Access the system in the environment where you intend to open a SPOT quotation. It is important to highlight that each client has an exclusive environment, meaning that all registrations and information generated within this space are confidential and private.
On the left-hand side menu, click on "Quotations" under the "Management" section.
Next, click on "Create Quote Request" and select the "Air" modal.
Air Transport: The cargo will be transported by air, ensuring reduced transit time. However, this modality has a higher cost.
After clicking, you will be redirected to the creation form page, where several questions must be answered.
Please note that mandatory fields will have a red * next to them, except for those that are mandatory by market rule itself (example: filling in at least one origin and one destination). However, we recommend filling in as much information as possible to facilitate the logistics provider’s response.
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Business Units: Select the business unit to which this quotation belongs. To better understand this feature, access the tutorial here.
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Your Ref.: Provide a reference for the quotation. It can be a PO or a code from another system, etc. This field is used solely for identification purposes.
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Lane: Select whether the quotation is import, export, or domestic (for example, cabotage).
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Incoterm: According to the selected modality, choose the route’s Incoterm.
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Estimated Cargo Readiness: Select the date when the cargo will be ready to start transportation.
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Pickup: Depending on the Incoterm, click on "Pickup" and search for the cargo pickup address. This field is automatically integrated with Google Maps for more efficient searching.
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Origin Airport: Depending on the Incoterm and modality, select the origin port or airport.
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Destination Airport: Depending on the Incoterm and modality, select the destination port or airport.
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Delivery: Depending on the Incoterm, select the delivery address.
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Cargo Details: Enter your Packing List in this field. For Air shipments, there are two ways to fill it in. The first is by clicking the cargo details button and entering the dimensions of each item; the system will automatically calculate m³, total gross weight, and chargeable weight, if applicable.
- Cargo Value: Add the cargo value. This information is important because if the logistics provider includes any fee calculated as "% over cargo value," the system will automatically perform this calculation.
- Cargo Description: Add a cargo description to complement the information for the logistics provider.
- NCM: If possible, add the NCM. If there is more than one, separate them with commas.
- Type of Cargo: Select the cargo type. Attention: when dangerous or perishable cargo is selected, additional fields will appear. In "DG UN Quantity," enter the number of DG cargo units to be shipped, and in "Additional Details," describe the cargo information.
Another option is to directly fill in the fields located below the cargo details button. If you are dealing with multiple items, you may simply enter the totals and attach the packing list in the attachment field at the bottom of the page.
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Suppliers Groups: Add a supplier group to this quotation. If you do not know how to register or verify these groups, click here to access the tutorial.
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Suppliers: If you prefer not to add a group, add suppliers individually in this field.
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Time Zone: Select your time zone. It will be converted to the time zone of other suppliers with different registered time zones.
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Deadline: Select the final submission deadline for logistics providers. As support operates until 6:00 PM, we suggest setting a time before that, such as 4:00 PM or 5:00 PM, so suppliers can contact support if they have questions.
- Required Quote Validity: Indicate the ideal validity period for logistics providers’ pricing. Attention: This field does not block the provider from entering a shorter validity; it only serves as guidance.
- Additional Services:
- Customs Clearance: Refers to the cargo clearance process at customs, both for export and import. Includes document preparation and submission, tax payment (when applicable), and compliance with legal requirements. Select this option if you want the logistics provider to handle this process.
- International Insurance: Cargo insurance service during international transportation, covering losses or damages caused by events such as sinking, theft, or improper handling. Select this option if you want the logistics provider to handle this process.
- Letter of Credit Handling: Refers to support in managing and complying with the terms of a Letter of Credit (LC), a formal and secure international payment method issued by banks. Select this option to inform the supplier that you have a letter of credit, as an additional fee may apply due to higher document accuracy requirements.
- Storage: Service providing temporary storage space (before shipment or after arrival). Select this option if you want the logistics provider to handle this process.
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Cc Users Group: If you have registered user groups in your company that you want copied, add them here.
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Cc: If no group is registered, add users individually to receive a copy.
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Attachments: Add quotation attachments.
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Notes: Add important information in the notes field. These notes will appear in the notification email sent to the logistics provider and during system completion.
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Automated Emails: Edit, if necessary, the rejection thank-you letter and the approval letter for the selected logistics provider.
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Quotation Remarks: Add the general terms and conditions of this shipment.