Introduction
Choosing freight forwarding software is one of the highest-stakes decisions a forwarder makes. The right platform accelerates growth. The wrong one becomes a daily frustration that drains productivity and profits.
Yet most forwarders approach software evaluation without a systematic framework. They sit through demos, nod along, and hope they’re asking the right questions. Vendors show their best features and gloss over limitations. Critical issues only surface after the contract is signed.
This checklist changes that. Use it to evaluate any freight management system: your current platform, alternatives you’re considering, or vendors pitching you. Score each category, compare results, and make decisions based on evidence, not demos.
How to Use This Checklist
For Each Question:
- Ask the vendor directly
- Request documentation or proof
- Score 0 (No/Poor), 1 (Partial), or 2 (Yes/Excellent)
- Note any concerns or follow-up questions
Evaluation Process:
- Send relevant sections to vendors before demos
- Use the demo to validate answers, not just watch features
- Request customer references who can confirm claims
- Compare total scores across vendors
Red Flag Threshold: If a vendor scores below 50% in any critical category (Pricing, Operations, Support), proceed with caution.
Category 1: Pricing & Transparency
This category reveals whether you’ll face invoice anxiety or budget confidence.
| # | Question | Score (0-2) |
|---|---|---|
| 1.1 | Is pricing published on the website? | |
| 1.2 | Can you get a quote without a sales call? | |
| 1.3 | Is pricing per-user (predictable) or per-transaction (variable)? | |
| 1.4 | What triggers additional charges beyond base price? | |
| 1.5 | Are ISF/AMS filing fees included or extra? | |
| 1.6 | Is training included in base price? | |
| 1.7 | Is customer support included or tiered? | |
| 1.8 | What’s the price increase history (last 3 years)? | |
| 1.9 | Are price locks available? For how long? | |
| 1.10 | What are contract exit terms and penalties? |
Category Score: ___ / 20
“I’m scared to death every time I see a bill, I get a headache.” — Branch manager at a mid-size forwarder
If you can’t predict your monthly cost with confidence, pricing transparency is poor.
Category 2: Core Operations
This category determines whether the system handles your day-to-day workflows efficiently.
| # | Question | Score (0-2) |
|---|---|---|
| 2.1 | Does it support your primary modes? (Ocean, Air, Trucking, Rail) | |
| 2.2 | Can you create and manage ocean FCL shipments end-to-end? | |
| 2.3 | Can you create and manage ocean LCL shipments? | |
| 2.4 | Can you handle air freight workflows? | |
| 2.5 | Is there domestic trucking/drayage management? | |
| 2.6 | Can you save incomplete entries and return later? | |
| 2.7 | Does the workflow match how your team actually operates? | |
| 2.8 | Are batch operations available for bulk updates? | |
| 2.9 | Can you batch update invoice dates when vessels are delayed? | |
| 2.10 | Can you batch update status across multiple shipments? | |
| 2.11 | Is multi-office support available? | |
| 2.12 | Is multi-currency accounting supported? |
Category Score: ___ / 24
“Updating one by one… you will do it to death.” — Discussion with Asia accounting team handling vessel delay updates
Batch operations separate scalable systems from those that break as you grow.
Category 3: Compliance & Filing
This category reveals whether you’ll need third-party workarounds for regulatory compliance.
| # | Question | Score (0-2) |
|---|---|---|
| 3.1 | Is ISF filing integrated or third-party required? | |
| 3.2 | Is AMS filing integrated? | |
| 3.3 | Is AES filing available for exports? | |
| 3.4 | Can you see filing status on the shipment record? | |
| 3.5 | What’s the per-filing cost (if any)? | |
| 3.6 | Are automated filing reminders available? | |
| 3.7 | Does the system validate data before submission? | |
| 3.8 | Can customers see filing status in their portal? | |
| 3.9 | Is there audit trail for compliance documentation? | |
| 3.10 | Are e-invoice requirements supported (China/Taiwan)? |
Category Score: ___ / 20
“We didn’t use [the old system] to do this because it’s too expensive. They use another third party.” — Branch manager on ISF/AMS filing
Third-party filing workarounds mean double data entry and fragmented workflows.
Category 4: Visibility & Task Management
This category determines whether you’ll have operational clarity or email chaos.
| # | Question | Score (0-2) |
|---|---|---|
| 4.1 | Is there a task management dashboard? | |
| 4.2 | Can managers see team workload and assignments? | |
| 4.3 | Are overdue tasks highlighted and escalated? | |
| 4.4 | Can you set automated alerts for milestones? | |
| 4.5 | Are exception notifications configurable? | |
| 4.6 | Can you see all pending items across shipments? | |
| 4.7 | Is there a daily/weekly summary view? | |
| 4.8 | Can you filter and search shipments easily? | |
| 4.9 | Are custom reports available? | |
| 4.10 | Can reports be scheduled and automated? |
Category Score: ___ / 20
“I can only see it being added… but I can’t see if it’s done.” — Operations manager on task visibility limitations
Category 5: Customer Experience
| # | Question | Score (0-2) |
|---|---|---|
| 5.1 | Is there a customer-facing portal? | |
| 5.2 | Can customers track shipments in real-time? | |
| 5.3 | Can customers access and download documents? | |
| 5.4 | Is the portal branded with your company identity? | |
| 5.5 | Can customers submit booking requests through portal? | |
| 5.6 | Are automated status notifications available? | |
| 5.7 | Can notification preferences be customized? | |
| 5.8 | Is mobile access available for customers? |
Category Score: ___ / 16
Category 6: Accounting & Finance
| # | Question | Score (0-2) |
|---|---|---|
| 6.1 | Is accounting built-in or third-party required? | |
| 6.2 | Can you generate invoices from shipment data? | |
| 6.3 | Is AR management integrated? | |
| 6.4 | Is AP management integrated? | |
| 6.5 | Can you see P&L by shipment? | |
| 6.6 | Are agent settlements handled in-system? | |
| 6.7 | Is QuickBooks integration available? | |
| 6.8 | Is multi-currency supported with proper exchange handling? | |
| 6.9 | Can you batch process invoices? | |
| 6.10 | Are financial reports and aging reports available? |
Category Score: ___ / 20
Category 7: Support & Training
| # | Question | Score (0-2) |
|---|---|---|
| 7.1 | Will you have a dedicated success manager? | |
| 7.2 | Or is support ticket-based only? | |
| 7.3 | What’s the average support response time? | |
| 7.4 | Is support available in your time zone? | |
| 7.5 | Is phone support available or email only? | |
| 7.6 | Is initial training included in price? | |
| 7.7 | Is ongoing training available? | |
| 7.8 | Are training resources available on-demand? | |
| 7.9 | How long does it typically take to train new users? | |
| 7.10 | Is there a certification requirement? |
Category Score: ___ / 20
“Every customer gets a dedicated onboarding success manager. Not a ticket queue—a person.” — GoFreight customer success approach
Category 8: Implementation & Migration
| # | Question | Score (0-2) |
|---|---|---|
| 8.1 | What’s the typical implementation timeline? | |
| 8.2 | Is parallel running supported during transition? | |
| 8.3 | Is data migration assistance provided? | |
| 8.4 | What data formats can be imported? | |
| 8.5 | Is phased rollout available for multi-office? | |
| 8.6 | What’s included in implementation (vs. extra cost)? | |
| 8.7 | Who manages the implementation project? | |
| 8.8 | What happens if timeline slips? |
Category Score: ___ / 16
| Scenario | Legacy Systems | Modern Cloud |
|---|---|---|
| Single office | 3-6 months | 1-2 weeks |
| Multi-office | 6-12 months | 4-8 weeks |
| Complex migration | 9-18 months | 8-12 weeks |
Category 9: Integration & Connectivity
| # | Question | Score (0-2) |
|---|---|---|
| 9.1 | How many carrier EDI connections are available? | |
| 9.2 | Are major ocean carriers integrated? | |
| 9.3 | Is container tracking automated? | |
| 9.4 | Are customs broker connections available? | |
| 9.5 | Is there an open API for custom integrations? | |
| 9.6 | Can you connect to customer systems (EDI/API)? | |
| 9.7 | Are pre-built integrations available for common tools? | |
| 9.8 | What does custom integration typically cost? |
Category Score: ___ / 16
Category 10: Platform & Technology
| # | Question | Score (0-2) |
|---|---|---|
| 10.1 | Is the system fully cloud-based (no installation)? | |
| 10.2 | Can you access from any browser? | |
| 10.3 | Is mobile access available? | |
| 10.4 | How often are updates released? | |
| 10.5 | Are updates automatic or manual? | |
| 10.6 | What’s the uptime SLA? | |
| 10.7 | Where is data hosted? | |
| 10.8 | What security certifications are in place? | |
| 10.9 | Is there a disaster recovery plan? | |
| 10.10 | What’s the data backup frequency? |
Category Score: ___ / 20
Scoring Summary
| Category | Max Score | Your Score | % |
|---|---|---|---|
| 1. Pricing & Transparency | 20 | ||
| 2. Core Operations | 24 | ||
| 3. Compliance & Filing | 20 | ||
| 4. Visibility & Task Management | 20 | ||
| 5. Customer Experience | 16 | ||
| 6. Accounting & Finance | 20 | ||
| 7. Support & Training | 20 | ||
| 8. Implementation & Migration | 16 | ||
| 9. Integration & Connectivity | 16 | ||
| 10. Platform & Technology | 20 | ||
| TOTAL | 192 |
Score Interpretation
| Score Range | Assessment |
|---|---|
| 160-192 (83%+) | Excellent fit |
| 130-159 (68-82%) | Good fit with minor gaps |
| 100-129 (52-67%) | Acceptable with significant gaps |
| Below 100 (<52%) | Poor fit, look elsewhere |
Questions to Ask References
Don’t just accept vendor-provided scores. Validate with actual customers:
- “What was your implementation timeline from contract to go-live?”
- “What surprised you after going live (good or bad)?”
- “How responsive is support when you have issues?”
- “Would you choose this vendor again? Why or why not?”
- “What’s your biggest remaining frustration with the system?”
- “Were there any hidden costs you didn’t expect?”
Red Flags Checklist
Pricing Red Flags
- “Contact sales for pricing” with no published rates
- Per-transaction fees that compound with growth
- Vague answers about total cost of ownership
- History of significant price increases
Demo Red Flags
- Scripted demo that avoids your specific questions
- Unable to show features you specifically requested
- “That’s on our roadmap” for critical functionality
- High-pressure tactics to close quickly
Contract Red Flags
- Long-term commitment required before seeing system
- Significant penalties for early termination
- Unclear terms about price increases
- Limited SLAs or no uptime guarantees
Your Next Steps
This Week: - Download this checklist (or copy to your own document) - Score your current system honestly - Identify your biggest pain points by category
This Month: - Request demos from 2-3 alternative vendors - Send relevant checklist sections before each demo - Score each vendor consistently - Request and conduct reference calls
Before Signing: - Compare total scores across vendors - Investigate any category where you scored below 50% - Get all pricing commitments in writing - Clarify implementation timeline and accountabilities
Ready to see how GoFreight scores? Schedule a Demo →
Bring this checklist. Ask us every question. We’ll show you exactly how we perform against each criterion.
Related Resources:
- The Complete Guide to CargoWise Alternatives
- Learn more about our freight forwarding software or explore our ocean and air freight solutions.
Last updated: February 2026
