Adding a New Carrier? Here’s What to Know Before Getting Started

Adding a new carrier to a shipping network can come with many benefits – reduced rates, flexibility to switch between vendors, service and mode optimization – among them. However, once you’ve decided to add a carrier to your network and an agreement has been executed, the work is not over yet. You’ll also need to onboard the new carrier to benefit from the Green Mountain portfolio of Parcel Spend Management solutions.  

Effective carrier onboarding is more than an internal process; it’s a key factor in leveraging and managing customer expectations. Your customers depend on timely deliveries, accurate invoicing, and reliable service at the most optimal level. By ensuring that every step of carrier integration is planned and executed effectively, you can enhance service reliability and build stronger customer trust. 

Here’s what to consider when adding a carrier to facilitate efficient, smooth onboarding and payment: 

Most Accounts Payable (AP) systems are not set up to flip a switch and immediately begin paying a new vendor. Most of the time, you will need to have a conversation with your AP team to set up the new carrier as an approved vendor. This timeline varies based on your AP team’s processes, controls, and approvals.  

It is best to “get the ball rolling” as soon as you know you will begin shipping with the new carrier and will need to pay them. Ask your AP team to provide all carrier payment requirements.  Common requirements for AP setup include: 

Also, use this time to determine if AP will need a test upload report (if applicable) before going live. (See testing section below.) 

Will the new carrier easily fall into existing GL allocation logic, or will you need to make changes or updates to accommodate the new carrier? You may need to have a conversation with your Finance team to discuss allocation for this new carrier. 

What sort of testing will your team require? Who will Green Mountain contact when test reporting is available? Do you have a test system, or will you load files into your production system? Take care to ensure you do not pay the carrier based on this test reporting. 

If you are already shipping with this particular carrier, you will need to align with Green Mountain as to a future invoice cutover date. For new carriers to your network, be aware that Green Mountain requires an actual invoice with your data to complete the implementation. 

 If you plan for Green Mountain to handle all invoicing for a new carrier, it's important to talk with the carrier beforehand to ensure: 

Managing carrier onboarding effectively streamlines internal processes and plays a critical role in meeting customer expectations. By addressing key areas such as the AP system, GL allocation, testing protocols, and invoice processing cutover early in the process, you can reduce delays, avoid errors, and build a solid foundation for long-term carrier partnerships. Ultimately, the efforts put into a well-organized onboarding process translate into faster, more reliable and accurate service—that customers can trust. 

Transform your carrier onboarding process with Green Mountain Certified carriers. You’ll benefit from a streamlined setup, quality data, and expert support that ensures exceptional service, significant time savings, and best-in-class data. Discover how Green Mountain Certified carriers can elevate your shipping network.