How to Get Carriers Onboarded to a New TMS (for SMBs)

Carrier onboarding is a crucial step in TMS implementation. The key is understanding how carrier connectivity works and approaching onboarding in phases, rather than trying to do everything at once. This guide explains what freight carrier onboarding involves and how SMB shippers can make it faster and more predictable.

How Carrier Connectivity Works in a TMS

Carrier onboarding starts with understanding the different ways carriers connect to an organization’s transportation management system (TMS).

EDI vs. API Connections

These are the two primary ways carriers use to connect with TMS platforms. EDI is widely used and supports tendering, tracking, and invoicing. APIs offer real-time connectivity and faster data exchange. Modern TMS platforms like ShipperGuide support both EDI and API connections. This gives shippers better flexibility when onboarding carriers to TMS platforms.

Pre-Built Carrier Integrations

Many TMS platforms already maintain integrations with common LTL, FTL, and parcel carriers. These pre-built connections significantly reduce logistics carrier setup time.

What “Already Connected” Means

If a carrier is already integrated with your TMS platform, carrier onboarding might be as simple as account-level configuration. This minimal setup requires linking your organization’s account number, updating rates, and enabling tendering workflows and shipment updates.

For Carriers Not Yet Connected

Onboarding carriers that don’t have existing integrations is more involved. Typically, it involves a setup process that includes defining communication methods, configuring rates manually, and testing load tendering.

Step-by-Step Carrier Onboarding

A structured freight carrier onboarding process keeps everything predictable and well-organized.

Step 1: Audit Your Carrier List

Start by compiling a list of all active carriers and backup providers. Focus primarily on the ones that handle the majority of your shipping volume.

Step 2: Check Pre-Connected Carriers

Identify which carriers already have integrations with your TMS provider. The logistics carrier setup is much easier in that case, and that allows shippers to quickly onboard these carriers and reap the benefits of the TMS platform.

Step 3: Upload Rate Files Where Needed

The freight carrier onboarding process often requires manual setup of carriers that aren’t yet integrated with the TMS. During this step, rate formats need to be standardized and uploaded.

Step 4: Notify Carriers

Clear communication with carriers is crucial. A simple onboarding email and outline of how tendering and communication will change ensures they know what to expect while onboarding carriers to the TMS software.

Step 5: Test Before Go-Live

Validate tender and confirmation workflows by running test shipments. Confirming that workflows function properly before the full rollout reduces the risk of improper TMS implementation.

Carrier Communication Best Practices

Clear communication makes onboarding easier, prevents confusion, and minimizes delays.

What to Include in Your Notification

Share the name of the TMS platform, your account ID, your point of contact for TMS setup, and tendering preferences. Information regarding the go-live timeline, additional communication channels, or actions required for freight carrier onboarding should also be included.

What to Expect From Carriers

Most carriers treat onboarding as a routine procedure. There’s rarely any friction as the logistics carrier setup in TMS platforms is a common process. Most carriers will confirm details and participate in testing. Reputable carriers already have established TMS onboarding procedures.

When to Involve Your TMS Provider

Your TMS provider should handle technical coordination related to the EDI/API setup, data validation, and testing support across multiple carriers.

How Long Does Carrier Onboarding Take?

Onboarding carriers to TMS software is typically faster than most SMB shippers expect. Core carriers can often be configured in just a few days, especially if their systems are already integrated with your TMS provider. A full carrier rollout usually happens in phases over several weeks.

SMB shippers should prioritize high-volume partners first and add secondary carriers over time. Keep in mind that carrier onboarding runs alongside the overall TMS implementation and should not create a bottleneck in the process. The phased approach reduces the risk of disruptions and allows teams to refine workflows as carriers are added.

Frequently Asked Questions About How to Get Carriers Onboarded to a New TMS

Let’s examine the answers to common questions SMB shippers might have regarding carrier TMS onboarding.

What Are Common Carrier Onboarding Mistakes?

A common mistake is trying to onboard all carriers at once and not prioritizing high-volume partners. Skipping testing or having an inadequate testing process before going live is also a common freight carrier onboarding mistake.

How Long Does It Take to Onboard Carriers to a New TMS?

Most core carriers can be onboarded in a few days, especially if integrations already exist and they have well-established procedures for integration with shipper software. A full rollout typically takes several weeks.

Do Carriers Need to Adopt New Systems to Work With a TMS?

No; reputable carriers already support EDI, API, or portal-based connectivity. This means they just need to connect using existing workflows. That’s why onboarding carriers to TMS platforms is much easier than many SMB shippers expect.

See How Quickly Your Carriers Can Be Onboarded to a TMS

ShipperGuide has helped various small, medium-sized, and large businesses integrate a modern transportation management system. Schedule a demo with ShipperGuide TMS and see how fast your carriers can be onboarded.