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How does cooperation between a freight forwarder and a carrier work step by step?

Written by Marcin Majchrzak on . Posted in Insights for Carriers, For Forwarders.

In cooperation between a freight forwarding company and a carrier, the freight forwarder is responsible for organising and supervising the transport process, while the carrier performs the actual transport service. This cooperation brings benefits to both sides. The freight forwarder gains a reliable partner to carry out transport orders, while the carrier receives a stable source of assignments and does not have to search for customers independently. What does this cooperation look like in practice?

Freight forwarder, carrier and their roles

While the carrier is responsible for collecting the cargo and delivering it to the agreed destination, the freight forwarder makes sure that the entire delivery process runs smoothly. The freight forwarder not only starts cooperation with the carrier, but also plans the route and monitors every stage of the transport order. A good freight forwarder supports the carrier with customs clearance, helps prepare transport documentation and monitors the shipment throughout the journey.

Cooperation between a carrier and a freight forwarding company allows the carrier to focus fully on performing the transport service instead of looking for new customers. This saves time and reduces operational pressure. Such cooperation also brings additional benefits. For example, Express Heroes gives carriers access to trailer rental on attractive terms, as well as additional logistics services such as warehousing and customs brokerage.

Cooperation between a freight forwarder and a carrier: the initial stage

Cooperation between a freight forwarder and a carrier begins with making contact. In the case of Express Heroes, this can be done by phone or email. The contact form and hotline number are available on our website. At this stage, the freight forwarder needs to collect basic information about the transport company, the type of fleet it operates and its preferred transport routes. This stage ends with an initial verification, followed by the agreement of future cooperation terms.

This step requires full transparency from both sides. The carrier defines its requirements and availability, while the freight forwarder presents, among other things, the offered rate per kilometre and the procedures related to cargo, transport orders and payments.

Signing an agreement between the freight forwarder and the carrier

After the initial arrangements, it is time to formally confirm cooperation. Signing an agreement opens the way for carriers to start carrying out their first transport orders. The freight forwarder searches for and negotiates transport assignments on behalf of the carrier. The freight forwarder also handles all formalities related to the orders and then plans them by collecting the necessary information from the client. Once the carrier accepts the order, the freight forwarding company optimises the route and prepares the transport documents.

The start of the transport operation does not mean that the freight forwarder’s work is finished. At this stage, the freight forwarder monitors the progress of the order and stays in constant contact with the carrier. They also provide support in case of roadside checks or problems during the route. The carrier, in turn, is obliged to carry out the order according to the agreed schedule. By monitoring the transport process, the freight forwarder acts as a link between the company ordering the transport and the driver, making sure that the agreement is properly fulfilled.

Freight forwarder and carrier: completing the order and handling potential claims

Completing a transport order means that the carrier must prepare an invoice and the documents confirming that the transport service has been completed. These documents are the basis for settlement. When cooperating with a freight forwarder, the transport company settles accounts with one business partner instead of several separate clients. This saves time and energy. Clear payment terms and timely payments are extremely important factors that influence the quality of cooperation between a freight forwarder and a carrier.

It is also worth knowing how liability works in the event of damage. If damage occurs because an unsuitable subcontractor was selected, the freight forwarder may be held responsible for the loss. However, this applies only when negligence in the selection of the carrier is proven. Otherwise, the carrier is responsible for damage, loss or failure to deliver the cargo within the agreed time.

Cooperation with Express Heroes: requirements and conditions

At Express Heroes, partnership-based relations with carriers are a priority. To start cooperation with us, a carrier only needs to have a business registered in one of the EU countries and a fully operational vehicle that meets the requirements specified in transport regulations. Thanks to limited formalities, the initial verification process is very quick.

We provide cooperating carriers with the support of a dedicated freight forwarder who plans the route using advanced software, monitors its progress and, when necessary, helps solve problems during transport. The freight forwarder remains in regular contact with the carrier throughout the cooperation, answering questions and clarifying any doubts.

For cooperation between a carrier and a freight forwarder to be successful, a clear division of responsibilities and regular communication between both sides are essential. Carriers who choose this model save time on searching for customers and preparing documentation. They can also rely on comprehensive expert support, which helps them carry out transport orders more efficiently and build a stable source of work.

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Freight transport to Italy — route realities and key information

Written by Marcin Majchrzak on . Posted in For Forwarders.

Thanks to its diversified economy, well-developed transport infrastructure and strategic location, Italy is an attractive market for many businesses, including manufacturers of industrial and food products. However, freight transport to Italy requires careful planning. What should carriers pay attention to before setting off? What is worth knowing?

Freight transport to Italy — the most popular routes from Poland

Italy can be reached from Poland via the Czech Republic and Austria. The route runs along the D1 motorway from Ostrava to Brno, then through the A1 in Austria and the A23 in Italy. In transit countries, truck drivers are required to use electronic toll collection systems. The Czech Republic and Slovakia operate toll systems, while in Austria, the GO-Box device is used, with rates calculated based on the number of axles and the emission class of the vehicle. Failure to pay the required toll may result in a high fine. After entering Italy, motorway tolls are collected at toll gates, and the amount depends on the vehicle category and the length of the travelled section.

When the destination is Tarvisio, freight transport to Italy is most often carried out via Slovakia and Austria, more specifically through Žilina and Bratislava via the D1 and D2, then along the Austrian A6 and A2 motorways and the Italian A23. In turn, the most scenic and, at the same time, the shortest route to Italy leads to Modena, via the motorway to Dresden and Munich, through Innsbruck on the A93 and A13, and then across the Brenner Pass on the A22. This route runs through the Alps and is heavily congested in the summer season, which may cause delays. It is also worth noting that from 1 July 2024, all vehicles and vehicle combinations over 3.5 tonnes travelling on German motorways and federal roads are subject to the German road toll, known as Maut.

Freight transport to Italy — seasonality and ferries

Routes along the coast or deliveries to Italian islands require ferry crossings. In the case of Sardinia, ferries from the mainland operate all year round from Livorno, Civitavecchia, Genoa and Barcelona. For example, the Livorno–Olbia crossing takes approximately 7.5 hours and costs around EUR 22. On the Amalfi Coast, ferry services operate seasonally, from late March or early April until the end of October. Outside the season, crossings are available only on selected routes. It is worth booking ferry crossings in advance, as ticket prices usually increase as the departure date approaches. Availability also becomes more limited.

When planning freight transport to Italy, weather conditions must also be taken into account, especially in mountain areas, where they can change rapidly. Heavy rain, violent storms and fog in summer, as well as heavy snowfall and icy roads in winter, may make the journey more difficult. That is why it is advisable to check weather forecasts on regional meteorological services before departure.

Freight transport to Italy — time buffers and parking areas

Heavy traffic on Austrian and Italian motorways during the summer season increases the risk of delays. Registration in electronic toll systems or the use of telematics devices can speed up the journey and help avoid queues at toll gates. When transporting goods with vehicles over 7.5 tonnes, carriers must also take into account the Italian driving ban calendar. It is also worth checking current information about roadworks.

Freight transport to Italy also requires proper rest planning, in line with drivers’ working time regulations. In Italy and in transit countries, there are numerous parking areas and truck stops with infrastructure adapted to articulated vehicles. Located along motorways, truck stops offer dedicated areas for heavy goods vehicles, fuel stations, refrigerated trailer charging points, showers, laundry facilities and ATMs. A good example is the Sadobre parking area near Vipiteno on the A22. The first hour of parking is free of charge, hours 2 to 10 cost EUR 1.50, hours 11 to 15 cost EUR 1, and from the 16th hour onwards the fee is EUR 0.60.

It is important to remember that, unlike passenger cars, trucks in Italy cannot park in tourist centres or on streets marked with blue lines. Cities also have ZTL zones and weight restrictions, and entering them without authorisation may result in a high fine. Therefore, when planning a stop, carriers should use parking areas designated for heavy goods vehicles.

Freight transport to Italy with Express Heroes

A carrier cooperating with the freight forwarding company Express Heroes can count, among other things, on transport orders on Italian routes. These operations are carried out within a guaranteed mileage model, with at least 11,000 km per month. Since the freight forwarder not only builds a base of transport orders, but also negotiates rates and organises routes, the risk of delays is reduced, while the transport company saves time on planning. Carriers also benefit from reliable and fast settlements, paid even within 3 days.

Although freight transport to Italy requires planning and knowledge of local regulations, cooperation with a freight forwarding company makes the process much easier. Carriers receive support in choosing the best route, taking into account planned tunnel closures or current weather conditions. The freight forwarder also helps with parking planning and motorway toll calculations. Proper preparation for transport operations on Italian routes is an investment in road safety and helps ensure on-time delivery.