destination have a loading dock? Is an inside delivery required? Does the consignee require an appointment? This all affects cheap freight shipping costs.

8. Work with a 3PL 

A 3PL can make it easier for a shipper to ship freight, with that company handling the logistics and freight booking. But that doesn’t mean it will be less expensive, even if they have negotiated a discounted freight rate with the LTL carrier. If you’re working with a 3PL, you may be contracted to use their LTL freight shipping services. Shipware can help your company ensure you’re not paying more for the services than you should, through contract optimization services. Our 3PL contract optimization experts worked at 3PLs in executive positions and are freight experts, understanding the nuances of the freight contracts to help your company get a fairer deal. To get the most out of our contract, contact our experts for logistics consulting.

9. Determine the Best Modes

In order to get cheap freight shipping, the shipper will want to create a good shipping strategy before collecting a freight quote. This strategy requires understanding the shippers’ past and forecasted shipping data to understand how much capacity was used before, along with characteristics of the cargo, including freight class. Compare that to anticipated needs going forward to determine how the shipping needs will differ. Don’t assume that the shipping strategy must be the same, however. Understand the type of goods, delivery destination, frequency, volume and weights. 

The modes your company is using for cheap freight shipping may not be the best ones. You can use air freight, ocean freight, rail freight or trucking. Depending on delivery destination, your freight could travel via regional carriers, with long-haul transport provided by long-haul carriers. If small enough, your goods might be better sent through USPS as ground shipping. Shipware can help you analyze your shipping mode needs based on past and anticipated LTL shipping. Using modelled analytics, Shipware would offer solutions that would improve transportation time and lower freight cost. While carriers prefer you to stay with their service, and offer discounts to do so, you might need multiple carriers to fulfill all your transportation and shipping needs. 

10. Optimize and Negotiate shipping contracts

Freight shipping is a labor-intensive process full of hidden fees, service levels and tracking. So is small parcel service. Shipware can analyze your full freight spend and shipping profile to help identify potential savings through contact optimization. That includes understanding parcel contracts and how they might be better negotiated. Our volume shippers find they are spending more than they should on the same services, and that renegotiating their contracts, with help from Shipware, can save them up to 30% on annual shipping costs, and they’ll receive best-in-class pricing. Our contract freight negotiation experts are former carrier executives who understand what is negotiable and by how much. They can look far beyond a general discount rate to find hidden savings opportunities the shipper wouldn’t find on their own, and they wouldn’t have the negotiating strategy to get these rates.

11. Conduct an Invoice Audit and Recover Shipping Costs

Getting better negotiated rates is one thing, but holding the carriers accountable for those rates is another. Inadvertent errors are made on 90% of invoices, in our experience. Identifying these errors is nearly impossible, given the bulk of shipping invoices and the lack of intimate knowledge about each shipment and pricing policies. Even an expert combing through the invoices daily will miss many of the errors. As a service to our clients, Shipware offers parcel and freight audit and recovery services using an automated software program with artificial intelligence. Invoices are analyzed each evening, combing through for invoice errors and service level failures, and then sending credit requests to the carriers. The credit arrives in the shippers’ account without any work on their part. With no out-of-pocket cost, the invoice auditing and recovery service pays the fee out of the shipper’s savings. If there is no savings, Shipware makes nothing.

Cheap freight shipping is only one part of the big picture with shipping. It’s possible to pay less, but the shipper has to be on top of the many factors involved. As freight experts, we know how to make it easy to save on shipping. Call Shipware to find out how we can save your company money on many levels.

The Ultimate Guide to Understanding Volume Freight Cost Benefits

By Shipware | News | No Comments

Your company ships plenty of full truckload (FTL) and less than truckload (LTL) shipments. But sometimes you have cargo that falls in between those. That is known as volume freight, freight volume, or a volume shipment. It requires larger than standard LTL capacity, but doesn’t fill up a full truckload shipment or justify paying that full truckload rate. The freight volume category for a partial truckload requires a different way of thinking and planning to maximize your larger shipments in North America. This guide to understanding your volume freight and the logistics involved should help.

What is Volume Freight? 

Before delving into volume freight, it’s important to give a little more context in defining standard LTL and full truckload shipments. Full truckload shipments use the entire truck capacity. No other shippers’ freight will go in that truck. A full truckload is typically 12 or more pallets, with a volume freight quote depending on weight or density. An LTL shipment includes freight that does not fill the truck capacity but is too large to send via parcel or postal carriers. The shipper pays for space used, like linear footage.

The definition of volume freight is that it is larger than the standard LTL capacity, but smaller than a full truckload. But the details of what is larger than LTL freight differs by the carrier. Freight and volume must exceed weight, space, or cubic capacity typically assigned to an LTL shipment. A volume shipment might weigh 5,000-20,000 pounds or have a specific pallet count, like 6-30 pallets – the wide range shows how carriers define their freight and volume differently. Volume freight solutions might include 12-53 linear trailer feet space. It doesn’t matter if it’s smaller carriers or larger ones, they make their own determinations about what constitutes freight volume. 

Common Issues with Volume Freight

Here are the issues shippers will find when classifying something as freight volume.

Definitions 

Determining what is volume freight is difficult when carriers use different definitions. Comparing freight quotes is not like comparing apples to apples. Some carriers may say the freight qualifies for volume LTL while another says it qualifies for LTL truckload shipping. If a shipper has multiple volume items for their shipment, this truckload shipment may be quoted on floor space used, while another carrier quotes based on the freight class.

Accessorials 

An LTL carrier may not offer the same accessorials they offer for regular LTL freight, for volume LTL freight. If you need freight services like inside delivery or a lift gate, you may not be able to use this truckload freight method; you should ensure the services needed are available before booking.

Last-minute booking

Not all larger and smaller carriers offer volume freight services. It can be a time-consuming process to get freight quotes and book it, as some carriers do this on the spot market and only guarantee the load volume once they know it can fill up the rest of the truck. Shippers who don’t have this flexibility can be left in the lurch. It can be a last-minute confirmation on the spot market, so shippers can’t plan far in advance.

The Advantages of Freight Volume 

Just as there are disadvantages, there are also advantages to sending cargo as volume freight.

Classification

Freight classification isn’t considered in the volume freight quotes. Shippers moving lightweight items like cushions, popcorn or potato chips may find volume freight a less expensive shipping method, as they don’t worry about density-based pricing. 

No additional fees

There are no additional fees at delivery. The space purchased is confirmed upfront. That means no expensive surprises.

Faster transfer

Freight from volume LTL shipments are typically transferred more quickly than traditional LTL loads. That’s because volume freight is not unloaded at every terminal or dock. Due to less frequent handling, there’s also a lower risk of freight damage.

Last-minute booking

Yes, this is an advantage as well as a disadvantage. Shippers looking for last-minute booking will love volume LTL shipping. As long as they have some flexibility.

Freight quotes and transportation for volume freight

Volume LTL shipments are often done by traditional LTL carriers who have experience with complex truckload shipping, and may also have automated freight quote solutions. With a volume freight quote, shippers should expect to get pricing based on the lane and freight demand. They should be able to get a reefer rate or a dry van rate if needed. The volume quotes are for the space used, considering the load volume: the weight and dimensions of the products shipped.

What to Keep in Mind for Volume LTL Shipping

When shopping for volume LTL shipping, there are a few freight shipping tips to keep in mind. 

1. Dimensions

Carriers have different specifications for what makes a volume freight shipment. Know your dimensions and needs before seeking a volume quote. That includes the pallet numbers and linear feet. Stacking pallets is a good option as well, since the focus is on utilized floor space.

2. Find a 3PL or consolidator

A consolidator is a non-traditional LTL carrier, who charges by linear feet or pallet number. These consolidators often offer minimal freight handling and use long-haul lanes. They also may not offer accessorials, so keep that in mind.

3. Lanes

3PLs or consolidators offering this volume LTL service may primarily work out of large logistics hubs. In other markets, the carriers might focus on specific lanes. Knowing your lane can help you find the best match.

4. Relationships matter

Just like all things in supply chain and transportation, developing good relationships with carriers helps and can improve customer service on the shipping end and your customer end.

5. Contract Optimization

If you’re asking, how much does freight shipping cost, the answer will depend on your individual contracts. Contracting for truckload freight and volume this way may involve spot market contracts. However, optimizing shipping contracts overall is an important way to achieve the most effective pallet shipping cost or to avoid unnecessary accessorial charges. Overall, contract optimization will help you get the most out of your shipping contract. Optimizing shipping contracts with companies involves digging deeply into current contracts to understand all terms and conditions, while also parsing your current invoices to understand how those terms and conditions affect your individual pricing. Even if your company has a large discount applied to the account, you may be paying more if your shipments fall into another category with higher spot rates. 

Freight and parcel contract negotiation is the bread and butter of what Shipware does. We do the heavy lifting to help customers get the best prices and the best services for them. Our experts have worked as in-house executives at the large carriers and know how the contract negotiation process works from that carrier side. The inside knowledge means we have greater insights into how your freight contracts can be negotiated, and we can advise you on the best negotiation methods using your own data as well as benchmark industry data. These negotiation methods are intended to help you procure cheap freight shipping costs for your company. Our clients find that they save an average of 21% on their shipping as a result, more than they would save if going it alone.

Even before optimizing contracts, though, the shipper should ensure they’re using the best transportation modes for the situation. Let’s say you’re a consumer packaged goods company. Likely your goods will use intermodal transportation. You can send items as air cargo on an airplane, on a truck, or on a train – or some combination. Air freight might be too expensive for your needs, but using full truckloads or volume freight solutions from the manufacturing plant to the distribution centers, and then regional trucking to the stores or small distribution centers, may be cost-effective. Looking at all parts of the supply chain to make these determinations is important. Shipware can help with modal optimization and present options your consumer packaged goods company (or any company) hasn’t thought of.

6. Freight and Parcel Auditing

Getting the best rates and contracts is important, but ensuring that your company isn’t paying more than it should be based on those contracts is vital. We’ve found that 99% of invoices contain errors. They’re not always easy to find. They could include incorrect accessorial charges or freight classifications, duplicate invoices, taxes from the wrong state, inconsistently-applied discounts, or late deliveries. 

It’s not only impossible to catch all these with the human eye, but it’s timeconsuming and not a good use of labor. Shipware’s automated proprietary invoice auditing software, though, can catch the errors after scanning invoices for more than 65 different characteristics. Our parcel audit software identifies billing errors and incorrect charges, and automatically sends credit refund requests to the carriers. This service saves shippers 1-5% weekly on faulty invoicing charges.

Whether you are a consumer package goods retailer or an auto parts manufacturer, your company needs shipping to serve your customers. Keeping those supply chain and logistics rates low means you can focus on innovation, customer service, and growing your business. Shipping can be full truckload, LTL shipments or LTL volume freight. They’re all great options depending on your needs. The important thing is to use them at the right time, and in the right way. There are experts available to help choose the best intermodal services for your needs, to optimize your shipping contracts and ensure the carriers aren’t overcharging you for what they promised. Let Shipware know how we can help you do this.

8 Ways CPG Companies Can Stay Agile in a Changing Marketplace

By Shipware | eCommerce, News, Shipping Knowledge | No Comments

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How to Optimize Freight Contracts to Save Money

By Shipware | Contract Negotiation, Invoice Auditing, News, Shipping Knowledge | No Comments

Freight contract negotiation is a prime way to improve operating expenses. Shipping is expensive and a vital function of many companies. Optimizing the transportation contract, whether with a shipowner, trucking company, or parcel carrier, means a leaner supply chain and better financial. Below we’ll cover different freight contracts and offer different freight shipping tips that will help you optimize your contract.

Types of Freight Contracts

There are various types of freight contracts. In the big picture, they detail the liabilities and responsibilities for the carrier and those of the freight broker or shipper. Freight contracts typically include information about the freight carried, the agreed-upon rate, the delivery time range, and any necessary verifications required for delivered freight. Freight contracts can be signed on a yearly basis or for a set time period, or they can be one-off contracts where you get spot market rates for less frequent or variable shipments. Volume freight shipping also impacts contracts and rates depending on if it’s for FTL or LTL shipping.  

Broker-carrier Agreement

The broker-carrier agreement (also called a motor carrier-broker agreement) includes the broker and the carrier’s contact information and corporate names, and the motor carrier (MC) number. The agreement contains the date, delivery fee, how many days the shipper has to pay, any invoicing procedures, and liability and insurance information. It may specify subcontracting rules, how to handle pricing or other disputes, and customs compliance information. This may be considered a master contract for the relationship, with details such as rates and destination changed or negotiated per shipment. That resulting information would then be on the rate confirmation and load tender agreements.

Bill of Lading

The freight broker or shipper provides a bill of lading before the cargo is hauled. It’s considered a receipt that is given to the consignee by the freight carrier. It includes details about the freight, special instructions, destination, and delivery time period. It acts as proof of delivery and is often needed to submit for payment. The bill of lading might have a separate rate confirmation page or the rate may be included on the bill of lading.

Load Confirmation or Load Tender

This type of freight contract includes logistics details like pick-up and delivery address, hours of operation, the trailer type and details (measurements), anticipated weight, and freight description. It may also include a trip number for tracking purposes. If there is a commission or brokerage fee structure, that would be included as well.

Accessorial Charges

Even if the payment is already determined, accessorial charges are sometimes added if the services exceed the transportation service scope. They might include waiting time, shipment refusal, storage, tarping, fuel surcharges, or other delivery parameters. Contract labor is not necessarily an accessorial charge, but may be an additional fee if contract laborers will be used to unload the truck at the consignee’s location. A separate receipt may be given for this.

Rate Confirmation

This confirmation can be an independent freight forwarder agreement or part of a load tender form. The rate confirmation clarifies the rate to be paid to the carrier by the shipper or freight broker, and it must be signed by the carrier to be valid.

Optimizing Your Freight Contract Through Negotiation

Negotiation is an important tool in controlling each shipping cost whether it’s pallet shipping cost or accessorial charges. If you’re asking, how much does freight shipping cost, the answer depends on each carrier’s rates. Shipping can be a huge expense for companies, and those who don’t negotiate the best rates will be hurting their bottom line. If shipping overseas, the shipper will likely negotiate through freight forwarders to get pricing from shipowners. Freight negotiation with shipping companies for larger shipments like full truckload (FTL) or partial truckload (PTL) may be separate than negotiating contracts for parcel services.

Areas to Optimize For

There are a number of areas for carrier contract optimization negotiating. Here are some of them.

Exclusivity

Parcel carriers are always trying to figure out how to get contracts with shippers, either new companies or taking away parcel shipping services from their rivals. This provides shippers with some leverage. They can promise all their parcel shipping to one carrier in exchange for lower rates. Or they can negotiate with multiple carriers, but know that the rates per carrier may be higher as a result. It may be worth it, if committing some of that capacity to regional carriers. Carriers want to qualify shippers for discounts using revenue bands, and shippers commit to a certain volume to get these discounts. Being exclusive to one freight carrier is a good way to stay in the revenue band.

Charges

Minimum charges and dimensional pricing are two areas where charges can greatly differ for each shipper. Carriers like to assess a minimum charge to ensure they are making a certain amount of money on each package, no matter the size or weight. Dimensional pricing has changed over the years. The carriers use a dimensional (DIM) weight, which is calculated as length x width x height, divided by a standard 139 divisor. That divisor is not set in stone. The number has gone down in recent years, which makes it more expensive for the shipper. The number, however, is negotiable as part of the contract freight rates. The minimum charge is also negotiable.

Accessorial Costs 

Just like accessorials are part of the freight contract for large shipments, they’re part of the parcel contract as well. Accessorials are surcharges for conditions outside of what the carrier sees as typical. They added fuel charges when fuel costs were high, and those stuck around. Carriers charge extra to deliver to residential addresses, to deliver oversize packages, those that won’t easily run through their automation equipment (e.g. additional handling), and those delivered outside the major service areas. 

Reviewing Services

A shipper might be getting services that aren’t necessary, which costs more money. For example, a shipper can opt for SurePost which charges no residential delivery fee, instead of sending residential items through UPS. They may be using air cargo instead of ground service, when ground would get the parcel to its location in a reasonable timeframe. Companies can also negotiate for faster transportation service or better customer service instead of a rate decrease.

Negotiating freight contracts is best done with an understanding of your shipping needs, your past shipping history, and your shipping characteristics. There is a lot of data to parse and analyze, and it can be confusing to know all the details are necessary for the most effective negotiation. Understanding how much of the shipping falls under DIM weight and minimum weight is key, as is understanding which accessorial charges are most frequent and driving up your freight costs. These are just a few of the characteristics that drive negotiation requests. 

Shipware, through our parcel rates negotiation consulting services, helps shippers gather and analyze the data and a negotiation plan. Our shipping consultants worked as executives at the big carriers and know what areas they can negotiate, and by how much. Some shippers go it alone and are able to make a dent in their contract rates and services, but Shipware can see the negotiations and the shipping contracts holistically. We can walk you through the process behind the scenes, guaranteeing that you will get a better carrier contract and a cheap freight shipping cost than you’d get on your own.

Optimizing your Freight Contract Through Parcel Audit

Negotiating freight cost and contracts with shipping companies is important. But ensuring you are not paying charges you shouldn’t be paying is important too. Parcel audit is sometimes called audit recovery. Carriers make promises to deliver a package by a certain time or you get your money back. Companies don’t have the time or resources to track every package and compare the delivery time to the invoice, and then follow up with a credit request. There are other charges that come through as well, that are even less obvious. That might include charging accessorial charges that are incorrect. Perhaps a package went to a business address but was tagged as a residential delivery. Your company would be paying an additional fee for that, if it’s not caught and tagged by a parcel audit.

Save Money with Shipware 

Having a team of parcel auditors will save your company money, and not necessarily cost you anything. For Shipware it starts with a free analysis of your parcel service to identify whether you are paying for services you’re not getting, or if there are recoverable mistakes on your invoices. Shipware uses a software system that combs through each invoice at the end of the day, requiring no shipper work. It identifies errors and automatically requests a credit from the carrier. The system flags any questionable items, followed up by an auditing expert who can manually investigate the charge and request a credit if needed.

Using a parcel auditing service is like finding money on the ground. It may have fallen out of your wallet when you weren’t looking, but it’s your money. The service costs the shipper nothing, and results in cost savings. The auditing fee comes from the amount saved, so the shipper comes out ahead no matter what. These shipping errors will not be highlighted by the carrier. It’s up to the shipper to find and request them. It’s a great way to lower the cost of shipping while making no effort.

Freight negotiation with shipping companies and for parcel contracts is an important way to lower your transportation costs. It can be time-consuming initially, to get ready for an effective negotiation. But the cost savings are worthwhile. Shipware can be your partner in this process, making it easy for you to negotiate better contract rates and terms. Reach out to us to see how we can help.

Minimum Charges: What Do They Mean to Shippers?

By Shipware | News, Shipping Knowledge | No Comments

Hello, I’m Keith Myers and today we’re going to talk about Minimum Charges and what they mean to shippers. I’m a Senior Consultant here at Shipware and looking forward reviewing this.

As far as what we’re going to talk about, we’ll start with what Minimum Charges are and then we’ll discuss how they work and, really, why you should be concerned about them. Because, they do matter, and they matter a lot.

The best way to define a Minimum Charge is that it’s the lowest rate that a shipper will pay to ship a product. Every single service for UPS and FedEx has a Minimum Charge and how those are defined varies by Service. Typically, it’s going to be based off of the least expensive current list rate for that service.

So, for example, if you’re looking at Ground or UPS SurePost or FedEx SmartPost, the starting point for that will be the Zone 2, 1 lb. rate. Then, typically, there are further adjustments from there. If you’re looking at UPS Next Day Air or the matching service for FedEx, Priority Overnight, and it’s the Zone 102 for UPS or the zone 2 FedEx 1 lb. rate — letters and envelopes, it’s the same ideas in 102 or Zone 2, but its weight is irrelevant, of course. The weights for letters and envelopes aren’t factored into that.

For import and export, it’s going to be the 1 lb. rates. So, it’s going to vary; for every individual Zone there will be a different Minimum Charge. The Zone definitions are slightly different between UPS and FedEx. Again, this is where you start, and there will be reductions off of those as you’ll see when we discuss what the minimum looks like on your actual agreement.

FedEx and UPS have set up their agreements differently. FedEx groups their Minimum Charges with the corresponding service.

So, as you see on the left, this top section is from the Ground services. You have Ground Domestic Single Piece, Home Delivery Domestic Single Piece, Applicable Zones and the Minimum Charge associated with that zone. Down below we have the Domestic Express and a subset of services from there – Priority Overnight Envelope, Pack Overnight, etc. You have the Minimum Charge Zone 2 Envelopes, Zone 2, 1 lb., and then the reduction off of that Minimum. Keep in mind this says “Reduction,” so for Priority Overnight Envelope, the Minimum Charge is not $10.50, it is $10.50 less than whatever the Zone 2 Envelope rate is.

UPS, over on the right, group their Minimums by Domestic and International. This is a domestic minimum section that you would see on your agreement. You can see you’ve got the Express services listed first and then Ground Commercial and Residential down at the bottom. Same kind of idea – you can see the Ground rate for the Ground Minimum is Zone 2, 1 lb. for Commercial and Residential. For the Express Services, it’s the same thing — the 102, 1 lb. rate and then there’s an adjustment off of that. That adjustment is 55%. Same logic applies as FedEx. so that’s the minimum charge you would pay would be 55% less than the Zone 102, 1 lb. rate.

How this works – there’s a lot of numbers thrown at you there – but really, I think the best way to do this is to show a simple example how the Minimum Charge really comes into play. What we’re going to talk about is a 10 lb. Ground shipment that’s going to Zone 4 with a 50% discount on FedEx. If you look in your service guide, you would see that the FedEx Zone 4, 10 lb. rate is $13.27, and you have a 50% discount on that, then you would pay $6.64 for that shipment.

However, the Zone 2, 1 lb. rate, which is the Minimum Charge that we looked at previously, is $8.23. So, the shipper in this example would pay $8.23. They would not pay that $6.64. Effectively, they’re only getting a 38% discount instead of that contracted 50% discount. Essentially, they’re paying about 24% higher than what they would if the Minimum was not in place.

Something to think about, if that customer went to FedEx and said, “Hey, I want to improve my rates,” FedEx came back and said, “Great, we’re going to give you a 65% discount on this shipment.” How much would they save? They’d save absolutely nothing if they don’t do anything about that Minimum Charge. They would still pay $8.23. That’s really how the Minimums can impact what a customer is paying. It prevents you from getting the full benefit of that discount.

Another way to illustrate this is looking at some net rates.

If you’re a near-Zone shipper and a lot of your products are going 150, 200, 300 miles away where your customer base is, or if you’re shipping a lot of lightweight products, that Minimum Charge is really going to be important. This example lists the net rates if you have a 40% Ground discount with FedEx. You can see that in all these rates that are shaded in red, $8.23, you’re not getting the full benefit of your discounts in this example. You’re not getting that full 40%, you’re getting less than that. If you’re a Zone 2/Zone 3 shipper and your products are up to 14 lbs., you’re not getting that full discount, even all the way up to 20 lbs. for Zone 2. If you’re shipping lightweight packages, 3 lbs. or less, you’re not getting the full 40%. You’re going to pay $8.23 no matter where you’re going in the country. So, it’s important to really be aware of what those Minimums can do to your rates.

If you’re trying to find out, “Did I pay a minimum on an invoice?” – it’s not the easiest thing to figure out. FedEx is a little more transparent than UPS is. Here are examples for both.

You can see on the left; FedEx has a very simple sentence. It says, “Net charge represents minimum package charge for this parcel.” That’s FedEx saying you did not get your full discount, the Minimum Charge came up, and that’s what we’re reflecting here.

UPS has their invoices structured a little bit differently. They have these invoice message codes that they use to show what changes were made or what rating logic was applied to each individual shipment. For UPS, they have this message code called “ag” which means Minimum Rate Applied. So, if you see that message code at the bottom of your shipment, then you’ll know you did not get the full benefit of that discount, that you had to pay the Minimum Charge. You can see from this example, of the $8.23, they only got about a 6% discount instead of the 35% or 40% that would be on their contract.

Now that you understand what they are and how to find them, what do you do about Minimum Charges? The first thing you want to do is understand how many of your shipments are getting impacted by those Minimum Charges. If you’re a heavy Ground shipper, or you do a lot of SurePost or SmartPost shipments, then those Minimum Charges are really going to come into play. Express shippers, it can happen as well, but it’s not quite as common. You still want to go through and work them out, particularly if you’re sending a lot of light packages Express.

Once you get all that quantified, it’s important to know these Minimum Charges are negotiable, just like everything else on an agreement. Put that information together and go to your carrier and say, “Look, I’ve learned that 30% of my shipments aren’t getting the full discount. I need to get a concession on my Minimum Charge.”

Thank you for learning about Minimum Charges. If you have any questions or comments, please email us at inquries@shipware.com. Thank you and have a great day.

13 Cost Cutting Ideas for Large Companies

By Shipware | eCommerce

While the country is officially in a recession now, it’s more important than ever to ensure you are doing your best in cutting costs in business and operating efficiently. There are plenty of ways to do that without impacting the company culture or making employees feel their work habits are hampered by some version of extreme couponing. It’s not only possible to cut costs and continue working as normal, but these cost reduction efforts can bring new light to company priorities. Such efforts may bring phrases like “work smarter, not harder” to life. Making smart and strategic cuts to your budget show employees that you are serious about using resources wisely. It will make them your partners in future cost reduction efforts and make them more conscious about using resources wisely too.

How to cut costs in business? Here are 13 cost cutting ideas for large companies to implement. 

1. Review and question everything

As part of strategic cost reduction, one mantra is “review and question everything.” Department heads should review line items in their budgets. Managers should do the same. Those with no direct reports should also be involved. Each process should be questioned, with an eye toward doing a better job with fewer resources, and that includes decreasing time commitments. Saving time is saving money, as employee hours can be allocated elsewhere, helping reshape personnel budgets. 

Question whether recurring reports are not only useful, but worth the time spent on them, for example. Are there internal processes for handling anything from a phone call to a bill to an RFP process that could be shortened without affecting the outcome? Look at the exceptions processes to handle issues in various departments, considering more streamlined ways to handle them.

2. Automate tedious processes 

As software gets better and artificial intelligence continues improving, manual tasks can often be performed through workflow automation. Not only does that save time, but the systems are sometimes more accurate than humans. Automation can be used to run reports, process payments, direct customers to the right person or even the right answer without needing human interaction, track timesheets, scan expenses and process expense sheets, generate invoices, collect information from contracts, collect orders and send them to fulfillment, order restocks when levels are low, collect invoices and route them to the right place…the list goes on.

3. Vendor contract negotiating

Each year, at a minimum, a business owner should reconsider vendor contracts to take into account what has changed, and where you can be cutting business expenses and operating costs. That includes negotiating contracts from food service to vending services to advertising to legal services. Any time a new vendor is needed, the company should solicit bids from three different vendors, ensuring they are getting the best value and so the vendors know to submit the best bid. Rubber stamping another year of service without going through the contract will not help with a cost reduction. Considering value, not cost, is important. A contract might cost more but if they provide a better overall value, that may be a better deal and could represent overall savings.

4. Shipping contract negotiation

Some companies assume there is little they can do to negotiate their shipping contracts with carriers. Or they proudly announce they received a few discounts. The big carriers and the small ones have more wiggle room than you know. And this is a case when either outsourcing the negotiation or seeking a consultation will pay off. Shipware’s experts worked in-house at the major carriers for decades. We know what terms are open to negotiation and by how much. Shipware can offer contract analysis and advice on parcel contract negotiation, or we can do it for you. Either way, you’ll save more on this huge expense than if you did it yourself. 

5. Parcel audit and recovery

Parcel auditing and recovery is another place where automation pays off in spades. Trying to manually go through shipping invoices days or weeks after they come in, is overwhelming. And there’s no way a person could keep up and catch all the errors that carriers make in the process. Shipware offers a parcel audit service using our proprietary software. It can be set up within minutes and is a hands-off service for clients, saving personnel time and helping with cash flow. Each night the software performs its analysis, automatically identifying shipping charges eligible for refunds, and filing claims with the carrier. The refunds are applied to your account as credits, and Shipware only earns a fee when you are credited.

6. Have employees bring their own device

How to cut costs in business? Instead of doling out corporate cell phones, reimburse those who need them for work with a set fee. That fee will be lower than purchasing a company-owned device and maintaining cell phone plans. The employee can use that money to invest in a better-quality phone, pay for increased data or just apply it to the bill. The company saves a significant amount of money and is not responsible for capital expenditures and there’s no need to negotiate and manage contracts.

7. Re-evaluate underperforming personnel

When looking at HR cost reductions, there’s no need to ask departments to submit lists of people to lay off. Get smart about your cost reduction strategy, but understand who is underperforming and who is underemployed. Someone who is underperforming does not belong at your company, especially if they’ve been given warnings and have not improved. Employees need to understand that poor work performance won’t be tolerated. Those are people you can let go. 

In the past few years, you may already have made changes to increase efficiencies. People who are underemployed may perform their original duties, even though some of the duties were moved to automated processes, or other changes in workflow design. Determine who has extra time and reorganize their job responsibilities. Perhaps they can perform a role that would provide greater benefit to the company’s bottom line, taking on projects in the pipeline or using them to fill an open position that can now be eliminated. Also consider whether some work responsibilities are better done by outsourcing, like paper shredding or janitorial services. These labor-intensive tasks can be given to outside companies, where you’re not paying salary and benefits.

8. Use independent contractors

Not everyone should be an employee. Independent contractors can be used for specialized needs on a short term or part time basis. For example, if you need someone to handle your social media and the position would only take a few hours a month, it might be better to go with someone whose business focuses just on social media management. You’ll be working with an expert, and can scale that commitment up or down depending on your needs and HR cost, while cutting business expenses. Be sure to follow labor law when determining what circumstances qualify for independent contractor status.

9. Incentivize your staff

Consider changing your sales staff to a lower salary level and higher commission level. If they have skin in the game, they are more motivated to bring in sales. Institute a new policy where raises or bonuses are tied to individual performance and company performance. If the company meets its financial or other stated goals in a given year, everyone wins. These goals align individual incentives with company incentives.

10. Review past suggestions

In past discussions of how to reduce operating costs, a business owner might have shelved some great ideas because they weren’t feasible at the time. Circumstances may have changed, making some of these older cost saving ideas ripe for implementation. 

11. Double down on real estate

Office life as we know it is changing as a result of COVID-19. Many companies are changing their office policies and allowing fewer people in at a time. This is not the time to move to a larger space or even commit to a longer lease in the current space. Now is the time to consider cash flow and determine how to reconfigure current square footage to spread out desks, rather than maintain open meeting areas. 

12. Consolidate purchasing

In a large company, office supplies and other individual purchases add up quickly. That includes association memberships, which can often be negotiated in bulk. Consider offering company-wide subscriptions to key publications instead of allowing departments or individuals to order and expense them on their own. Sometimes outside library vendors are worth their cost if they can negotiate and manage memberships and subscriptions, with better cost reduction opportunities.

Consolidate supply purchasing through a procurement department, rather than allowing each department or site to buy their own. By using fewer vendors, it’s easier to negotiate better prices and improve cash flow. With specialized software, the procurement department can gain greater visibility into stock on hand, shifting supplies between departments or sites, rather than just ordering more.

Lower the approval levels so that employees need permission to spend beyond a certain level. This can help control purchases and coordinate spending.

13. Print less

Becoming a paperless office space is hard for some, but messaging can be spread to show its importance in corporate culture. Starting at the top, consider how paper is used and wasted, and how it can be used more wisely. By printing less, paper and printer expenses decrease. Not only are ink and cartridge expenses high, but printer purchases and rentals are high too. Companies spend a lot on service agreements. Reducing printing will save money all around.

Cost Cutting Now, Significant Savings Later

Shipware can’t solve all cost cutting ideas for large companies, but we can help with a few cost saving ideas that provide instant and significant savings. Reach out to us for a free parcel audit consultation and to learn how much you can save.

How to Reduce Operating Costs for Your Business

By Shipware | eCommerce

Are you a business owner trying to determine how to reduce operating costs for your business? It’s an important topic. Operational expenses (OPEX) include labor cost, payroll, facility fees, energy bills, maintenance, depreciation, and more. Operating expenses include fixed costs and variable costs. Luckily, we’re experts in parcel contract negotiation and are well versed in getting you the low costs. We have got a number of cost cutting ideas for large companies. But with so many categories of expenses, how do you cut operating costs? Read on for our top tips on how to reduce operating costs.

1. Analyze your largest monthly expenses

Look at the total operating cost, before breaking it down by your company’s most significant monthly expenses. Maybe that’s payroll or real estate. It could be inventory costs or energy use. Whittling a few percents off the largest monthly expenses will go a long way in helping to lower operating costs. 

Of course, a different approach is needed to reduce payroll expenses versus real estate, though in some cases they are connected. More people means more furniture and square footage needed in the office environment. You may find ways to gain efficiencies by allowing some employees to work from home, reducing needed office space. Maybe two people want to work part-time instead of full time, and they can job share. Some of these are case-by-case opportunities to reduce operational costs, and some are part of a global plan and culture shift. 

Real estate is something else you may have some negotiating power over. Rent is often a big expense. When your contract is ready for renewal, do some research to find out the price of similar properties, while also determining whether you need the space and amenities the current rental offers. Use this information to negotiate with the building owners. Even though moving is expensive and disruptive, it can result in lower operating costs, even after moving expenses. 

2. Analyze your longest contracts

Relationships are a big part of business. But it’s easy to fall into the trap of relying on that great relationship to keep things the same. The contract for IT support is up for renewal? The insurance broker is offering to renew the same business insurance policy you’ve had for 10 years? Your energy provider keeps sending the bills month after month, but you’re wondering if there might be another option? 

Do some research. Put the services and contracts out for quotes to see what other deals are out there. Look for reasons that you might be able to save, for instance, cell phone monthly contracts offer more data for the same amount or less. Or there’s a new janitorial service or garbage company working in your area. What can they provide that your contracted company can’t? 

Then, go back to your current company and show them what you learned about effective cost cutting methods. Tell them you value their relationship but you think your rates are too high or your service could be improved. Let them work for your business. Even if your expenses stay the same, you might gain better service or other perks that make it worthwhile to continue working with them.

3. Set retainer agreements

Retainer agreements give you a certain level of service or number of hours at a set monthly or yearly fee. Are you tracking what you use? Are the hours appropriate? If you have a law firm or accounting firm on retainer but are only using half the hours you contracted for, you’re essentially paying double the rate. 

It’s worth renegotiating these agreements after you determine your past use and what you think your use will be in the coming year. It may be worth paying slightly more per hour, with a reduction in hours, if those extra hours are otherwise going to waste. If the retainer agreement hasn’t paid off, you still may be able to use their services with just an hourly rate or use a different person in the office to maintain that flexibility and cost savings. 

4. Negotiate payment discounts

Cash flow is important to companies. If you have the cash, use that to your advantage and negotiate payment discounts with vendors. Ask the business owner or contracting department for a discount if you pay in a certain time frame, maybe in 15 days or 30 days, instead of longer payment terms. Saving 1-10% by paying quickly and those cost savings add up while strengthening vendor relationships and potentially improving customer service as well. 

5. Negotiate shipping services

Another vendor to negotiate with is the carrier to optimize the contract. Shipping contracts have many terms that can be tweaked and discounted, if only you know the right way to ask. This is a time when outsourcing or getting consulting help will pay off with lower operating costs, whether you’re a retail business, a wholesale business, or provide other products. 

Companies have more leverage than they think in negotiating business costs and terms, but they won’t get the best rates on their own. Shipware’s experts know this because we worked in-house at the major carriers conducting these negotiations for the other side. Shipware can analyze your contracts and either offer negotiating strategies or conduct the negotiations. This will result in better cash flow and lower expenses.

6. Automate bill payments

Manual bill processing is inefficient. Use automated business processes and software to streamline your accounts payable and better understand your cash flow. Software systems are easier to set up than you might think, and they can pay for themselves within months to a year. 

The changeover process is also easier than you might think. Most bills can be processed through automation software, which eliminates some employee payroll costs. You can redeploy those employees to other roles or to fill vacant positions. You’ll have visibility over the payment process, and can set up automatic approvals or at least make it simple for employees to approve bills from their computer, not from a stack of papers that can easily get lost. This software works whether you run a retail business or a service business.

7. Assess your banking needs

Banks rely on good customer service to retain customers. As a business owner, that service is helpful, but sometimes the fees creep up and you pay more than you should. Get an assessment of what merchant service fees you pay, whether your accounts earn interest, and what other customer service options you receive. Find out what other banks offer. As a retail business, you might need to deposit cash on a daily or weekly basis. Does the bank make that easy and safe for you? Gather information from competing banks and turn that into cost savings instead of operating expenses.

8. Implement cost-saving technology 

Software bundles or suites can save you a bundle if you can use them wisely. Suites now include the use of video calls, cloud storage, word processing, messaging systems, document sharing and management. Using one integrated suite can save on purchasing individual programs, and offer added benefits you may not have to pay for, but would need to include as an operational expense otherwise. 

Cloud storage is enabled with some suites, though you would pay for that service. Still, cloud storage can represent cost savings over on-premises servers, and you don’t need as large an IT group to handle it. That helps with payroll expenses.

Landlines are still used in many offices, but some have moved over to voice over internet protocol (VOIP), which runs through the internet. That can represent savings to your overhead.

9. Conduct a parcel audit 

Technology works in your favor when it comes to parcel auditing and recovery services. Some companies try to track their shipping invoices manually to ensure they are correct. That is an exercise in pushing a boulder uphill. Automation through software like Shipware provides, can not only identify carrier guarantee failures, but mistakes they make as well. After identifying these on a nightly basis, the claims are filed automatically with the carrier. Not only do you save money with a parcel audit, but the fee comes out of the savings.

10. Bulk purchase your office supplies 

Centralize your purchasing to save money and control expenses. Some businesses gain value using a group purchasing organization (GPO), which does all product negotiations. That saves employee time, and the bulk purchasing through the GPO means cost savings for you. 

11. Increase energy efficiency

Whether you’re a building owner or renter, you likely pay your energy costs. That gives you an incentive to lower energy consumption. There are many ways to increase energy efficiency for cost reduction over your overhead costs. 

Switching out lightbulbs for energy-efficient ones is one effective way to cut your energy bill costs. Putting lights and heating/cooling on timers is another way to reduce energy consumption. There’s no reason for the building to maintain the same level of temperature control when no one is there overnight. While employees will not all agree on the preferred temperature, many offices are too cold in the summer, and people bring sweaters to wear. Even lowering the thermostat a few degrees can be an effective cost cutting strategy. The building owners may be willing to make some changes to the office space to increase energy efficiency. 

12. Stay on top of maintenance

Your equipment will break down – it’s totally normal. If you can do regular maintenance activities to keep the equipment in working order, it will last longer. If the facility management department budgets for maintenance costs, they won’t come as a surprise and the money will be there. Predictive maintenance is another model for ensuring that equipment is kept in good shape.

Implement Solutions Today, Save Tomorrow

Wondering how to reduce the total cost of your operating expenses? As you can see, the options abound. Not every single one is right for your situation, but likely if you implement a handful of these, you’ll see cost savings and better OPEX. Reach out to Shipware to learn more about saving money with contract optimization services, parcel audit services, as well as invoice audit recovery services. 

How to Understand and Improve Your Third-Party Fulfillment Partnership

By Shipware | eCommerce

Leveraging a strong ecommerce third party fulfillment (3PF) partnership for order fulfillment, inventory management, pick & pack, shipping and returns management can unlock enormous opportunities for your business and help you improve your supply chain. A capable and trusted fulfillment partner will provide the infrastructure and technology to quickly scale with your operation and help you cost-effectively capitalize on the current market opportunity. 

That begs several questions: If you do rely on a 3PF, are you sure you are getting maximum mileage out of the marriage? Are you satisfied that you’re getting the greatest value from your 3PF? Do you feel like you are achieving an effective balance between service and pricing? Do you worry about the 3PF Services Agreement protecting your best interests? Perhaps most important, can you benchmark your partner’s pricing and performance against other best-in-class providers? Read on to understand more about the importance of your 3PF partnership and how to choose a great eCommerce third party fulfillment partner.

First Off, Your eCommerce Business is Overpaying

According to Shipware’s research, 8 out of 10 merchants are overpaying for 3PF services and/or receiving subpar fulfillment service. There are multiple reasons for that: Contract pricing is inherently confusing. Getting best-in-class terms that meet your needs and objectives can be difficult or can’t be done without logistics consulting. Every provider packages their fulfillment pricing differently; some offer a bundled pricing option; others use detailed line-item pricing, where you get nickeled and dimed for every task; and many offer reduced fees for some services only to make significant margins on small parcel and LTL freight.

The 3PF contract language itself can be very complicated. Many contracts aren’t transparent and are written to protect the 3PF.  Most fail to incorporate the “service level agreements” (SLA) that benchmark the provider’s performance against Key Performance Indicators (KPI). Many contracts are written to shield providers from accountability and offer no financial relief for service failures. These tactics are designed to stack the deck in the 3PF’s favor.

How to Get the Best 3PF Pricing

Understandably, many merchants (retail and/or eCommerce) “don’t know what they don’t know” when it comes to 3PF pricing benchmarks and contract best practices. That’s where Shipware can add significant value. We have spent decades reviewing and optimizing all types of eCommerce shipping, fulfillment, and logistics contracts, starting with the parcel delivery space. We know exactly what to look for. When it comes to 3PF,  we understand best-in-class pricing, have significant benchmarking data, and know SLA best practices. We help establish reporting mechanisms so providers know what’s expected of them, and our merchant clients know the key issues to focus on. And we put enforcement teeth into the contractual language to hold providers accountable.

We level the playing field for our shipper clients by identifying more efficient ways to store and distribute goods. Since we launched in 1994, we have saved our clients, in aggregate, hundreds of millions of dollars in freight costs. To break it down, the typical Shipware assignment has resulted in per-client savings of about 20.2%, on average, over what they were paying before.

Sometimes, we will recommend a new provider. In many cases, however, our clients never switch their providers. Many are satisfied with the general direction of the relationship and don’t want to change suppliers. They just want actionable ways to save money and improve fulfillment service. Shipware gives it to them.

The 3PF relationship has never been more important than it is today. The COVID-19 pandemic has accelerated a secular shift from brick-and-mortar to e-commerce transactions that’s already been in place for years. Due to retail store closures and shelter-in-place mandates, more orders are being fulfilled through the e-commerce channel than ever before. The need to position distribution networks closer to the residential customer will profoundly change how product supply chains are structured. This puts a premium on strong 3PF relationships.

It may also be an excellent time for merchants to leverage their e-commerce volumes to strike better pricing and deal terms with their providers. Many 3PF’s have strong ties to merchants tilted towards brick-and-mortar distribution. During the pandemic, that business has virtually ground to a halt. As a result, these providers are pivoting quickly to e-commerce and could be quite willing to offer e-merchants aggressive pricing in return for increased volume.

Understanding the 3PF Market

The 3PF provider segment is very fragmented, which makes it difficult for merchants to get their arms around the best partners for their specific needs. The fulfillment universe ranges from smaller niche-type players to mid-size providers to large firms like Radial and Rakuten that have been around for decades. The one exception to the fragmentation rule applies to bigger merchants with global footprints; only a select few providers have the scale and resources to cost-effectively support multi-site global distribution strategies. For most U.S. merchants with a typical North American geographic exposure, the list of providers to choose from is quite extensive. That presents a challenge for merchants just to sort through.

Fulfillment relationships come in all shapes and sizes. Perhaps the most well-known these days is Amazon.com.’s “Fulfillment by Amazon” (FBA) program, which provides a bundled marketing, fulfillment, and delivery solution. But FBA is not for everyone. An e-commerce merchant must sell its wares on Amazon’s site, abide by Amazon’s often-demanding terms and conditions, and then have Amazon take a decent chunk of the product’s selling price as its profit.  Not to mention that Amazon stopped processing orders for many of their “non-essential” customers during the pandemic.

What to Look For in a 3PF Partner

There are five key criteria for selecting a successful 3rd party fulfillment partner:

1. People

Some 3PFs have highly trained professional teams. But many do not. That will spell the difference between a great partnership and a subpar one. In addition, the partner you choose must have support staff with the expertise to meet your specific support needs. That is important because there are many different types of fulfillment support.

2. Technology

It can make your eCommerce business run smoothly, or it can add needless friction. The ideal partner has strong tools and an expert staff capable of helping you adapt to changing technologies that can support expansion into new channels and markets.

3. Commitment to quality. 

You spend untold hours creating, marketing, and selling your products. Service failures reflect badly on your brand. It’s important that your partner has an unwavering commitment to quality and has the internal controls in place to back it up.

4. Infrastructure. 

Amazon has conditioned consumers to deliveries in two days or less. It may not be mandatory to hit a two-day delivery window. However, you still must remain market-competitive and maintain customer satisfaction. Your partner must have the fulfillment footprint that meets your needs today and is scalable for future growth.

5. Cost

It’s important to have competitive pricing from your third party fulfillment company, but fulfillment cost shouldn’t be the top consideration. Low pricing means nothing if the other qualities of order fulfillment don’t come through.

How Shipware Helps You Find the Best

Our five-step contract optimization process begins with a complimentary, no-obligation assessment of a prospective customer’s 3PF contract. That is followed by a comprehensive strategy with suggested pricing metrics. We then engage in direct negotiations with the incumbent fulfillment provider or evaluate market options via a Shipware-developed RFP. We also help our partners clearly evaluate options, perform due diligence, establish SLA’s, and negotiate pricing and contract terms.  

Peak Design: Case Study

When Peak Design, a leader in carry gear such as camera straps, travel bags and tripods, came to us, it was experiencing 55% year-on-year growth for the past three years. It operated through six global distribution centers supporting its direct-to-consumer and traditional retail business. However, Peak Design’s 3PF costs were rising, and it was grappling with inventory management, turn time, and order accuracy issues that were impacting the customer experience. Moreover, Peak Design had no SLA’s in their contract to govern the partner’s performance.

After a thorough analysis, we renegotiated the current pricing programs with the incumbent and developed contractual SLAs that could be followed and enforced. We beefed up Peak Design’s access to 3PF resources such as reporting, technology, and infrastructure. We recommended that two of the DC locations be repositioned to reduce costs and enable better service, especially in the B2B retail channel. The result: more than $300,000 in cost savings, improved workflow efficiencies, reduced order turn times, the enshrinement of robust SLA language, and a superior end-customer experience.

“We were very pleased with the end result of the negotiations. I had an opportunity to share the initiative results with the Peak Design Leadership Team and it was a smashing success,” said Mike Winchell, Finance Director at Peak Design. 

Key to Success: 3PF Performance

To say we are living through a dynamic time would be a massive understatement. eCommerce is accelerating in ways that we could have hardly imagined even a year ago. Opportunities will abound for e-merchants that can master marketing, customer experience, supply chain, and ecommerce fulfillment. Their success will depend, in large part, on the performance of their third-party fulfillment partners.

Let us help you find the best ecommerce fulfillment providers or improve your current partnership. With years of expertise consulting as a shipping and logistics company, we know how to negotiate for the best rates and service. Reach out to us today so you can get the most from your fulfillment partner.

How to Reduce Transportation Cost

By Shipware | eCommerce, Shipping Knowledge

It’s never been more important, nor more challenging, for less-than-truckload (LTL) and parcel shippers to reduce their transportation costs. Demand for carrier services is high, especially in parcel as the COVID-19 pandemic drives e-commerce volumes to unprecedented levels. LTL and parcel carriers operate in high barrier-to-entry businesses. The relative lack of competition has allowed them to consistently raise their prices faster than inflation. How can businesses better understand the shipping industry and reduce their transportation costs? At Shipware, we offer shipping consulting to get businesses the best out of their shipping contracts and help you save money. Our experts have put together a guide that will help you understand your business’ transportation costs and learn how to optimize them.

An Inside Look Inside the Shipping Industry

The parcel segment, in particular, has become a tough nut for many shippers. Besides levying higher rates, FedEx, UPS, and to a lesser degree, the U.S. Postal Service, impose what are known as “accessorial fees” to cover the cost of services beyond the basic pick-up and delivery. Accessorial charges continue to increase in number and in price, dinging shipper budgets as a result.

Even more concerning in the era of e-commerce, carriers are leaning more on dimensional weight, rather than a shipment’s actual weight, to build and bill their rates. This penalizes shippers who tender lightweight consignments that are bulked up with dunnage, the inexpensive waste material used to load and secure cargo during shipping but which add heft, and cost, to a package.

Meanwhile, Amazon.com. continues to apply the pressure by offering next-day shipping at no cost for Amazon “Prime” members. In the age of Amazon, shippers face the prospect of lost sales and lower revenue for charging too much or taking too long to ship parcels.

How to Optimize Transportation Costs

The good news is there are concrete, common-sense steps that shippers can take to mitigate the upward spiral and reduce transportation cost. Some steps are specific to each mode. Others can be used in both. Let’s start with LTL:

LTL Solutions

LTL carriers offer nothing but time and space. LTL charges are based on weight and space. That’s why it will cost more, on a relative basis, to ship something bulky like pillows than a dense product like bricks. The less room your shipment occupies on a truck, the more space the carrier has available to sell to other people, and the less they need to charge you. 

1. Efficient Packing

Because of the above, you may receive immense cost savings from efficient packaging. Use the smallest container that will hold your product safely during shipment, and bundle or stack your cartons together firmly. The smaller the total volume of your load is, the more cost-savings you can receive.

Investing in improved packaging solutions is money well spent, because packaging costs are minimal compared to shipping costs. Your logistics staff should also get involved in the package design and development process, and they should know what makes a product easy to stack and ship for cost-effective logistics. While higher-end packing may seem like a costly endeavor now, it will help you minimize the size of your shipment, thus paying for itself and more when it comes to negotiating with LTL carriers. 

2. Group Shipments

If time-in-transit is not important and your products are non-perishable, consider grouping shipments together as opposed to shipping a few smaller shipments at different times. It is more efficient for your LTL carrier to pick up a few, larger shipments versus filling a truck with a ton of smaller shipments. By doing this, you can negotiate better rates with your provider.

Your carrier may also offer tiered pricing based on the different weight thresholds. For example, there may be a base rate for loads up to 499 pounds and different rates for loads that weigh between 500-999 pounds, 1,000-1,999 pounds, 2,000-4,999 pounds, etc. It’s important to know what these thresholds are because you may be able to get your load to qualify for a low-cost weight class if you combine your shipment. One 1,500-pound shipment could cost much less than three 500-pound shipments.

3. Ship on Off-Peak Days

If there is no time-sensitivity or urgency for shipments, consider shipping your business’ products on off-peak days, as this can bring additional savings. Work closely with your carrier to create an LTL shipment schedule that’s designed for efficiency in logistics and shipping costs.

4. Look at ALL Costs

When you negotiate, look at your overall cost, not just the base rate. The carrier will likely add a fuel surcharge and accessorial fees. Accessorial fees include waiting times, storage, packing and extra fuel, all of which can be negotiated.

5. Build Long-term Carrier Relationships 

It is very important to develop solid long-term relationships with your carrier. Being a “shipper of choice” carries tangible benefits, especially in a market for tight capacity. When your LTL carrier sees that you are actively trying to reduce costs and delays, they will be more than happy to pass those savings on to keep you as a customer. Being a “shipper of choice” also includes providing carriers with correct shipment weights and dimensions at the front end to avoid the cost and hassles of an audit.

6. Collaborate With Shippers

When possible, collaborate with other shippers to build enough freight to justify the use of a more efficient full truckload operation. Shippers use LTL because they lack the volume to afford the cost of full truckload service, which is cheaper than LTL on a per kilogram basis. You may not have enough freight to fill a full truckload. However, if you and other vendors regularly ship to the same retailers, restaurants, grocers, or other businesses, think about combining your shipments to generate a full truckload. You and other shippers can then split the transport costs accordingly. In addition, consider working with a third-party logistics provider that specializes in freight shipment consolidation to get the job done.

Parcel Solutions

The surge in e-commerce demand will continue to drive increases in parcel spend and rates. At the same time, shippers will be pressured to offer free or low-cost shipping. According to some estimates, more than 60% of consumers will abandon their online shopping carts if they see higher-than-expected shipping charges.

1. Implement a Parcel Management Program

To tamp down carrier rate increases without compromising service or turning away business, shippers of all sizes should consider implementing parcel management programs from an expert like Shipware. 

The top consultants employ sophisticated parcel shipping platforms, data warehousing, and business analytics technology that make it easier and more affordable than ever to get full, real-time visibility into your parcel spend. Enterprise parcel shipping platforms capture and store shipping data from across the enterprise and compare the data against the carrier invoices. Business intelligence tools can analyze and identify transport cost reduction opportunities. With clear data, shippers can implement improved parcel shipping processes across the enterprise. 

You cannot manage what you can’t measure. With actionable, measurable data at your disposal, you hold a strong hand with your carriers, and you can do a better job of pricing your services to your customers. For more tips on implementing technology in your shipping processes, check out our blog on logistics automation.

3. Conduct a Parcel Audit 

In addition, don’t underestimate the power of a parcel audit. Shipware estimates that up to 10% of all carrier invoices contain errors. For a company with $1 million in annual parcel spend, this is serious money. Parcel audits represent a source of recaptured revenue and help hold carriers accountable for their service commitments and performance. The consultants at Shipware are masters at identifying carrier overcharges. In more than 25 years, we have saved clients, in aggregate, hundreds of thousands of dollars in carrier overcharges.

A robust audit platform will do an excellent job of identifying and analyzing accessorial charges. Some accessorials are legitimate. However, many are questionable. All of them are negotiable. However, you first have to find them before they can be bargained away.

2. Diversify Your Carriers

Consider expanding your universe of carriers. For example, USPS delivers to every U.S. address, its rates are affordable, and its service is “surprisingly good,” said Chuck Clowdis, a long-time logistics executive who runs his own consultancy. Also, send out feelers to the network of strong regional carriers. They may not have national footprints, but they do a terrific job in the regions that they serve. What’s more, their accessorial charges are minimal compared to the national carriers.

The parcel delivery market has become more regionalized than ever as businesses look to shorten their transit times, which, in turn, drives down their freight costs. However, it can be very expensive to build and manage an in-house network of physical distribution locations. Building relationships with a network of regional carriers could be a much more cost-effective option.

3. Put Your Shipping Contract Out For Bid

If you’ve been working with the top two parcel carriers for years, don’t be afraid to put your contract out for bid. Not only might you find a better deal from other providers, but you could strike a better deal with your incumbent if it feels you are about to shift some or all of your business to a competitor. (One caveat: Keep in mind that your incumbent’s rep may warn you that less business will mean that you will drop into a lower, less attractive price band.)

Clowdis recommends an annual “shop-around” process by opening up dialogues with a shipper’s non-regular carrier. “You don’t have to do a full RFP, but you could see what’s offered,” he said. “This way, you get to gauge a willingness and interest in your business.”

4. Last-Mile Delivery

Positioning your package for last-mile logistics can work wonders for your costs. For example, USPS offers an extremely inexpensive service called “Parcel Select.” Here, consolidators induct large package volumes deep into the USPS infrastructure for final delivery. This avoids the first and middle miles of the USPS network, which can be inefficient, and capitalizes on the “final mile” from local post office to the residence, which is the strength of the network. 

5. Zone Skipping

“Zone skipping” is another important strategy to reduce costs. Parcel carriers carve up the U.S. in eight zones, with rates being set based on distance and the number of zones a package travels through. With zone skipping, shippers combine parcels into a full truckload shipment bound for the same destination zone, typically the final delivery zone. This saves shippers significant money by avoiding multi-zone moves. Zone skipping can also speed up delivery times and reduce the chances of delays and potential shipment damage.

Earlier on, we talked about the push by carriers towards dimensional weight pricing, where bills are generated based on the dimensions of a parcel rather than the actual weight. It is easy to make the carriers out to be the villain here. In fairness, they simply want to recover the cost of filling a trailer with bulky items that often carry unnecessary weight. Like with LTL, the less space your shipments occupy, the less you will be charged. 

Shippers play an important role in changing the game. Many don’t pay enough attention to the weight and size of their parcels. The excess dunnage leads to a shipping a bigger box which then incurs higher freight costs. Wouldn’t lighter, or even no dunnage suffice? 

6. Invest in Efficient Packaging

Shippers also need to explore advances in packaging technology. Can you use more polybags and fewer boxes and still accommodate the items? For example, going from a box to a bubble mailer can reduce a parcel’s weight by four to six ounces. It may seem trivial, but multiply that reduction by millions of packages a year, and the freight cost savings can be dramatic.

Small Changes, Big Cost Savings

LTL and parcel carriers have one feature in common: They live and die by density, which is the amount of space a package occupies relative to its actual weight. Much of the power to improve density, drive down shipping costs, and achieve efficiency, rests in the shipper’s hands. 

For more tips on how you can optimize your transportation cost, reach out to Shipware. We’re dedicated to helping shippers ship more and pay less. Contact us today to learn how we can help your business receive up to 30% in potential savings.