You got a quote. You approved it. The shipment moved. Then the invoice showed up: and it was higher than expected.
Sound familiar?
Here's the thing: that price difference isn't usually some shady trick. Most of the time, it comes down to information gaps between you, your broker, and the carrier. The good news? These gaps are completely avoidable when you know what to look for.
At Firehouse Freight, we're a veteran-owned logistics company with transparent pricing because we believe what we quote should be what you pay. Period. But that only works when we're all working from the same playbook.
Let's break down the five things you can do right now to keep your shipping costs predictable and eliminate those frustrating invoice surprises.
Why Freight Quotes Sometimes Change
Before we dive into the fixes, let's talk about why this happens in the first place.
Carriers have specific rules. They weigh shipments. They measure dimensions. They charge extra for certain delivery situations. None of this is secret: it's just not always communicated clearly upfront.
When the information on a bill of lading doesn't match what actually shows up at the dock, carriers make adjustments. That's not them being difficult. That's them doing their job based on what they physically see and handle.
Your job? Give your broker accurate information from the start. Our job? Make sure you know exactly what information matters.
1. Get Your Weights and Dimensions Right
This is the big one. Probably 60% of invoice adjustments we see come down to weight discrepancies.
Here's what happens: You estimate a pallet weighs 400 pounds. The carrier puts it on a certified scale at the terminal, and it actually weighs 520 pounds. Now your shipment is in a different weight bracket, and the price changes.
Carriers aren't guessing here. They have calibrated scales, and they use them.
How to avoid re-weigh charges:
- Weigh your freight before it ships. If you don't have a floor scale, invest in one. They pay for themselves fast.
- Measure your pallets accurately: height, width, and length. Don't eyeball it.
- Include the pallet weight in your total. A standard wooden pallet adds 40-50 pounds.
- If your product density varies (like liquids or loose materials), weigh each shipment individually.
When you give us exact numbers, we give you an exact quote. Simple as that.
2. Know Your Accessorials Before You Book
Accessorials are the extra services that carriers provide beyond basic dock-to-dock delivery. They're completely legitimate charges: but they'll throw off your quote if you don't mention them upfront.
The most common ones that catch people off guard:
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Liftgate service – Does the pickup or delivery location have a loading dock? If not, the driver needs a liftgate to lower your freight to ground level. That's an extra charge.
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Residential delivery – Shipping to a home or home-based business? Carriers charge more because residential areas are harder to navigate and take more time.
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Limited access locations – Schools, churches, construction sites, military bases, and rural areas all fall into this category. If it's not a standard commercial address with regular business hours, let us know.
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Inside delivery – Need the freight brought inside the building rather than left at the door? That's additional labor.
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Appointment scheduling – Some locations require deliveries at specific times. Carriers charge for that coordination.
Here's the key: None of these are hidden fees. They're standard carrier requirements. But if we don't know about them when we quote your shipment, they'll show up on the invoice later.
Tell us everything about where your freight is going. The more details, the better.
3. Nail the NMFC Class and Commodity Description
This one's a bit more technical, but stick with me: it matters.
Every type of freight has an NMFC (National Motor Freight Classification) code and class. These classifications are based on four factors:
- Density – How much space does your freight take up relative to its weight?
- Handling – Is it easy to move, or does it require special care?
- Stowability – Can it be stacked? Does it have irregular dimensions?
- Liability – How fragile or valuable is it?
Classes range from 50 (the cheapest, most freight-friendly) to 500 (the most expensive, hardest to handle).
Here's where problems happen: You describe your shipment as "machine parts" but it's actually "precision electronic equipment." Those are different classes with different rates. When the carrier inspects the freight and sees what it really is, they reclassify it: and your price changes.
How to get this right:
- Be specific about what you're shipping. "Auto parts" is vague. "Steel brake rotors, new, boxed" is clear.
- If you know your NMFC code, include it. If you don't, we can help you figure it out.
- Don't guess at the class to get a lower rate. Carriers will catch it, and the correction usually costs more than just being accurate from the start.
When you work with family-owned logistics partners for personalized service like Firehouse Freight, we'll walk you through this. We'd rather spend five minutes on the phone getting it right than have you deal with a billing headache later.
4. Communicate Openly With Your Broker
This sounds obvious, but you'd be surprised how often small details get left out.
Maybe you forgot to mention that the delivery location has a gravel driveway. Or that the warehouse closes at 3 PM sharp. Or that your product needs to stay climate-controlled.
Every one of those details affects pricing or service requirements.
Think of it this way: We can only quote what we know. The more complete the picture, the more accurate the number.
When you're requesting a quote, ask yourself:
- Is there anything unusual about the pickup location?
- Is there anything unusual about the delivery location?
- Does my freight need any special handling?
- Are there any time constraints I haven't mentioned?
If you're not sure whether something matters, mention it anyway. We'll tell you if it affects the quote.
This is why we focus on being freight brokers with no hidden fees for small business clients. When there's open communication, there are no surprises. You know exactly what you're paying for, and we know exactly what we need to coordinate.
5. Work With a Broker Who Values Transparency
Not all brokers operate the same way.
Some give you a low quote to win the business, knowing full well that accessorials and adjustments will inflate the final bill. That's not how we do things.
At Firehouse Freight, we're a veteran-owned, family-run operation. We built this company on the same values we learned in service: integrity, accountability, and taking care of people.
What that looks like in practice:
- We ask detailed questions upfront: not to be annoying, but to protect your budget.
- We explain charges before they happen, not after.
- We'd rather lose a quote by being honest than win it by being vague.
When you work with veteran-owned logistics companies with transparent pricing, you're not just getting a transaction. You're getting a partner who treats your freight like their own.
The Bottom Line
Predictable shipping costs aren't magic. They're the result of accurate information, clear communication, and working with people who actually care about getting it right.
Here's your checklist:
- ✅ Weigh and measure your freight accurately
- ✅ Identify all accessorial requirements before booking
- ✅ Use the correct NMFC class and detailed commodity descriptions
- ✅ Share every relevant detail with your broker
- ✅ Partner with a broker who prioritizes transparency
Do these five things, and your quotes will match your invoices. That's not a sales pitch: that's just how freight works when everyone's on the same page.
Ready to work with a team that treats you like family and shoots straight on pricing? Reach out to Firehouse Freight and let's talk about your next shipment.
