This guide explains how forwarders can use Truckscanner to post transport requests (publicly on the Freight Exchange or privately to their Network) and manage their entire network of collaborating carriers in an organised and efficient way.

Who this guide is for

This guide is designed for:

• Freight forwarders managing a network of collaborating carriers and owner-operators who need to subcontract transport
• Transport brokers coordinating multiple suppliers for different load types and managing requests on behalf of shippers
• Logistics operators who subcontract transport to third parties and coordinate multiple carriers

Why use the Network on Truckscanner as a Forwarder

The problem with traditional management

Forwarders face specific challenges in managing collaborators:

• ❌ Dozens or hundreds of carriers to contact for each request
• ❌ Chaotic WhatsApp groups with messages getting lost
• ❌ No control over subcontractor documentation
• ❌ Difficulty tracking who submitted a quote and at what price
• ❌ Risk of assigning loads to carriers with expired documents
• ❌ High cost of proprietary platforms (€10,000 - €50,000 for development)

The solution: Truckscanner as a forwarder platform

With the Truckscanner Network:

• ✅ Centralised management of all collaborators on a single platform
• ✅ Private sharing of requests (they don't go to the public freight exchange)
• ✅ Always verified documents viewable before assigning a load
• ✅ Affordable cost: Basic subscription from €49.90/month instead of proprietary platforms
• ✅ Free for carriers: collaborators register at no cost
• ✅ Digital orders: transport order generated automatically

Collaborating carriers register for FREE

This is the key competitive advantage for forwarders:

• Collaborating carriers pay nothing to register
• They can receive private requests and submit quotes for free
• They keep documents verified once
• They receive automatic notifications about opportunities

This means the entire collaborator network can be brought onto Truckscanner without asking for additional costs.

Difference between Freight Exchange and private Network

As a forwarder, it's important to understand the difference:

Tip: Use the Network for loads with trusted collaborators, the Freight Exchange to find new carriers or for difficult loads to cover.

How to access "My network"

1. Log in to the Truckscanner application
2. In the side menu, click Network
3. Select My network
   

Page overview

The "My network" page for forwarders has the same elements as the shipper version:

• "Groups" button to manage collaborator groups
• "Import network" button for bulk import
• "New" button to add single contacts
• Contacts table with Company, Contact person, Email, Groups

How to add collaborating carriers

Single addition

1. Click New
2. Search for the company by name or VAT number (automatic search)
3. Or click "enter manually"
4. Enter Contact person and Email
5. Assign to one or more Groups
6. Click Save

Bulk import from Excel

For those who already have a collaborator database:

1. Click Import network
2. Prepare an Excel file with columns: Company name, VAT number, Contact person, Email, Group
3. Upload the file
4. Check the import report

Import automatically creates groups if they don't exist.

How to organise collaborators into groups

Group examples for forwarders

• By area: "Lombardy", "Triveneto", "Southern Italy", "France", "Germany"
• By specialisation: "ATP Refrigerated", "ADR", "Groupage", "Full loads"
• By vehicle type: "Vans", "Rigid trucks", "Articulated", "Road trains"
• By reliability: "Gold Partners", "Regular collaborators", "To test"
• By customer: "Customer Rossi", "Customer Bianchi" (preferred carriers for specific customers)

Creating and managing groups

1. Click Groups
2. Create new groups with meaningful names
3. Assign carriers to appropriate groups

Sharing private requests with collaborators

Private sharing process

1. Create a transport request (from Trade orders or Create request)
2. DO NOT publish to Freight Exchange if you want to keep it private
3. Go to My requests
4. Click the share icon (users)
5. Select the collaborator Groups to notify
6. Click Share

What happens

• Only selected carriers receive the notification
• The request does NOT appear on the public freight exchange
• Collaborators can access and submit a quote
• All quotes arrive in the "My requests" section
• Negotiation continues in the integrated chat

Benefits for forwarders

Checking collaborator documentation

One of the most important features for forwarders is document verification.

Documents verified by Truckscanner

For each registered carrier, the Truckscanner team verifies:

• DURC - Contribution compliance (Italy)
• Carrier Liability Insurance - Third-party liability insurance
• Community Licence - For international transport
• ADR/ATP Certificates - For special goods
• ISO Certifications - Quality, environment, safety

How to view documents

1. During a negotiation, click on the carrier name
2. View the showcase with all documents
3. Check status (valid/expired) and expiry dates
4. Download documents if needed

Note: Documents are verified by the Truckscanner team. Automatic alerts notify when a document is about to expire.

Complete operational workflow for forwarders

1. Receive order from customer (email, phone, portal)
2. Create trade order on Truckscanner with all details
3. Generate request from the trade order
4. Share with appropriate collaborator groups
5. Receive quotes in the "My requests" section
6. Compare and negotiate via integrated chat
7. Accept the best quote → automatic transport order generation
8. Monitor order status
9. Order fulfilled → complete traceability
   

Creating a Load Request: Key Difference for Forwarders

As a forwarder, you have two publishing modes:

Mode	Visibility	When to use
Public (Freight Exchange)	All registered carriers	Hard-to-cover loads, new carriers
Private (Network)	Only your collaborators	Loads with trusted carriers

Note: A Basic subscription (€49.90/month) is at least required to post requests.

Two Workflows

Workflow 1: Public Request (Freight Exchange)

1. Create the request normally
2. Click "Publish request"
3. The request appears on the Freight Exchange
4. All carriers can see it and submit offers

Workflow 2: Private Request (Network only)

1. Create the request
2. DO NOT publish it to the Freight Exchange
3. Go to "My requests"
4. Use the Share with Network icon
5. Select collaborator groups
6. Only they will receive the notification

Benefit: Keep control over who sees your loads.

Creation Process (same as Guide 3A)

The data entry process is identical to that for shippers:

1. Addresses: Pickup and Delivery
2. Dates: Delivery range
3. Goods category: Load type
4. Specific data: Dimensions, weight, quantity
5. Special goods: ADR, ATP, etc. (if needed)
6. Additional requirements: Trailer type, services, certificates
7. Notes and attachments
8. Publish or private sharing

For full details, see the dedicated Trade Orders guide: How to Create a Transport Request on Truckscanner | Shipper Guide

Management via Trade Orders

For forwarders with high volumes, Truckscanner offers the Trade Orders section:

Benefits of Trade Orders

• Bulk import from Excel/ERP
• Status management: Ready → Online → Planned → Fulfilled
• Complete document chain traceability
• Automatic linking: Order → Request → Negotiation → Transport Order

How it works

1. Create a Trade Order with all data
2. When ready, click "Generate Request"
3. The request is automatically created from the order
4. Share it with the Network or publish it

Private Sharing: The Competitive Advantage

As a forwarder, the most powerful function is private sharing:

Private Sharing Process

1. Create the request with all data
2. Save without publishing (or publish and also share privately)
3. Go to "My requests"
4. Click the Network icon (users)
5. Select collaborator Groups (e.g. "Refrigerated Northern Italy")
6. Click "Share"

Result

• Only selected carriers receive email notification
• They can submit offers on the platform
• You compare everything in one place
• No other carrier sees the load

Tips for Forwarders

Organise groups well

Create specific groups in Network:

• By geographic area
• By specialisation (ADR, ATP, etc.)
• By reliability
• By end customer

Use neutral descriptions

If you don't want collaborators to know who the final customer is:

• Use generic descriptions in the "Content" field
• Don't include customer references in notes

Monitor response times

• Set clear deadlines
• Chase slow collaborators
• Reward fast responders with more loads
  

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Frequently Asked Questions for Forwarders

Do I have to pay to post requests? Yes, the Basic subscription costs €49.90/month. Collaborating carriers use the platform for free.

Can I both publish on the Freight Exchange and share with Network? Yes, you can do both for the same request.

Do my customers see that I use Truckscanner? No, unless you choose to share this information.

Can I manage different customers with different groups? Yes, you can create "Customer X - Preferred carriers" groups and share only with them.

Do my collaborating carriers have to pay? No. Registration and basic use are free for all carriers.

Do requests shared with the network go to the freight exchange? No, they remain private and visible only to selected contacts.

Can I see collaborator documents before assigning a load? Yes, all verified documents are viewable in the carrier's showcase.

How much does Truckscanner cost for a forwarder? The Basic subscription to post requests costs €49.90/month. For advanced features, Premium is available at €99.90/month.

Can I manage carriers from different countries? Yes, the platform is multilingual (Italian and English) and supports international carriers.