How to Post Loads and Get Freight Quotes: A Practical Guide

You have a shipment ready. Maybe it's 12 pallets going from Milan to Munich tomorrow. Maybe it's an oversized machine that needs specialised transport next week. Whatever the cargo, you need carriers to quote on it—and you need those quotes fast.

The traditional approach—calling your usual hauliers one by one, waiting for callbacks, comparing scribbled prices on sticky notes—wastes hours you don't have. Digital freight exchanges have changed this completely. Post your load once, and qualified carriers come to you with competitive quotes.

This guide walks you through exactly how to post loads online and get freight quotes quickly, whether you're shipping your first load or optimising an established logistics operation.

What Information You Need Before Posting

Before opening any freight platform, gather these details. Having everything ready means you'll post faster and receive more accurate quotes.

Essential Shipment Details

Origin and destination: Full addresses including postcodes. Carriers need this to calculate distances and check their route coverage. Specify if either location has access restrictions (narrow streets, weight limits, appointment requirements).

Cargo specifications: What you're shipping matters enormously for pricing. Include: total weight, dimensions (LxWxH), number of units or pallets, whether goods are stackable, and any special handling requirements.

Dates and flexibility: When does it need to ship? When must it arrive? Is there any flexibility? Carriers with return loads might offer better rates if you can adjust by a day or two.

Details That Get Better Quotes

Cargo type and value: General merchandise, food products, hazardous materials, temperature-controlled goods—each requires different equipment and insurance levels. Being specific helps carriers quote accurately rather than padding prices for uncertainty.

Loading requirements: Do you have a forklift and loading dock, or does the carrier need a tail lift? Can they load immediately upon arrival, or should they expect waiting time?

Special requirements: ADR certification for hazardous goods, ATP for food transport, specific vehicle types (curtain-sider, reefer, flatbed), express delivery needs, or weekend/holiday scheduling.

Step-by-Step: Posting Your Load

While the exact interface varies by platform, the core process is similar across freight exchanges. Here's what to expect:

Step 1: Create Your Load Request

Log into your freight platform and find the "Post Load" or "New Request" button. You'll enter a form with fields for origin, destination, dates, cargo details, and requirements. Most platforms auto-complete addresses and calculate distances automatically.

On Truckscanner, you can also import orders directly from your ERP system if you've set up the integration—no manual re-entry required for shipments already in your business systems.

Step 2: Set Your Preferences

Decide who should see your load. Options typically include:

Open marketplace: All registered carriers on the platform can view and quote. Maximum exposure, most competitive pricing, but you'll need to verify unfamiliar carriers.

Private network only: Only carriers you've pre-approved can see the load. Faster trust decisions since you already know these hauliers, but potentially fewer quotes.

Hybrid approach: Share with your trusted network first, then open to the broader marketplace if you need more options. This is often the sweet spot.

Step 3: Publish and Share

Hit publish. Your load is now visible to carriers matching your criteria. Most platforms also generate a shareable link—useful for sending directly to carriers who aren't registered on the platform yet. They can view details and submit quotes without creating a full account.

Step 4: Monitor and Respond

Quotes start arriving. Depending on route popularity and timing, you might see offers within minutes for busy lanes, or need to wait longer for specialised or remote routes. Good platforms notify you via email, app notification, or even WhatsApp when new quotes arrive.

Evaluating Quotes: Beyond the Price

The cheapest quote isn't always the best choice. Here's what to assess:

Price Context

A quote that's 30% below others might indicate a carrier who misunderstood the requirements, plans to add fees later, or is cutting corners on insurance. Equally, the highest price isn't automatically the best service. Look for quotes in the reasonable range for your route and cargo type.

Carrier Verification

Check what documentation the platform has verified. On Truckscanner, we validate operating licences, insurance certificates, and company registration before carriers can quote. Look for platforms that do this verification work for you rather than leaving you to chase documents manually.

Equipment and Experience

Does the carrier actually have the right vehicle? For specialised cargo—reefer transport, ADR hazmat, heavy haulage—confirm they have relevant certifications and experience with similar loads.

Communication Quality

How quickly did they respond? Were their questions relevant? Carriers who communicate well during quoting usually perform better during execution. Those who are slow or vague now will likely be the same when you need updates on your shipment.

Tips for Getting More and Better Quotes

Timing Matters

Post loads during business hours when dispatchers are actively checking platforms. Tuesday through Thursday typically sees the most carrier activity. Avoid posting late Friday for Monday pickups—carriers may have already committed their capacity.

Be Specific But Not Restrictive

Provide all relevant details, but avoid unnecessary restrictions. If any curtain-sider will work, don't specify a particular trailer brand. If timing is flexible, say so—carriers with backhaul opportunities might offer better rates for slightly adjusted schedules.

Build Your Network

The more trusted carriers in your network, the faster and more competitive your quotes become. When a carrier performs well, add them to your preferred list. Over time, you'll have a reliable pool who already know your requirements and locations.

Use Platform Features

Enable notifications so you don't miss quotes. Use integrated chat rather than switching to email—it keeps all communication in one place and creates a record. If the platform offers AI matching, use it to discover carriers you might not have found otherwise.

From Quote to Booking: Closing the Deal

Once you've selected a carrier, the platform typically generates a transport order with all agreed details: price, pickup/delivery times, cargo specifications, and any special instructions. Both parties confirm, and you have a binding agreement.

Digital transport orders eliminate the confusion of verbal agreements and scattered emails. Everything is documented, timestamped, and accessible to both your team and the carrier's dispatcher.

Get Started Today

If you've never posted loads online before, the process is simpler than you might expect. Most platforms offer free trials, and the time investment to post your first load is typically under 10 minutes.

The efficiency gains are immediate: instead of making 15 phone calls to get 5 quotes, you make one post and let carriers compete for your business. Your logistics team can focus on managing shipments rather than chasing quotes.

Sources: European Road Freight Digital Transformation Report 2025; Truckscanner platform data; logistics industry best practices.