What Data You Need to Get Started With a TMS (for SMBs)

Poor data is a common reason TMS implementations stall. Many SMBs assume they need perfectly clean, complete datasets to get started. But only a small dataset is actually required. Modern TMS platforms are built to work with imperfect inputs and improve over time.

This guide outlines what data to gather before your kickoff call, what can speed up onboarding, and what can wait until after go-live.

The Minimum Data You Actually Need

You don’t need everything to get started. Let’s examine the main TMS data onboarding requirements.

Carrier Information

Start with a list of carriers you’re currently working with. It should include contact details, service types, and contract status. Even a simple list can help configure routing options and begin testing workflows within the TMS environment.

Rate Files

Providing your current rates in an Excel spreadsheet, carrier export, EDI files, or another format allows the TMS to support rate shopping and cost comparisons. Formatting is rarely perfect, but it’s important for TMS onboarding data to be standardized.

Locations

A list of ship-from and ship-to locations is enough to begin building your network. Include addresses, facility names, and basic operating details if those are available. This increases the capabilities of the TMS platform and helps configure routing, shipment planning, and expectations.

Carrier Data (What Helps Most)

More detailed carrier data can accelerate implementation and improve accuracy from the beginning. This includes SCAC codes, when available, to correctly identify carriers across systems. Sharing rate file formats, such as EDI 204 messages, Excel sheets, or portal exports, further streamlines the process. It’s also helpful to clarify current carrier connectivity. Identify which carriers are already integrated with your TMS platform in order to reduce setup time. Even partial information is useful, but more data can provide additional context, help configure carriers, and begin testing real-world scenarios.

Shipment and Lane Data

Historical shipment data is one of the foundations for optimization inside a TMS. Even six to 12 months of data can reveal top lanes by volume, common shipment characteristics, and carrier usage patterns. This information helps configure default routing and improve rate comparisons.

Accessorial history is equally important. Frequent liftgate, residential, or detention charges can influence carrier selection and planning.

Perfectly structured lane data and shipment numbers are not required to get started. Exporting rows from ERP or WMS software can give valuable initial data and context.

Systems and Integration Data

Understanding your current systems helps determine how your TMS will be integrated into your processes and workflows. When choosing a transportation management system, check how it can be connected with your organization’s ERP, WMS, or other platforms. If current software versions are supported, implementation time can be significantly reduced compared to a scenario requiring custom integration.

As part of your onboarding, outline the current order flow. Create a simple diagram or description of where orders originate, how shipments are created, and how data flows across different systems. The goal is to define how the TMS solution will fit into existing processes without any disruptions.

Internal Stakeholders and Ownership

Successful TMS implementation isn’t just about data. It’s about clear ownership. You need to define who manages carriers and approvals, who owns shipping workflows, and who handles billing. Include stakeholders in charge of day-to-day operations and exception handling. That way, you can speed up implementation and get value faster.

Frequently Asked Questions About TMS Data Onboarding Requirements

If you’re planning to integrate a powerful TMS solution within your organization, you might have a lot of questions. Here are the answers to common questions SMB shippers might have about TMS onboarding data.

What Data Is Required to Implement a TMS?

At a minimum, organizations need a carrier list, basic rate information, and ship-from and ship-to locations. Data regarding shipment history, integrations, exceptions, and custom configurations is not mandatory, but can be used to add context and make the TMS implementation process smoother. Modern TMS platforms are designed to start small and improve as more data and context become available.

How Much Historical Data Do I Need for a TMS?

Three months of data is enough to get started, but organizations can see faster results when they have at least six to 12 months of shipment history. Details like accessorials, top lanes by volume, and shipment-level data help accelerate value.

See How Easy It Is to Get Your Data Into a TMS

ShipperGuide helps small and medium-sized businesses onboard a transportation management system quickly. Schedule a demo to see how simple it is to get your data into ShipperGuide.