The order is being prepared, then it moves to the cargo company's panel. Buyer information is re-entered, the barcode is printed, and the tracking number is copied and re-entered into the system.
This cycle takes a few minutes per shipment. For a business making a hundred shipments a day, this equals a full-time person's job.
In this article, we explained the scope of cargo integration, installation steps, barcode flow, and tracking number management.
Table of Contents
What is cargo integration?
Cargo integration is the transmission of shipment information to the carrier company via the system.
Buyer information, package dimensions, and payment type are sent from a single record; manual entry is eliminated.
In return, the tracking number and cargo label are returned and saved in the system.
When this connection is established, shipment preparation drops from minutes to seconds.
Transactions are carried out in the cargo module and are associated with sales documents.
Shipment flow
The flow begins when the order is ready for shipment.
Products are packaged, and the package dimension details are entered into the system or calculated automatically.
Next, the carrier is selected, and a shipment notification is made; the system retrieves the tracking number.
The label is printed and attached to the package; the shipment is ready to be handed over to the courier.
Post-delivery status information is also tracked via the tracking number.
Carrier definitions
Most businesses work with multiple shipping companies, and each has different conditions.
Agreement details, price tariffs, and service types must be defined on the carrier card.
It can also be defined as a rule which carrier will be dispatched to which region.
This rule automates the selection process and provides cost optimization.
We discussed carrier selection in the shipping cost optimization article.
Barcode and label production
The shipping label is generated in the carrier's own format and retrieved via integration.
Printing the label in the correct size is important; an unreadable barcode delays the shipment.
Using a thermal printer is preferred for both speed and durability.
Bulk label printing must also be supported; printing a hundred shipments one by one is unsustainable.
The printing and pasting order must be organized so that it is not confused which package the label belongs to.
Tracking number management
The tracking number is the critical data establishing the link between the shipment and the order.
Automatic recording of this number eliminates manual copying errors.
This number is used when sending a notification to the customer; the customer can do their own tracking.
It is also valuable in terms of customer service; incoming questions can be answered instantly.
The tracking order outgoing cargo tracking we explained in the article.
Dimensional weight and weight information
Shipping fees are calculated based on whichever is higher: weight or volumetric measurements.
Therefore, reporting correct package dimensions is decisive in terms of cost.
If dimension information is defined in product cards, package volume can be calculated automatically.
Incompletely or incorrectly reported dimensions are corrected by the carrier and additional fees are reflected.
Monitoring these corrections reveals errors in dimension definitions.
Multi-package shipments
An order can be divided into multiple packages, and this situation requires a separate setup.
A separate label is generated for each package; however, they all remain linked to the same order.
Which product is in which package must be recorded; this information is needed in case of missing delivery.
It is normal for packages to arrive at different times; the customer must be informed about this.
Delivery status should be considered complete when all packages have arrived.
Error management
Errors are inevitable in integrations and they need to be visible.
The most common error is missing or invalid address information; the shipment cannot be created.
Second is the lack of dimension information; the carrier does not accept this.
Failed shipments should be gathered in a list and checked daily.
A shipment that fails silently is not noticed until the customer calls. Integration errors check out the article.
Installation steps
Installation begins with the agreement made with the carrier company and obtaining access information.
Then, the carrier definition is made, and service types and price tariffs are entered.
In the third step, the label printer is set up and a test print is performed.
In the fourth step, a few test shipments are created and it is verified that tracking numbers are received.
In the final step, the return flow is tested; this step is frequently skipped and causes problems later.
Points to consider
The quality of address data is the weakest link in the shipping operation.
Incomplete addresses both delay the shipment and generate return costs.
Therefore, performing address verification at the order stage prevents future problems.
Rule changes on the carrier side must also be monitored; scope and tariffs are updated periodically.
Dependency on a single carrier is also a risk; having an alternative agreement protects the operation.
Tangible benefits
The return on shipping integration is much easier to measure compared to many other integrations, because the gain is directly visible in time and error counts.
The first benefit is the shipment preparation time. While manual entry takes minutes, with integration this process drops to seconds and the same team can process many more shipments.
The second benefit is the elimination of address and recipient information errors. Every piece of manually written information carries a risk of error, and a misrouted shipment generates double costs.
The third benefit is the complete recording of tracking numbers. Being able to answer immediately when a customer asks significantly reduces the support burden.
The fourth benefit is the ability to track shipping costs on an order basis. Without this data, true order profitability cannot be calculated and channel comparisons remain incomplete.
The fifth benefit is scalability; when the number of shipments multiplies during seasonal peaks, it becomes possible to sustain the operation without expanding the team.
Frequently asked questions
Which shipping companies can be connected?
Setup is performed for the carriers you work with under agreement; we clarify the scope together during the installation phase.
Can carrier selection be done automatically?
Rules based on region and dimensions can be defined; the final selection can be changed manually when necessary.
Do marketplace shipments go through the same flow?
Marketplaces may have their own shipping setups; in this case, the flow differs and is planned separately.
How are return shipments managed?
A separate flow is required; returns management you can check out the article.
Cargo integration is one of the integrations whose return is fastest and most clearly measurable. Minutes saved per shipment add up to serious amounts as volume increases.
Be sure to define product dimension information as well; when the desi calculation is not done correctly, carrier corrections silently increase costs.
Pay special attention to address quality; a large portion of issues in cargo operations stem from here.
Check the failed shipment list daily; errors that occur silently go unnoticed until the customer calls.
Test the return flow during setup as well; this step is frequently skipped and causes issues on the first return.
By consulting with the EQLEM team you can plan your shipping setup.