The Growing Role of Outsourced Track and Trace in Freight Forwarding

The freight forwarding industry is evolving rapidly, with increasing demand for real-time shipment tracking, operational efficiency, and cost reduction. One of the most critical functions in freight forwarding is track and trace, ensuring shipments move smoothly across the supply chain with minimal delays.

However, as logistics companies scale, track and trace operations can become overwhelming. Managing thousands of shipments, handling delays, and keeping customers informed requires significant manpower and expertise. That’s why many freight forwarding companies are turning to outsourced track and trace teams to improve efficiency and customer service.

At Valoroo, we specialize in providing highly trained outsourced teams dedicated to track and trace operations. This case study explores how outsourcing track and trace services can transform freight forwarding companies by enhancing shipment visibility, reducing costs, and improving customer satisfaction.

The Challenge: The Growing Struggles of Freight Forwarders with Track and Trace

As global trade expands and customer expectations rise, freight forwarders are under more pressure than ever. Track and trace, once a simple process, has now become a logistical headache due to:

1. A Lack of Real-Time Visibility

Customers demand instant updates on their shipments, but many freight forwarders still rely on outdated manual tracking processes. Delays in retrieving information from carriers and updating customers lead to frustration, operational inefficiencies, and lost business opportunities.

2. Overwhelmed In-House Teams

Many freight forwarding companies still manage track and trace in-house, forcing their teams to handle hundreds, if not thousands, of shipment updates daily. This leads to overworked employees, slower response times, and increased human errors in tracking updates.

3. Rising Operational Costs

The high cost of labor in developed markets makes maintaining an in-house track and trace team expensive. Hiring, training, and retaining skilled logistics professionals add financial strain, especially for companies trying to scale.

4. Lack of 24/7 Support for Global Shipments

Freight forwarding is a 24/7 operation, but many companies only operate during regular business hours. Without round-the-clock monitoring, critical shipment issues—such as customs delays, weather disruptions, and misrouted freight—go unnoticed until it’s too late.

5. Inefficient Carrier Communication

Coordinating with multiple carriers across different time zones is a logistical nightmare. Freight forwarders often struggle with:

 ✅ Slow responses from carriers.
 ✅ Inconsistent tracking data.
 ✅ Language barriers affecting communication.

The Consequences?

• Delayed shipments lead to angry customers and lost revenue.
• Overworked employees struggle to keep up, increasing errors.
• High costs make it harder for freight forwarders to stay competitive.

With all these challenges, freight forwarders need a better solution—one that provides real-time tracking, reduces costs, and ensures smooth operations without overburdening internal teams.

The Solution: How Outsourcing Track and Trace Operations Transforms Freight Forwarding

By outsourcing track and trace functions to an experienced provider like Valoroo, freight forwarding companies can overcome these challenges while improving customer experience, cutting costs, and streamlining operations.

How Outsourced Track and Trace Works

🚛 Shipment Monitoring: Outsourced teams track freight movements, ensuring shipments stay on schedule.
📞 Carrier Communication: Teams proactively engage with carriers to resolve delays and issues.
📩 Customer Notifications: Clients receive real-time updates about their shipment status.
⚡ Exception Management: If a delay occurs, outsourced teams immediately take action to find the best solution.

Case Study: How Valoroo Helped a Freight Forwarding Company Improve Track and Trace Efficiency

A mid-sized freight forwarding company in the U.S. faced operational inefficiencies due to manual shipment tracking and delayed customer updates. Their in-house team struggled to keep up with the increasing volume of shipments, leading to:

• 30% increase in shipment delays due to slow response times.
• Drop in customer satisfaction scores from late tracking updates.
• Rising operational costs from overtime and inefficient processes.

Why Freight Forwarders Should Outsource Track and Trace

Outsourcing track and trace operations offers several key benefits:

1. Cost Reduction Without Sacrificing Quality

Hiring and training in-house tracking specialists is costly. Outsourcing allows freight forwarders to maintain high-quality tracking services at a fraction of the cost.

2. 24/7 Shipment Monitoring

Global logistics operates around the clock, and an outsourced team ensures continuous tracking and support across all time zones.

3. Improved Accuracy and Speed

Track and trace specialists use AI-driven tracking tools and industry expertise to quickly identify and resolve shipment issues.

4. Seamless Integration with Freight Forwarding Platforms

Outsourced teams work with leading logistics platforms, integrating seamlessly into existing systems without disruption.

Discover More at Valoroo!