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Freight Quote Request System – Functional Requirements Summary
- 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.
- 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).
- 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
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