This guide walks you through monitoring published requests, managing negotiations with carriers and using automatically generated transport orders.

Who this guide is for

This guide is designed for:

• Shippers who have published transport requests
• Logistics departments managing multiple requests
• Freight forwarders monitoring subcontracting requests

Part 1: My Requests

The "My requests" section is your control centre for monitoring all cargo requests you have published on the Truckscanner marketplace.

How to access "My requests"

Method 1: From the navigation menu

1. Look in the left sidebar
2. Click on "Marketplace"
3. Select "My requests"

Method 2: From the Dashboard

1. On the main Dashboard, find "Quick links"
2. Click "Check your requests"

Interface overview

Page header

• Title: "My requests"
• Green "+ CREATE REQUEST" button (top right)

Toolbar

• Search field to filter requests
• "Filter" button (funnel icon) for advanced filters:
  • Status (Open, Closed, Cancelled)
  • Deleted records

Main requests table

Visual indicators for dates

• Flexible date (e.g. 10-13 July): highlighted in green
• Fixed date (e.g. 12 August): highlighted in red
  

Request statuses

Viewing request details

1. Click the green "DETAILS" button on the right
2. The page will show:
   • Map with route
   • Complete summary (goods, dates, requirements)
   • Negotiations table with interested carriers
   • Share icon
     

Managing negotiations with carriers

Viewing active negotiations

• The "Negotiations" column shows how many companies are interested
• If greater than 0, expand the request to see the list

Opening a specific negotiation

1. Expand the request by clicking the row
2. A sub-table with negotiations will appear
3. Click a row to open the negotiation management window

Negotiation management window

Carrier information

• Complete company data
• "Verified" badge (if present): verified by Truckscanner team
• Professional codes: National Electronic Register, Hauliers Register
• Downloadable documents: DURC, Carrier Liability Insurance, certificates (ADR, ATP, etc.)

Note: All information is validated by automated systems integrated with public registers or manually checked by the Truckscanner team.

Offer management

• Current offer view: price, payment terms, payment method, additional conditions
• Offer history: each new offer cancels the previous one
• Action buttons:
  • "Accept" (green): confirm the offer
  • "Reject" (red): decline the offer

Integrated chat

• Message area for direct communication
• Ability to negotiate prices and conditions
  

How to evaluate an offer

Before accepting, check:

1. The price: In line with the market?
2. Payment terms: E.g. "60 days from invoice"
3. Payment method: Bank transfer, etc.
4. Additional conditions: Demurrage, special clauses
5. Carrier reliability: "Verified" badge, complete documents

Accepting an offer

Acceptance process

1. Carefully review the offer
2. Verify carrier documents
3. Click "Accept" in the offer section
4. Confirm the operation

Data completion (if required)

The system may ask you to complete:

• Shipper: Company name and pickup address
• Recipient: Company name and delivery address

Tip: Enter references carefully! They will be used for digital dock management.

Automatic order generation

After acceptance:

1. The system generates a transport order PDF
2. The order contains all cargo and offer information
3. Both parties receive a notification

Rejecting an offer

1. Click "Reject" (red button)
2. Confirm the operation
3. The carrier will be notified
4. You can continue receiving other offers

Tip: Before rejecting, use chat to negotiate.

Sharing a request

Public link

1. Click the share icon
2. Copy the generated link
3. Share via email, WhatsApp, etc.

Sharing with Network

1. Click the Network icon (users)
2. Select carrier Groups
3. Click "Share"

Part 2: Transport Orders

After accepting an offer, the system automatically generates a transport order in PDF format.

How to access Transport Orders

1. Go to left sidebar menu
2. Click "Marketplace"
3. Select "Transport orders"

The page will show a table with all generated orders.

Information in the main view

• Table listing all confirmed orders
• Search bar to find specific orders
• Action icons on the right of each row

Transport Order details

Accessing details

1. Find the order in the table
2. Click the row to open the side modal

Order content

• Complete data for shipper and carrier
• Goods and route details
• Economic conditions:
  • Price
  • Payment terms
  • Payment method
  • Additional conditions
• Cross-references: Request ref., Trade order ref. (if present)
• Legal notice

Downloading the order PDF

1. Click the download icon (PDF)
2. The document will download to your device

The PDF is useful for:

• Filing in company systems
• Sending to offices and operators
• Documenting operations

Transport order statuses

Downloading the proof of delivery

When the carrier completes transport and uploads proof:

1. Go to "Transport orders"
2. Find the completed order
3. Click the document icon to download

Cancellation procedure

Conditions for cancellation

An order can only be cancelled if:

• Both parties (shipper and carrier) agree
• The operational pickup phase has not started

How to request cancellation

1. Access the order from "Transport orders"
2. Click "Request cancellation"
3. Wait for counterparty confirmation

Important: If one party requests cancellation but the other disagrees, the order remains valid.

Complete traceability

The document chain on Truckscanner:

1. Trade Order (starting point, if used)
2. Transport Request (carrier search)
3. Transport Order (confirmed assignment)
4. Dock Slot Bookings (if requested)
5. Proof of Delivery (final document)

Each document maintains references to others for complete traceability.

Benefits of finalising on Truckscanner

No commissions

Truckscanner does NOT charge commissions for deals concluded on the platform.

Why complete negotiations on the platform

1. Automatic generation of legally effective transport order
2. Zero lost emails: all offers in one place
3. Pre-verified documents by Truckscanner team
4. Access to advanced services: routing, tracking, statistics
5. Complete traceability of the process

Legal note: Truckscanner is not party to the agreement between Shipper and Carrier. The contracting parties are solely responsible for transport execution.

Troubleshooting common problems

I don't see active negotiations

• Check the request is still open
• Check applied filters
• Share the link with carriers you know

I can't accept an offer

• Check the offer is still valid
• Check your account permissions
• Make sure the request is open

The order isn't generated

• Check acceptance was successful
• Look in "Transport orders" section
• Contact support

I can't find the proof of delivery

• Check the carrier has uploaded it
• Check the document icon in the order

Frequently Asked Questions

Can I modify a request after publishing it? No, you must cancel and recreate it.

Can I accept multiple offers for the same request? No, once an offer is accepted the request closes.

Does the transport order have legal validity? Yes, it constitutes proof of agreement between parties.

Can I cancel an order unilaterally? No, both parties' consent is required.