The Quote/Ship page is the central hub for obtaining quotes and processing shipments, supporting most customer activities efficiently and effectively.

Order Import


When searching for an order, FreightPOP will first look in the Orders tab before checking any integrated ERP or WMS systems. If an order is not found, it is either not listed in the Orders tab or not available in the connected system. To confirm if integrations (ERP, WMS, or E-commerce) are active, click the gear icon and select Integrations to view registered connections. Once a matching order is located, all relevant details from the integrated system will automatically populate on the page (specific data will depend on the integration).


Users can import multiple ERP orders into a single shipment, provided these conditions are met:

  • The integration supports importing multiple orders.
  • The orders are in the correct status.
  • All orders share the same Ship From and Ship To addresses.
  • If these criteria are met, users can input all order numbers, separated by commas, into the Import field for simultaneous processing.


Important Note:

When importing, if the service is FedEx Ground and the address is residential, the system will automatically switch to Home Delivery. Conversely, if the service is Home Delivery and the address is not residential, the system will switch to Ground.


Quickbooks


QuickBooks integrated customers will have the ability to choose their import type from the drop-down menu, and it will be saved and retained.

Locations




Search by ZIP


Selecting this option allows you to enter a U.S. ZIP code, and the system will use an API to automatically fill in the corresponding city and state in the form. This enables quick rate retrieval.


Ship From


The Ship From field defaults to the user’s settings but can also be populated in four ways:

  • User Default: Predefined by user settings.
  • Address Search: Search directly in the field to query your address book (marked with a blue icon) or Google (marked with a Google icon). If Google does not return a city, the sub-locality will populate the city field (e.g., Staten Island, NY).
  • Address Book Selection: Choose from saved addresses in the address book.
  • Integration Import: Automatically imported based on integration settings.


Ship To


The Ship To field works similarly to the Ship From field:

  • User Default: Predefined by user settings.
  • Address Search: Search your address book or Google for entries (blue icon for address book, Google icon for Google results). If Google does not return a city, the sub-locality will populate the city field.
  • Address Book Selection: Choose from saved addresses.
  • Integration Import: Populated by the order import based on integration settings.


Important Notes

  • PO Boxes and APO/FPO Addresses: Shipments to PO Boxes, APO, or FPO addresses are only allowed with USPS or carriers using USPS for the final mile, as standard carriers do not deliver to these locations.
  • Address Validation: Address validation is available for the U.S., Puerto Rico, Canada, and Mexico. FreightPOP uses the UPS Address Validation API (U.S.) and FedEx Address Validation (Canada and Mexico) to verify street addresses, cities, states, and ZIP codes.
  • LTL carriers do not accept the 4-digit extension of a ZIP code, so these are only sent to parcel carriers.
  • Manual Address Entry: To edit the "Ship From" or "Ship To" fields, click the pencil icon to make changes. Avoid making edits directly in the textbox, as this will clear the field and remove the address from the form.


Form Icon - Editing an Address


To update an address, click the Form icon to make changes.


Ship From Options

  • Save to Address Book: Save new or updated addresses for future use.
  • Include Parcel Return Label: Add a return label to your shipment and edit the return address if needed.
  • Ship Return Label with Default Carrier: If selected along with “Include Parcel Return Label,” the return will automatically process using the default carrier and services set up in the company page.
  • Allow Changes to Return Label: When enabled, the system will prompt you to review or edit the return label after processing the initial shipment. This option is unavailable if “Ship Return Label with Default Carrier” is selected.


Parcel Returns and Return Labels


Manage and streamline return processes with the above options to ensure accuracy and flexibility.


Ship To Options

  • Total Miles: The system calculates mileage at the bottom of the form if your account includes a truckload carrier or courier that uses mileage for quoting.
  • State Code: The state field accepts only a 2-digit code, as required by most carriers. Address validation ensures compliance and prevents invalid entries.


Additional Selection Options

  • Residential/Home Delivery: Marks the address as residential and enables the Residential Delivery accessorial. Turning one on automatically activates the other.
  • Save to Address Book: Save any new or updated addresses for easy access in future shipments.
  • Sold to Different Than Ship To: Enables fields to enter a separate Sold to address. This information is sent to carriers requiring it and appears on the invoice.
  • Other Final Destination: Provides fields to input additional destination details for specialized shipments.


These features ensure efficient address management and enhance shipping flexibility.


Address Book Icon


The Address Book Icon allows users to access and select addresses saved in their account's address book. Users with a Sales, Customer, or Vendor account type will only see their personal address book and will not have access to the company-wide address book.


All other account types can view and select addresses from the shared company address book.


Shipment Details



The shipment details summary is displayed at the top of the window. Users can click the arrow next to the summary to expand or collapse the package details.


To manage packages, users can click the ellipses on the right side of the package summary to duplicate or delete a package as needed.


Shipment Defaults


Access this window by clicking the blue gear icon in the top right corner.


Weight Type


The system defaults to the weight type used during the user’s last shipment and adjusts weight distribution accordingly:

  • Per Piece: The total weight is evenly distributed across all items.
  • Per Line: The total weight is allocated to each item individually.


Auto-Change NMFC Subclass Based on Freight Class


This is a company-wide setting that applies to all users:

  • Unchecked: The system will pull the NMFC, Subclass, Commodity Description, and Freight Class onto the shipment details line as selected.
  • Checked: The system will update the subclass to match the Freight Class from the Commodity/NMFC Management records. If Freight Class is not provided, the system will calculate it based on dimensions and weight.

When selecting an NMFC, the system searches for a match in the NMFC management records. If a match is found, the corresponding subclass is populated; otherwise, the subclass from the selected record is used.


Quantity


If the quantity exceeds 1, click the list icon to view individual item details.



Ocean Shipping


When this type is enabled, users can input container details by clicking the list icon next to the quantity field and entering the Container ID.


Container Type


This option is available for Truckload or Ocean Shipping shipments only.


Freight Class


Freight Class is auto-calculated based on dimensions and weight unless a default Freight Class is pre-assigned. This is required for non-parcel quotes.


NMFC (National Motor Freight Classification)


NMFC fields can be enabled in the company settings.

  • Users can access a modal with NMFCs from the Product and Packaging settings.
  • NMFC numbers must be 8 digits, with leading zeros added if necessary.
  • If a matching Freight Class and NMFC Subclass exist in the catalog, the system auto-populates these values.


Freight Class + NMFC Logic


Freight Class is auto calculated when dimensions and weight are entered unless:

  • The order has a pre-assigned Freight Class (overrides user defaults).
  • A user default Freight Class is set and manually selected or overridden.
  • If Auto-Change NMFC Subclass Based on Freight Class is enabled, the system updates the subclass to match Freight Class data from the NMFC catalog.


Descriptions


Users can search saved descriptions by typing into the description box. The system displays the top five matches from the NMFC catalog.


Non-Stackable


Automatically toggled based on user settings, indicating items cannot be stacked during shipment.


References


Clicking on the Package References button opens a window with six reference fields, used primarily for FedEx shipments.


Only Reference Fields 1-3 appear on parcel labels.


Hazmat

 

When Hazmat is toggled on, the UN NA ID and Parcel DG sections are automatically added to the shipment details window.


A Hazmat Contact window is also added to the tab, allowing users to manage hazmat-specific shipment details.




Hazmat Details

  • UN NA ID’s Book: Clicking the book icon in the UN NA ID section opens a window where users can select a saved Hazmat item or add it to favorites for future use.
  • Parcel DG: Clicking this button opens the Hazmat Details window, allowing users to verify and edit the details of the Hazmat item.

Hazmat Contact


Users can add contact details or select from previously saved Hazmat contacts in the User Settings. Phone numbers will display with dashes, as required by the APIs.



Inner Pieces


Inner Pieces allow users to specify items packed within a box, pallet, or similar container, helping track what items are included in a shipment.

  • Users can input details such as quantity, type, dimensions, and description for each inner piece.
  • After entering the information, click Add Inner Piece in the top left to save the items. These details will follow the shipment through to the BOL (Bill of Lading).
  • Hazmat items can also be designated as inner pieces, following the same process as outer pieces.
  • If there are multiple inner pieces and one or more are Hazmat items, Hazmat pieces will appear first on the BOL, as required.


Integrated Scale


Users can connect scales to automatically input weights directly into the Shipment Details.

  • To enable this feature, install the Printer Connector in Company Settings. Once configured, the scale becomes accessible in the app.
  • When the scale is active, manual weight entry is disabled, and all weights are input from the scale.
  • If manual weight entry is needed, users can toggle ‘Disable scale for this transaction’ in the Shipment Details card to override the scale input.

Additional Information



Confirmation Emails:

Users can send confirmation emails directly from the system to notify consignees, customers, or other recipients that a shipment is on its way.

  • Adding Contacts: Multiple email addresses can be added in the confirmation email field, separated by a comma followed by a space (e.g., test@test.com, support@freightpop.com). Emails will not be sent if this format is not followed.
  • Preferences: Confirmation email settings can be customized in Company Settings.


Additional Shipment Information

  • COD Amount: Displays on the Bill of Lading (BOL).
  • Carrier Insurance Amount: Prints on the BOL under the declared value section.
  • Pickup & Delivery Special Instructions: Users can add custom instructions or select from a predefined dropdown menu.
  • References: If an ERP integration is active, the system will prioritize imported values for the reference field. Dropdown options configured in the company UI settings will also be available.

Carrier



Carrier Selection


The Carrier field allows users to choose the provider responsible for performing the shipment.

  • Integrated Carriers: Displays a list of all carriers integrated with the account. The list is filtered if any Accessorials are selected.
  • Rate Shop & Best Ways: These options are always available but require the Payee to be set as Sender.
  • Broker Carriers: Broker carriers will not appear in this dropdown. They are only visible when using the Rate Shop feature.
  • Action Button Change: If a specific carrier is selected, the action button at the bottom of the page will change from Rate Shop to Ship It.



Service


The Service field determines the shipment's speed or type and becomes active under the following conditions:

  • Carrier Selection: The field is only activated after a specific carrier is chosen.
  • Rate Shop Exclusion: This field remains inactive when using the Rate Shop feature.
  • Service Filtering: The available options are filtered to show only the services offered by the selected carrier.

Payee


The Payee determines who will be billed for the shipping charges. The available options are:

  • Sender: The account holder initiating the shipment will be billed for the freight charges, regardless of the Ship From or Ship To address.
  • Recipient: The shipping charges are billed to the recipient of the shipment. This requires the recipient’s account details to be provided.
  • Third Party: The shipping charges are billed to a third party, separate from the sender or recipient. The third party’s account details must be supplied.

Each option is designed to accommodate different billing needs based on the shipment's logistics.



Payee Options and Behavior


Sender

  • When the Payee is set to Sender, the account holder initiating the shipment is billed for the freight charges, regardless of the Ship From or Ship To address.
  • The backend sets the Freight Payment Term to Prepaid. For LTL and FTL shipments, the system determines whether the BOL shows Prepaid, Collect, or Third Party based on the billing address setup:
  • If the Ship From address matches the zip code and street address in the carrier credentials, the BOL is marked as Prepaid.
  • If the Ship To address matches, it is marked as Collect.
  • If neither match, it is marked as Third Party, but the Sender’s account still pays.

The Freight Payment Terms field ultimately determines who pays, even if the Payee field changes to Recipient or Third Party during processing.


Recipient

  • When set to Recipient, the Freight Payment Term is marked as Collect.
  • The recipient is responsible for the freight charges, and their account details are required.


Third Party

  • When set to Third Party, the Freight Payment Term is also marked as Collect.
  • A third party, not the sender or recipient, is billed for the freight charges, and their account details are required.


Important Notes


Parcel carriers (e.g., FedEx, UPS), FedEx Air, and some LTL carriers validate the account number and billing zip code for true Recipient or Third Party shipments. If the details are invalid, the account cannot be used.


Additional Shipment Options

  • Shipping Confirmation Email: Users can send confirmation emails after processing a shipment, provided an email is entered in the confirmation email field. Settings allow the "Ship To" email to auto-populate in this field.
  • Do Not Use Carrier API When Shipping: When a carrier API is unavailable or when shipping manually, this toggle prevents the system from automatically sending the shipment details via API.
  • Only Send Notification Once the Carrier Provides Tracking: Confirmation emails are sent only after the carrier provides a tracking event. If no tracking is available, the system will send the confirmation email once the tracking number is updated.
  • Notify Upon Delivery: When a carrier marks a shipment as "Delivered," a confirmation email will be sent to the designated contact.

Schedule Pickup



Pickups - Carriers

  • The pickup section allows users to enter the pickup date and time window, along with the delivery date and time window. This step is not required if a daily pickup is already set up with the carrier. If the pickup date, ready time, and cut-off time are not filled in, a pickup will not be scheduled.
  • Some carriers require a pickup to be scheduled at the time of shipping. If this is not completed, the system will notify users that the carrier requires a scheduled pickup.
  • API-Integrated Carriers: The pickup number will appear at the top of the shipment details page if the pickup is successfully scheduled.


Pickups - Settings

  • Users can set a default pickup date (e.g., today’s date) and default hours in the User Manager. If only default hours are set, they will populate when a pickup date is selected. If the Ship From address includes open and close times, those times will auto-fill once the pickup date is selected.
  • Pickup times must be entered in the pickup location’s time zone. If a past time is entered, the system will display an error indicating the ready time is before the pickup time.
  • The Pickup Email Message field lets users include additional instructions or notes in the pickup request email sent to the carrier.


Transit Days



Transit Days, previously available only on the non Click-n-ship page of Legacy Quote/Ship, is now located within the Schedule Pickup card.


For API/EDI Integrated Carriers

  • Transit Days are non-editable and are automatically populated based on the carrier’s data after the shipment is processed. This information is displayed on the Shipment Details page.


For User-Defined (Non API/EDI) Carriers


Transit Days are editable and can be populated in two ways:

  • After entering the pickup and delivery information, the system will automatically calculate the Transit Days.
  • Alternatively, you can manually enter the pickup date and Transit Days to have the delivery date populate accordingly.


Note: Transit Days are calculated as weekdays only unless Saturday/Sunday Delivery or Pickup accessorials are applied. When these accessorials are enabled, the system accounts for weekends only when pickup or delivery occurs on a weekend.

Favorite Accessorials



Favorite Accessorials Card

  • This card will only show if the user has this turned on. User can configure this in Accessorials tab in the New Sales Order page, or in the Company settings page.
  • User can toggle on or off the specific accessorials for the order.
  • FreightPOP accessorials are mapped to the carrier accessorials. If a carrier does not offer an accessorial and the user checks it off before quoting, we will not even send a request to the carrier and we will display a message saying the carrier was not quoted because the accessorial chosen is not supported by the carrier.


Auto Calculating Shipment Details


Auto-calculation must be enabled at the user level within User Manager-->Advanced Settings. This will override what the user has manually inserted and auto calculate.

Recent Quotes


Recently created quotes can be accessed on the Quote/Ship page through the Recent Quotes window. Clicking the Recent Quotes button will display a grid with all quotes generated within the last 72 hours.



Quote Template


A user can save a quote as a template by clicking on the ellipsis at the bottom of the Quote/Ship page. The template will then appear on the Quote Templates window, after clicking on the button on the top of the page.


Spot Quoting


During the Quote/Shipping process, if no rates meet expectations or non-integrated carriers are required, Spot Quote Requests can be initiated by the system, which generates an email to carriers.


Upon receiving the email, carriers are guided through the Spot Quote Submission process, and their responses are displayed to the shipper. Pending Spot Quotes can be accessed through the Dashboard pop-out for review.


Spot Quotes remain valid until the end of the next business day following the day the request is submitted. For instance, if a Spot Quote request is submitted on a Friday, it will remain valid through Monday and expire at the end of the day on Tuesday.


After the expiration date, Spot Quotes will still be available for reference, but the Ship It option will no longer be available. If needed, the Spot Quote can be resent for revalidation, or if the rate is still considered valid, it can be selected directly from the carrier dropdown, and the cost can be manually entered.


To request a Spot Quote, the Spot Quote button on the rates card can be used after rate shopping.



The button opens the Spot Quote Request window, allowing users to input the following details:

  • Ship Date/Arrive By Date
  • Additional Instructions
  • Carriers: Carriers can be selected individually or grouped for faster selection if they have been set up under Spot Quote Groups in Carrier Management. Both groups and individual carriers can be selected simultaneously.


Once a carrier is selected, a field will appear to add an email address to send the Spot Quote. If the carrier has an email entered in the Carrier Management page, the field will auto-fill with that address. An additional email address can also be added if needed.


When the Confirm button is clicked, the shipment details, along with the request information, are sent via email to the selected carriers or spot quote group.


Rate Shop Results



When rate shopping is selected, the results will appear at the top of the screen, with the Quote ID displayed prominently. The results are organized from the lowest to the highest cost.


Only carriers that have rates and do not have errors will show rates. All errors will be displayed above the results, where the user can expand the pane to see the messages.


Next to each rate are 3 icons:

  • Quote Breakdown: If markups are enabled, the modal will show the markup distributed among the breakdown (evenly according to each charge’s percent of the total rate)
  • If no markups are applied to the shipment, then the breakdown is the carrier’s breakdown (base rate)
  • Edit Quote
  • Ship It Button


Rate Options and Details


There are three icons on the top right corner of the results card:

  • Refresh Rates: If a quote is older than 1 day, it must be refreshed by clicking the Refresh Rates button to generate updated rates before shipping.
  • Email: Clicking the email icon allows the quote to be sent via email by entering an email address. An optional message can also be included.
  • Print Rates: Clicking this icon generates a PDF file with the quote rates for printing.


Rate Columns


The columns displaying the rates and their headers may vary depending on user settings. The Discounted Rate column represents the rate paid by the shipper. The List Rates column will appear for certain parcel carriers that provide list rates. However, not all parcel carriers offer list rates, and LTL carriers typically do not display them since most do not provide this information. Additionally, if a parcel carrier's rates are accessed through a broker account, the broker may restrict the display of them.


In some cases, the Discounted Rate and List Rates columns may say Base Rate and Markedup Rate. This is a setting at the user level to show marked-up rates when accounts are marking up rates for their customer.


If any information affecting the rate is changed after it has been returned (such as key address details like Address Line 1, 2, city, state, ZIP, or country; shipment details like quantity, type, dimensions, weight, freight class, or hazmat toggle; or accessorials, carrier, service, or payee), the Ship It truck icon, Edit Rate icon, and Spot Quote options will be disabled. A warning message will appear at the top of the page until the user refreshes the rates or performs rate shopping again.


BOL Preview


BOL Preview is available within the Quote Breakdown of a given rate after rate shopping. This gives the shipper the ability to preview what is going to print on the BOL prior to shipping so they can review it and make any necessary changes to the shipment.


To generate the BOL, click Preview BOL. The BOL will then generate without a PRO or BOL #, because the shipment has not actually been processed or allocated yet. This BOL is for preview purposes only.


Shipping a Quote


To ship a quote, the truck icon labeled Ship It can be clicked.


The page transitions to Shipment Details at the top, with the Shipment Confirmation card added to the top right.


Any non-editable fields are displayed in gray with a dotted outline.


The Shipment Confirmation card provides the following details:

  • Quote ID
  • Carrier Quote Number
  • Shipment ID
  • Base Cost and Markup Rate
  • Confirmation Email with an option to click Resend


The Email Shipping Label/BOL Link button opens an email window, allowing the necessary details to be populated before sending.



The ellipses button at the bottom of the page now shows the option to:

  • Add Shipment Notes
  • File a Claim
  • File a Non-Conformance



If reason codes are enabled at the company level, a reason must be selected for not choosing the lowest available quote (if applicable) before proceeding to the confirmation page.


Carrier with No PROs


If a carrier does not provide PROs/Tracking via APIs and a block of PROs/Tracking has not been uploaded, the system will display a pop-up window during shipping. The message will state:


"This carrier does not provide PROs/Tracking. You can enter a PRO/Tracking. You can also update the additional fields here if needed."

  • There is a setting to disable this pop-up, but carriers can also be configured to require it. If this is enabled for a carrier, the window will appear when no PRO is provided.
  • This pop-up typically appears for user-defined carriers or carriers that do not send tracking information via APIs, and a block of PROs has not been set up.
  • Each time a carrier without API tracking is added, a block of PROs should be uploaded by either the user or a FreightPOP representative.
  • This window may also appear if the account is configured to ignore PROs/Tracking returned by APIs and no PROs have been uploaded to the carrier account.


Documents



After shipping a quote, the Documents tab will now show all of the shipment’s documents (including labels, BOL, Invoice - any applicable documents). The functionalities of this tab remain the same as before the quote is shipped.


Shipment Footer


  • Total Handling Units: This represents the sum of the quantity field within shipment details. If there are multiple shipment details, the quantities from all details are included in the total. Total Weight: This represents the sum of the weight field within shipment details. If there are multiple shipment details, the weights from all details are included in the total. Total Linear Feet: Linear feet measure the length of cargo as it occupies space in a trailer. The standard length of a freight truck trailer is 53 feet, with a width of 96 inches.
  • Within the UI, an info icon provides guidance on how linear feet are calculated. However, given the variability of shipped items, this calculation has some limitations and may not always be 100% accurate. The calculation is used to filter carrier rate returns based on configurations in Carrier Management and may also impact how certain carriers provide rates.


Updated Linear Feet Calculation Logic


The calculation is performed as follows for each item:

  • Calculate Length in Feet: Convert the item's length from inches to feet by dividing the length by 12.Fit Side-by-Side: If the item’s width is less than or equal to the trailer's width (96 inches), divide the length in feet by 2.Stackable Items: If the item is stackable, divide the resulting length by 2 again. Final Linear Feet: The final result is the linear feet for that item.T otal Linear Feet: Sum the linear feet for all items to get the total.
  • For a 48"x40" pallet that is stackable, the linear feet calculation begins by converting the length from inches to feet. The length of 48 inches is divided by 12, resulting in 4 feet. Next, the width of the pallet, which is 40 inches, is compared to half the trailer's width (96 inches ÷ 2 = 48 inches). Since 40 inches is less than 48 inches, the length is divided by 2, giving 2 feet. Finally, because the pallet is stackable, the length is divided by 2 again, resulting in 1 linear foot.


This example illustrates how linear feet are calculated accurately based on the specific dimensions and stacking configuration of the shipment and the trailer.



  • Auto Calculate Shipment Details: If any of the auto pack functions are enabled, this field must be selected to manually trigger the auto calculation process.
  • Save as Quote Template: Selecting this option allows the work completed to be saved as a quote template, which can be referenced and reused later.
  • Clear Shipment: This functions as a page refresh, clearing all the information that has been entered.
  • Rate Shop / Ship It: This option generates rates for the shipment based on whether a carrier is selected. If a carrier is selected, the shipment can be processed directly using Ship It. If no carrier is selected, it will perform rate shopping across all carriers in the account.
  • Save Shipment: This saves the shipment, enabling it to be referred to or edited at a later time.