Shipment work phases

In Turvo, there are work phases during the shipment journey that correspond to different status updates on the shipment. Shipments are categorized by these work phases under Shipments in the left navigation bar.

Shipments typically go from Quote phase, to Tender,* to Plan, to Ship, and then to Bill phase. However, these phases don't always follow a linear pattern. For instance, you may create a shipment directly in Tendered status, which bypasses the Quote and Tender work phases entirely and categorizes the shipment under Plan phase. But then again, a shipment may start off as just a quote, which we would consider to be in the Quote work phase. If the quote is accepted, the status may be updated to Tendered which changes that quote into the Plan phase. 

Read on for further details regarding how these work phases correspond to specific shipment statuses to better understand our workflow and where to find your shipments!

*Note: Tender phase only used when using EDI or sharing shipment with Shippers.

Quote

Shipment statuses in this phase:

• Quote active
• Quote inactive

The Quote phase is the first phase of any shipment. Shipments in this work phase can be viewed by navigating to Shipments > Quote in the left navigation bar.

By default, a new quote is created in Quote active status. You may receive rate quote requests directly from Turvo, or via traditional methods such as email, phone, or fax. With Turvo, you can find a carrier, send the customer the rate quote, and update status with visibility across your entire organization. If a quote is rejected and no longer valid, it can be changed into Quote inactive status. 

For more information, view our article on Creating and Updating Quotes. 

Tender

Shipment statuses in this phase:

• Draft
• Tender-offered
• Tender-accepted
• Tender-rejected

The Tender phase is between Quote and Plan, but is not always used by customers. If you are not using EDI or sharing your shipments with a shipper partner, then you will not need to use the Tender phase. It will still display in the left menu bar but there will not be a way for shipments to be classified into the Tender phase. 

Note: The Tendered shipment status is in the Plan phase, not the Tender phase. See the Plan phase section below for more details.

If you are using EDI or sharing with a shipper partner, please see our detailed article on How to Use the Tender Phase of a Shipment for more information.

Plan

Shipment statuses in the Plan phase:

• Tendered
• Covered
  • Note: The Covered status is not available for Air shipments.

Once a quote has been accepted, you can turn the quote into a shipment by changing the status to Tendered. This change will automatically move the shipment to the Plan phase. You can see all shipments in planning by navigating to Shipments > Plan in the left navigation bar.

During the Plan phase, you should focus on completing the below actions:

• Identifying and updating carrier information
• Adding carrier quotes
• Setting pickup and delivery dates/times
• Generating carrier rate confirmations
• Adding customer/carrier/route contacts and comments

For detailed information on how to make the above updates, see our Managing Advanced Shipment Details article.

Note: The shipment will remain in the Plan phase until the carrier/driver has been dispatched. 

Ship

Shipment statuses in this phase depend on the mode of the shipment. Below we’ve outlined the statuses available by mode:

A shipment enters the Ship phase when the shipment status is changed to the first status available under the phase (either Dispatched or Arrived). All shipments in this phase can be viewed by navigating to Shipments > Ship in the left navigation bar.

The Ship phase provides detailed tracking of the shipment from the first status available in the phase (Dispatched or Arrived) to Delivered status. These updates can be managed in the Turvo user interface, Turvo Driver app, or by integration with a 3rd party telematics device.

When all stops have been completed, shipment tracking stops. When Route complete status is reached, Turvo will begin reminding users to upload relevant documents by displaying a reminder on the shipment card:

Actions to take during this phase include:

• Ensure the driver is properly utilizing the Turvo Driver app for tracking
  Protip: For a one-page instructional document on using the Driver app for driver, see our First time login instructions for drivers article.
• Include comments or notes on the shipment regarding exceptions, delays, or other important information
• Check that the driver uploads all relevant documents to the shipment under the Shipment > Documents tab, or manually upload the documents yourself.
• Ensure freight costs and details match quotes and rate confirmations.

Bill

Shipment statuses in this phase:

• Ready for billing
• Processing
• Completed
• Canceled

The fourth and last phase is the Bill phase. A shipment automatically enters Ready for billing status when the user or driver has uploaded all required documents to the shipment. You may also manually update the status to Ready for billing, if needed. Shipments in this status can be viewed by navigating to Shipments > Bill in the left navigation bar.

The user will need to manually update the process from Ready for billing to Processing to Completed status.

The shipment card provides visual indicators (e.g. dials) to aid in moving delivered shipments through each status. This will help decrease billing and collection times, as well as float.