How to Review and Approve Total Freight Costs

What are Total Freight Costs?

Total Freight Costs are the final freight charges submitted by the carrier for a delivered shipment.

They may include:

• The original booked price

• Additional charges

• Rebates or deductions

• A note from the carrier explaining the charges

The original booked price is included automatically. Any extra charges or deductions appear as separate line items.

When will I see Total Freight Costs?

Once the carrier submits their Total Freight Costs, you will receive a notification in Evotrux + an email.

You can then open the shipment and review the submitted charges in the Total Freight Costs section.

How to review Total Freight Costs

1. Review the submitted charges

In the Total Freight Costs section, you will see a breakdown of the carrier’s submitted charges.

This includes:

• Description of each line item

• Amount

• Currency

• Final total freight cost

You may also see a note from the carrier explaining why a charge was added or adjusted.

2. Confirm the charges are accurate

Compare the submitted Total Freight Costs against what was agreed with the carrier during the shipment.

For example, check whether any extra stop charges, detention, layover, rebates, or other adjustments match what your team approved.

3. Approve or request changes

After reviewing the Total Freight Costs, you can choose one of two actions:

Confirm
Use this when the submitted charges are accurate and you are ready to approve the final freight cost.

Request Changes
Use this when something needs to be corrected before approval.

Requesting changes

If the submitted charges are not accurate, click Request Changes.

You can include a note explaining what needs to be updated.

For example:

We agreed to $150 for the extra stop. Please update the charges.

The carrier will be notified and can revise their Total Freight Costs and resubmit them for your review.

The Total Freight Costs remain open until you approve them.

Approving Total Freight Costs

Once you are satisfied with the submitted charges, click Confirm.

This approves the final Total Freight Costs for the shipment.

After approval, the charges are considered confirmed between your team and the carrier.

Sending the summary to accounting

Once the Total Freight Costs are approved, you can send a summary email to your accounting team directly from Evotrux.

This gives your accounting team the final agreed-upon freight charges so they can quickly review and approve payment when the carrier invoice arrives.

Your accounting team should only need to account for applicable taxes, since taxes are not included in the Total Freight Costs.

Why this matters

Without Total Freight Costs, freight cost issues are often discovered after the invoice is already sent.

That usually creates unnecessary back-and-forth between:

• Carrier accounting

• Carrier operations

• Shipper accounting

• Shipper operations

For example, the carrier may invoice one amount, while the shipper has a different amount in their system. Accounting then has to chase operations on both sides to figure out what was agreed.

Total Freight Costs help avoid this.

By reviewing and approving the final freight charges before accounting gets involved, your team can reduce invoice disputes, speed up payment approvals, and keep a clear record of the agreed charges in Evotrux.

Important notes

• Review the carrier’s submitted charges before confirming.

• Taxes are not included in Total Freight Costs.

• If something is incorrect, request changes instead of confirming.

• The carrier can revise and resubmit after changes are requested.

• The Total Freight Costs remain open until you approve them.

• After approval, you can notify your accounting team by email.

Frequently asked questions

What should I do when a carrier submits Total Freight Costs?

Review the line items, confirm the charges are accurate, and either approve them or request changes.

Can I edit the carrier’s submitted charges?

No. If something needs to change, request changes and leave a note explaining what the carrier should update.

What happens when I request changes?

The carrier is notified. They can edit the Total Freight Costs and resubmit them for your review.

When should I approve Total Freight Costs?

Approve them only when you are satisfied that the final charges are accurate.

Can I send the approved charges to accounting?

Yes. Once the Total Freight Costs are approved, you can send a summary email to your accounting team from Evotrux.

Are taxes included?

No. Total Freight Costs exclude taxes. Applicable taxes should be handled at the invoice/accounting stage.