From Quote to
Delivered —
Our Process
A transparent, step-by-step look at how every B2B freight shipment is managed at Al-Fkaiki Transportation — from first contact to digital Proof of Delivery.
Submit a Quote Request
Every shipment begins with a quote request. Clients submit details through our online form, email, or directly via dispatch phone — including origin, destination, cargo weight, type, and preferred pickup window.
Our system routes each incoming request to a dedicated B2B dispatcher within minutes. For high-priority or time-sensitive loads, we offer same-day quote turnaround. For recurring clients, rate cards eliminate the need to quote each shipment individually.
Key Actions at This Stage:
- →Submit origin/destination details
- →Specify cargo weight and pallets
- →Provide preferred pickup window
- →Note any special dock requirements
Rate Confirmation & Agreement
Once our team reviews your request, we confirm the rate and service details. For new clients, a simple service agreement is executed digitally. For returning clients with active accounts, a load tender is issued directly.
Our pricing is transparent — no hidden fuel surcharges added after the fact, no weekend gate fees buried in fine print. What we quote is what you pay. Clients with SLA contracts receive pre-negotiated rates with monthly consolidated invoicing.
Key Actions at This Stage:
- →Review and confirm rate quote
- →Sign digital service agreement (new clients)
- →Receive load tender confirmation
- →Confirm dock contact and reference numbers
Appointment Booking & Dock Scheduling
For distribution centre shipments, our dispatch team handles all appointment booking directly in your retail portal system (Walmart, Metro, etc.). We confirm dock arrival times, gate codes, and carrier check-in requirements.
This is where many carriers fail — they leave appointment booking to the client or the driver. We take full ownership of the scheduling process. Our team monitors confirmation emails, reschedules when availability changes, and communicates any changes to your logistics team immediately.
Key Actions at This Stage:
- →Portal appointment booking (Walmart, Metro, etc.)
- →Dock arrival time confirmation
- →Driver briefing with site access details
- →Client logistics team notification
Pre-Trip Inspection & Load Preparation
Before the assigned driver departs, they complete a comprehensive pre-trip inspection of both the power unit and trailer. The trailer is swept, cleaned, and verified to be in load-ready condition.
Pre-trip inspection records are logged digitally in our fleet management system. Any equipment issue identified during inspection triggers immediate reassignment to a backup unit — your load never waits for a truck to be repaired. Trailer seals are verified and documented before dispatch.
Key Actions at This Stage:
- →Full truck mechanical pre-trip check
- →Trailer interior cleaning and inspection
- →Driver document verification (license, abstract)
- →GPS tracking system activation
Pickup, Loading & Seal
The driver arrives at the shipper's dock at the confirmed time. Cargo is loaded per the Bill of Lading specifications, and the driver verifies piece count and condition. Once loading is complete, the trailer is sealed with a tamper-evident security tag.
The seal number is recorded on the Bill of Lading, creating an unbroken chain of custody documentation from origin to destination. The driver photographs the sealed doors and loaded cargo condition as additional documentation. The signed BOL is transmitted to dispatch in real time.
Key Actions at This Stage:
- →On-time dock arrival with notification
- →Cargo count and condition verification
- →Bill of Lading signing and photograph
- →Tamper-evident seal application and logging
Live-Monitored Transit
From the moment the driver leaves the origin dock, our GPS telematics system tracks the truck in real time. Dispatchers monitor all active loads throughout the transit window and provide proactive updates when relevant.
If a delay is detected — traffic incident, weather event, or mechanical issue — our dispatch team contacts the destination facility proactively to manage dock appointments. Clients are informed of any material changes to delivery ETA immediately, not after the fact.
Key Actions at This Stage:
- →Real-time GPS tracking monitoring
- →ETA calculation and client updates
- →Delay detection and proactive notification
- →Emergency routing assistance if needed
Delivery, POD & Completion
Upon arrival at the destination facility, the driver checks in at the gate, proceeds to the assigned dock, and the receiving team verifies the seal is intact. Once the cargo is unloaded and counted, the receiving team signs the Proof of Delivery (POD).
The signed POD is transmitted digitally to our dispatch system and made available to the client immediately. For distribution centre deliveries, we also confirm unload completion in the carrier portal. The load is closed out in our system and invoice processing is initiated if applicable.
Key Actions at This Stage:
- →On-time arrival at destination dock
- →Seal verification with receiving team
- →Full unload and cargo count confirmation
- →Digital POD collection and transmission
What Happens When Things Go Wrong?
In freight, unexpected situations happen. Here is how Al-Fkaiki handles incidents professionally and transparently.
Incident Response Protocol
If an accident or incident occurs, our dispatch team is immediately notified. We have a structured incident response plan that includes notifying the client, emergency services coordination, and insurance claim initiation.
Equipment Failure Backup
Mechanical breakdown during transit triggers our emergency dispatch protocol. A backup unit is dispatched within hours to transfer the load and continue delivery with minimal delay.
Load Rejection Handling
If a load is rejected at the destination for documentation or damage reasons, our team takes full accountability, coordinates with all parties, and resolves the issue before invoicing.
Driver Communication Protocol
Drivers check in with dispatch at departure, at mid-transit, and upon arrival. Any deviation from the planned route or schedule is communicated immediately.
Start Your First Shipment Today
Submit a quote request and we'll walk you through the process from start to finish.