One of the original features that was created on the WebCargo platform was the ability to compare static rates from airlines and quote to your customers using these rates.

This tool has established itself as key to many freight forwarders' everyday lives. But how exactly are these static rates uploaded to the WebCargo system?

Airlines will typically send us their rates via email, which will include many different things such as weight breaks, validity dates, product types, origin and destinations, and more.

These rate sheet files are sent to us in a variety of different formats, but typically we deal with Excel, PDF or images of the rate sheet. Each format will have a different timeframe as to how long it will take to upload and go live on the system:

Excel files: take up to 24 hours

PDF files: take up to 48 hours

Images: take up to 72 hours

The times differ because the files need to be formatted by our account executive team to make sure that the rates are correctly uploaded without errors. The account executives will often need to remove unnecessary information and add column headers, which often means more time to put the static rates live on the system.

Rate uploads take place during office hours from Monday to Friday. We do not upload rates at the weekend.

Before the rates are put live, the system scans the file to make sure no errors or columns are showing incorrect information. If an error is found it is made easily identifiable and the account executive can then access the Excel file and make the necessary changes. These error notifications will identify common errors such as when a title is incorrect, formatting issues and any issues with the origin and destination information.

With these different layers, we can be sure that the rates being uploaded are correct.

We never delete any of the expired rates. Look out for the date box when entering your cargo details for a static search, which will allow you to select a date from the past where you can see these rates.

After making a static rate search, you can find information about the rate upload date and validity in the static rate search results. Hover above the ‘i’ symbol and you’ll be able to see the Validity date and also when the rate was Last updated. Usually, the last updated date is when the rate was added to the system.

The validity dates should be included in the rate sheet sent to the account executive team.

If the airline has supplied the validity dates, a column can be added on the Excel file before upload so that these dates are uploaded simply with the rate upload.

If the airline hasn’t supplied these dates, we will put the rates live from the date of upload and will keep the validity open until further notice (UFN).

Surcharges can also be added to the rate upload sheet. These are considered "extra" columns and can be added for the upload process. These are only available to upload for the import rates.

For exports, there are permanent surcharges that are added to the system and automatically uploaded for you. For more information, please click on the green speech bubble located at the bottom right-hand side of the screen.

Click here to download a template to give you an idea of how the rate sheets should be formatted. Within the template, you’ll find the correct column headers for each piece of data.