B2B Shipping Guide: Business-to-Business Logistics

B2B (business-to-business) shipping differs significantly from B2C (business-to-consumer) fulfillment. Larger shipments, complex requirements, and professional expectations require different strategies. This guide covers everything you need to know about shipping to business customers.

B2B vs. B2C Shipping Differences

Key Distinctions

Order characteristics:

• B2B: Larger quantities, bulk orders
• B2C: Individual items, smaller packages
• B2B: Higher order values
• B2C: More frequent, smaller transactions

Delivery requirements:

• B2B: Appointment scheduling common
• B2C: Residential delivery flexibility
• B2B: Loading dock considerations
• B2C: Porch/doorstep delivery

Shipping methods:

• B2B: Freight, LTL, pallets
• B2C: Parcel carriers primarily
• B2B: Longer transit times acceptable
• B2C: Speed expectations higher

Customer Expectations

B2B buyers expect:

• Professional documentation
• Accurate delivery windows
• Proper palletization
• Invoice/PO alignment
• Consistent communication
• Damage-free delivery

Shipping Methods for B2B

Parcel Shipping

When appropriate:

• Smaller B2B orders
• Sample shipments
• Urgent orders
• Remote locations without freight access

Carriers:

• UPS, FedEx, USPS
• Regional carriers
• Same rates as B2C typically

LTL (Less Than Truckload)

What it is:

• Shared truck space with other shipments
• Priced by weight, class, and distance
• Pallet quantities (1-10 pallets typically)
• Terminal to terminal routing

Best for:

• Orders 150-10,000 lbs
• Not time-critical shipments
• Cost-sensitive customers
• Pallet quantities

Considerations:

• Freight class affects pricing
• Multiple handling points
• Longer transit times
• Accessorial charges common

FTL (Full Truckload)

What it is:

• Entire truck dedicated to shipment
• Flat rate pricing
• Direct routing
• Faster transit

Best for:

• Large orders (10,000+ lbs or 10+ pallets)
• Full pallet loads
• Time-sensitive large shipments
• Dedicated delivery needs

Benefits:

• Less handling (less damage risk)
• Faster transit
• Predictable pricing
• Direct delivery

Expedited and White Glove

Expedited freight:

• Faster than standard LTL
• Team drivers
• Direct routing
• Premium pricing

White glove services:

• Inside delivery
• Assembly if needed
• Debris removal
• Appointment scheduling
• Premium handling

Freight Pricing Fundamentals

Understanding Freight Class

NMFC (National Motor Freight Classification):

• Classes 50-500
• Based on density, handling, liability, stowability
• Lower class = lower cost
• Higher class = higher cost

Common classes:

• Class 50: Heaviest, most durable (fit floor, sand)
• Class 70-85: Furniture, machinery
• Class 100-150: Electronics, lighter goods
• Class 200-500: Fragile, light, unusual shape

Pricing Components

Base rate factors:

• Weight (actual vs. dimensional)
• Origin and destination
• Freight class
• Fuel surcharge
• Service level

Accessorial charges:

• Lift gate
• Inside delivery
• Residential delivery
• Limited access
• Appointment scheduling
• Detention/waiting time
• Redelivery

Getting Quotes

Information needed:

• Origin and destination (ZIP codes)
• Number of pallets/pieces
• Total weight
• Dimensions
• Freight class
• Special requirements
• Delivery date needs

Palletizing and Packaging

Standard Pallet Sizes

Common US pallets:

• 48" x 40" (GMA standard)
• 42" x 42" (telecom/paint)
• 48" x 48" (drums)
• 48" x 42" (chemical/beverage)

Pallet selection:

• Match to products
• Consider warehouse racking
• Customer requirements
• Return/reuse needs

Proper Palletization

Best practices:

• Center load on pallet
• Don't overhang edges
• Stack evenly
• Interlock boxes when possible
• Wrap securely
• Label on multiple sides

Stacking guidelines:

• Heaviest on bottom
• Don't exceed 60-72 inches height typically
• Consider weight limits
• Double-stack only if stable

Securing Loads

Stretch wrapping:

• Minimum 3-4 wraps at base
• Wrap entire load to pallet
• Use corner boards for stability
• Apply banding for heavy loads

Banding/strapping:

• Poly or steel strapping
• Minimum 2 bands per direction
• Protect from strap damage
• Secure to pallet when possible

Labeling Requirements

Essential labels:

• Shipping label (origin/destination)
• Pro number (tracking)
• Weight and piece count
• Handling instructions
• Hazmat labels if applicable

Placement:

• Two sides minimum
• High visibility
• Protected from damage
• Scannable location

Delivery Logistics

Appointment Scheduling

Why it matters:

• Ensures receiving staff available
• Reduces detention time
• Prevents delivery failures
• Professional customer experience

Scheduling process:

Contact customer for preferences

Coordinate with carrier

Confirm appointment

Provide details to all parties

Follow up for changes

Delivery Location Types

Commercial locations:

• Loading dock available
• Forklift/pallet jack on site
• Business hours only
• May require appointment

Limited access locations:

• No loading dock
• Need lift gate service
• Inside delivery may be required
• Additional fees apply

Residential delivery:

• Rare for true B2B
• Always requires lift gate
• Limited access fees
• Inside delivery challenges

Receiving Requirements

Customer needs to know:

• Expected delivery date
• Number of pallets/pieces
• Total weight
• Special handling
• Carrier contact info

Inspection at delivery:

• Count all pieces
• Note damage on BOL
• Photos of damage
• Refuse if heavily damaged
• Sign with exceptions

Documentation

Bill of Lading (BOL)

Purpose:

• Contract of carriage
• Receipt of goods
• Document of title
• Claims basis

Required information:

• Shipper and consignee details
• Description of goods
• Weight and dimensions
• Freight class
• Special instructions
• Declared value if applicable

Commercial Invoice

B2B invoicing:

• PO number reference
• Payment terms (Net 30, etc.)
• Product details and quantities
• Pricing breakdown
• Tax information
• Contact details

Proof of Delivery (POD)

Contains:

• Delivery date and time
• Signature of receiver
• Piece count confirmation
• Condition notes
• Exceptions if any

Importance:

• Confirms delivery
• Supports billing
• Resolves disputes
• Claim documentation

Freight Claims

Damage Claims Process

Steps to file:

Document damage immediately

Keep all packaging

File claim within timeframe (usually 9 months)

Provide supporting documentation

Follow up regularly

Required documentation:

• Original BOL
• Delivery receipt with exceptions
• Photos of damage
• Proof of value (invoice)
• Repair estimate or replacement cost

Preventing Claims

Best practices:

• Proper packaging and palletization
• Clear labeling
• Quality carriers
• Insurance for high value
• Thorough receiving inspection

Cost Optimization

Freight Rate Negotiation

Leverage points:

• Consistent volume
• Multi-carrier bidding
• Seasonal commitments
• Service flexibility
• Long-term contracts

Areas to negotiate:

• Base rates by lane
• Fuel surcharge caps
• Accessorial discounts
• Volume incentives
• Guaranteed service levels

Shipping Efficiency

Reduce costs through:

• Maximize pallet utilization
• Ship full pallets when possible
• Optimize freight class
• Consolidate shipments
• Use appropriate service level

Mode Optimization

Choose wisely:

• Parcel: Under 150 lbs, urgent
• LTL: 150-10,000 lbs, standard timing
• FTL: 10,000+ lbs or 10+ pallets
• Mix modes for partial loads

Technology and Systems

Transportation Management Systems (TMS)

Features:

• Rate shopping across carriers
• BOL generation
• Tracking and visibility
• Carrier performance analytics
• Audit and payment

Benefits:

• Lower shipping costs
• Improved efficiency
• Better visibility
• Reduced errors
• Data for decisions

Integration Needs

Connect with:

• ERP/accounting systems
• Warehouse management (WMS)
• Customer order systems
• Carrier systems
• E-commerce platforms

EDI (Electronic Data Interchange)

Common transactions:

• 204: Motor carrier load tender
• 210: Freight details/invoice
• 214: Shipment status
• 856: Advance ship notice

Benefits:

• Automated data exchange
• Reduced manual entry
• Fewer errors
• Faster processing

Customer Communication

Proactive Updates

What to communicate:

• Order confirmation
• Shipment booking confirmation
• Tracking information
• Delivery appointment
• Delay notifications

How to communicate:

• Email/EDI
• Customer portal
• Phone for issues
• Text notifications

Managing Expectations

Set clear expectations for:

• Transit times by lane
• Delivery requirements
• Accessorial charges
• Claims procedures
• Contact information

Vendor Compliance

Meeting Retailer Requirements

Common requirements:

• EDI compliance
• Specific labeling (GS1/SSCC)
• Pallet specifications
• Appointment windows
• Packaging standards

Non-compliance penalties:

• Chargebacks
• Order rejection
• Account suspension
• Reduced business

Compliance Management

Best practices:

• Document all requirements
• Create checklists
• Train staff
• Audit shipments
• Track compliance rates

International B2B Shipping

Additional Considerations

Documentation:

• Commercial invoice
• Packing list
• Certificate of origin
• Customs declarations
• Country-specific requirements

Logistics:

• Freight forwarder partnership
• Incoterms understanding
• Duty and tax handling
• Longer lead times
• Customs clearance

Key Takeaways

Know your options: Parcel, LTL, FTL each have their place

Palletize properly: Good packaging prevents damage and claims

Understand freight class: It significantly impacts cost

Document everything: BOLs, PODs, photos for claims

Communicate proactively: B2B customers need visibility

Optimize continuously: Review rates, modes, and processes

Meet compliance requirements: Avoid costly chargebacks

Invest in technology: TMS pays for itself quickly

B2B shipping requires understanding freight fundamentals, meeting business customer expectations, and optimizing for cost and service. Build strong carrier relationships, invest in proper technology, and maintain high standards for successful B2B logistics.