In this guide, you’ll learn how to open Instant Quote, enter shipment details, review available rates, edit pricing and margin, generate the quote PDF, and send the quote directly to the customer.
For more product tutorials and workflow guidance, visit the Freightools Help Center.
From the company dashboard, open Instant Quote. The dashboard may show recent quotes, active buying agreements, AI tariff processing, and sales activity — but the quote flow always starts from Instant Quote.
Choose the customer, then select the origin and destination. The origin can be a door address or a port — when starting from a door address, Freightools can help detect the relevant port automatically.
Add the shipment details based on the shipment type: weight, volume, CBM, container type, or cargo line items. Accurate cargo data drives both pricing and routing decisions downstream.
Click Search to fetch rates. Freightools checks active buying agreements and returns the available options. A complete result may include ocean freight, road freight, and local charges depending on the route and agreements.
Click Share to continue from the search result into the quote / sales proposal workflow. Before sending, you can still review and edit everything — pricing, routing, contact, and the customer-facing PDF.
Verify the routing and cargo details on the quote page before sending. Anything entered in Instant Quote can still be edited here.
Scroll down on the quote page and add the customer contact, customer reference, and any other shipment-specific information the customer will need on the proposal.
Open the pricing editor. Both buying and selling prices can be reviewed and edited line by line. Use this step to adjust margin before sending. After changing the selling price or margin, click Save Pricing.
Add any additional information needed on the proposal. Preview the printout template to verify the customer-facing PDF before sending.
Click Send Email to Customer. Freightools generates the quote PDF and opens the email composer. If your mailbox is connected, the email is sent from your own address — otherwise it is sent from the system email. The quote PDF is attached automatically. You can add more files and write the customer email directly from the composer.
Open Files and Emails from the quote page to view or download the generated PDF, and to see the full email history attached to the quote.
For ocean quotes, when possible sailings are available, click See Possible Sailings. Review available vessels and departure dates, select the relevant sailing, then continue to Share and complete the quote workflow.
Final review
Customer selected
Origin and destination verified
Cargo details verified
Rate selected
Routing reviewed
Margin checked
Customer contact added
PDF preview reviewed
Email body completed
Attachments checked
Quick answers to the most common quoting questions.
Check that the route, cargo details, and active buying agreements are valid. Try another route, or verify that the relevant supplier rates are loaded.
Open the pricing editor, update the selling values or margin, and click Save Pricing.
Connect your mailbox in email settings. Once connected, Freightools sends the quote from your own mailbox instead of the system email.
Open Files and Emails from the quote page and download the generated PDF directly.
When available, click See Possible Sailings, select the preferred vessel/departure, and continue to Share.
Configure profile details, company information, team members, integrations, email channels, API credentials, and service settings.
Configure Tari for AI tariff loading and Miles for customer quote automation — from email intake and file processing to AI prompts, buying agreement creation, and sales proposal replies.
Use this guide as your first workflow. Once your team is comfortable with Instant Quote, you can continue with settings, spot rates, AI tariff loading, and quote templates.
