Freight Quote Request System – Functional Requirements Summary

1. Objective

Develop a web-based system that allows operations staff to create freight quote
requests, send them to selected carriers, and collect responses automatically —
all organized under a single freight request record.


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2. User Roles

Operations User (Admin): Creates and manages freight quote requests,
views all carrier responses.

Carrier (External User): Receives email invitations and submits quote responses
via a secure link (no login required).



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3. Core Features

A. Freight Quote Request Creation

User can create a new freight quote request with:

Request ID (auto-generated)

Ship-from location

Ship-to location

Pickup date / delivery deadline

Load details (pallet count, weight, dimensions, etc.)

Notes / special instructions

File attachments (e.g., BOL, load sheet, customer order)


Ability to select multiple carriers from an internal database.


B. Carrier Database

Central list of all approved carriers with:

Company name

Contact person

Email

Phone number

Notes / preferred lanes / service type


Search, filter, and tag carriers (e.g., “East Coast”, “LTL”, “Full Truckload”)


C. Sending Quote Requests

When user submits a new freight quote request:

System sends an email to each selected carrier with:

Summary of shipment details

“Reply with Quote” button or link


Each link is unique to that carrier and request.



D. Carrier Response Portal

Carriers click the email link and open a simple web form (no login) showing:

Shipment details

Fields to enter:

Freight cost

Estimated pickup and delivery dates

Notes / conditions


Submit Quote button


Upon submission:

Carrier’s quote is recorded in the system.

Confirmation message shown to carrier.



E. Quote Response Management

Operations dashboard shows:

List of all freight quote requests

Status: Open / Closed / Awarded

Number of carrier responses


When a request is opened:

Table view of all carrier responses with columns:

Carrier Name

Quote Amount

Pickup Date

Delivery Date

Notes

Timestamp