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Submitting a Quotation: A Guide for Carriers
How to quote on a transport request — no account, no password.
This guide is for logistics service providers who have received a transport request through OYASO.
One of your customers uses OYASO to collect transport prices. You do not need an account, a password, or a licence, and there is no cost to you. Everything runs through a personal link in the email you receive.
The email you receive
You receive one email per request, sent to the address your customer has on file. It carries your customer's name and logo and is sent via oyaso.com, so the sender reads for example company name (via oyaso.com).
The subject line names the request type, the transport mode, and your customer's reference — for example Quotation request: Spot – Air freight – Project ABC / 57859.
The email already contains the essentials: route, submission deadline, and a short summary of what applies. Two buttons lead onwards:
- Details + Submit opens the quotation form in your browser.
- Decline to quote tells your customer you are not bidding. No form opens.
Both are useful. A quick decline is better information for your customer than silence.
Filling in the quotation form
The form is headed Quotation details and submission. At the top you see your customer on the left, the transport mode in the middle, and your own company on the right.
Required fields are marked with an asterisk and outlined in red until they are filled.
General information
| Field | What it is for |
|---|---|
| Reference | Your customer's reference. Read only |
| Submission deadline | Until when your quotation can be submitted |
| Quotation No. Forwarder | Your own quotation number. Required |
| Greenhouse gas emissions | The emissions for this transport in kg, if you can state them. The figure appears in your customer's Excel report |
| Earliest possible pickup | The earliest date your customer can hand over the goods |
| Delivery until (Request) | The delivery date your customer is asking for |
| Delivery (Offer) | The delivery date you are committing to. Required |
| Other remarks shipper | Notes from your customer. Read these — they often contain fixed pickup times or customs instructions |
| Other remarks forwarder | Your own notes, for example conditions or exclusions |
Freight
The freight block lists the shipment as your customer entered it: quantity, type of colli, dimensions, and weights. These are your customer's figures — quote on them rather than changing them. If something does not match, say so under Other remarks forwarder. Below it you see the total volume, the total weight, and the chargeable weight with the conversion in brackets, for example CWGT. (1:5).
The conversion depends on the transport mode: 1:6 for air freight, W/M for sea and rail, 1:5 for road freight.
Prices
The price blocks depend on what your customer requested. A door-to-door road transport has a single block. An air or sea shipment with separate legs has one block per leg, plus a block for each additional service.
Every block states the volume and weight the price applies to, and every block has its own currency. You can quote the pre-carriage in euros and the main carriage in US dollars.
| Block | Fields |
|---|---|
| Carriage (Door → Door) | Freight*, Other charges |
| Pre-carriage (Door → Port) | Mode pre-carriage*, Pickup*, Other charges departure |
| Main-carriage (Port → Port) | Max. transit time in days*, Air freight or Sea freight*, Fuel surcharge, Security surcharge, Other charges |
| On-carriage (Port → Door) | Mode on-carriage*, Delivery*, Other charges destination |
| Import customs clearance | Import customs clearance* |
| Transport insurance | Cargo value, Transport insurance* |
Fields marked with an asterisk are required. Which blocks and fields appear depends on the transport mode and on the services your customer selected.
Total cost at the bottom adds everything up and shows the price per kilogram.
How long your price is binding
A spot request has no validity field. Your price applies to the request as it stands.
If your price only holds for a limited time — because a fuel surcharge is plannable for a few days only, for example — note that under Other remarks forwarder. Your customer sees the note next to your price in the comparison.
Rate requests work differently. There you set a validity period yourself.
Attachments and submission
Under Add attachments you can upload your own documents by clicking or dragging them in — your terms and conditions, for example, or a detailed quotation.
Tick the consent box below, then click SUBMIT/SAVE.
If anything is missing, the form says Please fill in all mandatory fields and confirm the data policy! and marks the fields in red.
After submitting you see Quotation submitted successfully. Your price is now binding and appears in your customer's comparison straight away.
After you have submitted
Your link stays active. You can:
- open your quotation again at any time
- download it as a PDF for your own records
- revise your price as long as the submission deadline is still running
If a colleague should handle it
Access runs through the link in the email, not through a login. Forward the email and your colleague can submit the quotation. Anyone holding the link can submit, so pass it on deliberately.
If something does not work
The email never arrived. Check your spam folder. Then ask your customer which address they have on file for you.
The deadline has passed. The form closes at the submission deadline. Your customer can send the request again or reopen it.
The link opens but shows nothing. The request was closed or withdrawn in the meantime. Your customer can tell you what happened.
You cannot submit. One or more required fields are empty, or the consent box is not ticked. The form marks them in red.
What happens next
Your customer compares all quotations side by side and awards the transport. If you are awarded, you receive a booking email with the shipment details. If not, you receive a short notice. No reply is needed.
Questions about a specific request go to your customer, not to OYASO.