Chapter 3

Requests and Quotes

A transport request is how you ask your transport provider to move something: what it is, where from, where to, and when. They reply with a quote (a price). When you accept it, they book the trip.

3.1 How a request moves#

3.2 Sending a request#

1. Click My Requests in the menu, then “New Request.”
2. Choose the Service Type if you know which service you need. You can leave it blank.
3. Choose the Origin (where the cargo is collected) and the Destination (where it goes). They must be different places. Each place in the list starts with its short code, for example “ACC — Accra”.
4. Enter the Cargo Description, for example “20 pallets of bottled water.” This is the only other field you must fill in.
5. If you can, enter the Weight (tons), the Quantity in bags or units (if your load is counted that way), the Trip Type (One-way; Return empty if the truck has to come back empty and the return is charged; or Multi-drop if one load goes to several places, in which case add each drop before the destination under “Drops before the destination”, in the order you want them), the Truck Type Needed and the Preferred Pickup Date, and add any Special Instructions, such as loading hours, a contact person on site, or access restrictions.
6. Click “Submit Request.”

The request gets a number such as REQ-2026-0001 and starts as Pending. Quote that number whenever you contact your transport provider about it.

3.3 Reviewing a quote#

When your transport provider prices your request, its status changes to Quoted and it appears under “Quotes Awaiting Your Action” on the Dashboard. Click “Review” there, or open the request from My Requests. The Quote section shows:

• Quote: the quote number, such as QUO-2026-0001. The newest one is marked “Latest.”
• Valid Until: the last day the price is on offer.
• Amount: the total price and its currency. If the quote includes extra charges, such as loading or waiting time, the transport amount and each charge are listed under the total. A charge marked “paid on your behalf” is a cost your transport provider pays for you, such as port fees, and bills back to you. Your invoice shows each charge as its own line. For a Return empty trip, the quote also lists the return price, “Return empty,” or says it is free; it is billed as its own line on your invoice.

If your transport provider revises the price, the new quote appears at the top marked “Latest,” and the earlier ones stay below for your records. Accepting a request always accepts its latest quote.

3.4 Accepting a quote#

1. Open the request.
2. Check the request details and the latest quote: its amount, currency and Valid Until date.
3. Click “Accept Quote,” then confirm.

The request becomes Accepted, and its Timeline shows “Accepted by client via portal.” Your transport provider then books a truck and driver. When they do, the request becomes Converted and the trip appears under My Trips.

3.5 Rejecting a quote#

1. Open the request.
2. Click “Reject Quote.”
3. Add a Comment saying why, for example “Price too high” or “No longer needed.” It is optional, but your transport provider sees it.
4. Click “Reject.”

Rejecting a quote rejects the whole request, not just that price. If you would like a different price or date, say so in the comment: your transport provider can reopen the request and send a new quote. Otherwise, send a new request when you are ready.

3.6 Following a request#

My Requests lists all of your company’s requests, newest first, with the route, cargo, status and the date each was sent. Click “View” to open one. The request page shows:

• The details you sent: route, service type, cargo, weight, preferred pickup date and special instructions
• The Rejection Reason, if the request was rejected
• The quotes (section 3.3)
• The Timeline: each change of status, with the date and time and any comment, such as the reason for a rejection