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Transport order and rate confirmation templates: the booking and carrier kit
Book the right carrier at the right margin.
Updated 19 October 2026 · Steplane is built by Paul, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
The booking and carrier kit covers the nine steps from the customer confirming an order to the job handed to billing. It includes a transport order for carriers (a rate confirmation in the US version), a booking checklist, a carrier register with a rate and margin check, and a proof of delivery hand-off. €49 (about $55).
Key facts
- 5 files: process and rollout plan, transport order or rate confirmation, booking checklist, carrier register and rate check (Excel), POD and billing hand-off.
- The rate check flags low margins, unapproved carriers and expired insurance before you book.
- Covers 9 steps from order confirmation to billing hand-off.
- EU and US versions; editable in Word and Excel.
EU and US versions. Download right away after payment. Or get any 3 kits for €99 (about $110) or all 6 for €199 (about $225).
What's inside
| # | File | What it does | EU version | US version |
|---|---|---|---|---|
| 1 | Process and rollout plan | The 9-step booking process with owners and records, where margin leaks, and the five checks. | Same | Same |
| 2 | Transport order / Rate confirmation | The document you send the carrier for each load: rate, windows, extras and cancellation terms, conditions to adjust. | Transport order with CMR, ADR, loading metres | Rate confirmation with BOL/PRO, hazmat, detention, liftgate |
| 3 | Booking checklist | A job sheet for each booking with a sell, buy and margin box and an exceptions log. | Same | Same |
| 4 | Carrier register and rate check (Excel) | Approved carriers with insurance dates, and a rate check that flags problems before you book. Monthly summary. | Same | Same |
| 5 | POD and billing hand-off | Checks that proof of delivery, extras and the carrier invoice reach billing on time. | Same | Same |
Files in the EU download: 1 Process-and-rollout-plan.docx, 2 Transport-order.docx, 3 Booking-checklist.docx, 4 Carrier-register-and-rate-check.xlsx, 5 POD-and-billing-handoff.docx. US download: 1 Process-and-rollout-plan.docx, 2 Rate-confirmation.docx, 3 Booking-checklist.docx, 4 Carrier-register-and-rate-check.xlsx, 5 POD-and-billing-handoff.docx. Word (.docx) and Excel (.xlsx), fully editable.
What the files look like
Previews of the European version. Every file is fully editable; replace everything in [brackets] with your own details.
The process it covers
Each step has one owner, a clear start and a record that proves it happened. This is the EU version; the US version uses US terms.
| # | Step | Owner | Starts when | Record kept |
|---|---|---|---|---|
| 1 | Customer confirms the order | Customer | Quote accepted | Written acceptance quoting the quote number, cargo, dates and addresses |
| 2 | Order entry | Operations | Acceptance received | Job record with the accepted quote attached; job sheet started |
| 3 | Carrier selection and rate check | Operations | Job opened | Carrier chosen from the approved list, buy rate checked against the sell rate |
| 4 | Booking confirmation to carrier | Operations | Carrier agrees rate and dates | Signed transport order: rate, loading and delivery windows, vehicle, extras terms |
| 5 | Transport documents | Operations | Booking confirmed | CMR consignment note, plus any customs or dangerous goods (ADR) papers |
| 6 | Loading confirmation | Drivers or carrier | Vehicle at loading place | Loading time, loaded quantity and seal number confirmed to operations |
| 7 | Tracking and exceptions | Operations | Goods in transit | Status updates to the customer; delays, waiting time and extra stops logged the same day with proof |
| 8 | Proof of delivery | Drivers or carrier | Goods delivered | POD (signed and stamped CMR copy), photo if damaged, received within 24 hours |
| 9 | Hand-off to billing | Operations | Proof of delivery received | Job closed in operations; POD, extras and carrier invoice passed to billing |
Who it is for
Freight forwarders and freight brokers that book carriers for customer loads, and transport companies that subcontract part of their work.
Small and medium freight forwarding, transport, courier and warehouse companies in Europe and the US. It works whether your processes are written down today or not.
Free templates and related guides
Questions
Does it work if we run our own trucks?
Yes. The plan shows how step 3 becomes planning a truck and driver instead of booking a carrier.
What is the difference between the EU and US version?
The EU version uses a transport order with CMR terms; the US version uses a rate confirmation with bill of lading, PRO number, detention and USDOT/MC fields.
Can I change the terms in the transport order?
Yes. All conditions are editable and marked for you to adjust to your own terms.
Who in my company can use the files?
Everyone in your own company: all staff and all branches, as often as you like. You can share the filled-in documents with customers, carriers and auditors. You cannot resell or give away the templates themselves.
Which programs do I need?
Microsoft Word and Excel. The files are standard .docx and .xlsx, so they also open in other common office programs.
When do I get the kit?
Straight after payment: a download link on screen and by email. The link works for 30 days; if it expires, write to hello@getsteplane.com with your order number and we send a new one.
Can I get an invoice with my company and VAT number?
Yes. Write to hello@getsteplane.com with your order number, company details and VAT number and we send the invoice.
What if the kit is not useful to us?
Email hello@getsteplane.com within 14 days of purchase and we refund the full price. You do not have to give a reason. See the terms.
Related
Not sure which process to start with?
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