Setting Up Rates
This guide covers how to configure your pricing structure and shipping rates in Courier Connect Systems. Proper rate configuration ensures accurate invoicing and customer estimates.
Overview
Rate groups allow you to organize and manage your shipping prices based on weight, shipping method (air or sea), and other factors. When Postage Logistics Group sets up your tenant, they create a default rate group that you'll need to configure with your specific pricing.
What are Rate Groups?
Rate groups are collections of shipping rates that can be assigned to customers. They allow you to:
- Define different pricing for air freight and sea freight
- Set weight-based pricing tiers
- Configure exchange rates for customs calculations
- Handle packages that exceed your standard weight categories
- Assign different pricing to different customer segments
Prerequisites
Before you begin, ensure you have:
- ✅ Admin access to your Courier Connect Systems account
- ✅ Your pricing structure decided (weight tiers and costs)
- ✅ Current exchange rate information
- ✅ Extra pound charge rate determined
Step 1: Login to Your Tenant
- Navigate to your Courier Connect Systems login page
- Enter your admin username and password
- Click Sign In to access your admin dashboard
Step 2: Navigate to Rate Groups
- From your Admin Dashboard, click on Settings in the navigation menu
- In the Settings menu, locate and click Rate Groups
- You'll see a list of rate groups
Default Rate Group
If you're a new courier, you should see a Default Rate Group that was created when Postage Logistics Group set up your account. This is the rate group you'll configure first.
Step 3: Edit the Rate Group Settings
- Locate the Default Rate Group in the list
- Click Actions > Edit Rate Group
- A form will appear with rate group configuration options
Step 4: Configure Rate Group Details
Exchange Rate
Field: Exchange Rate
Enter the current exchange rate for currency conversion. This rate is crucial for accurately calculating customs charges and providing estimates to customers.
Example: If your local currency is JMD and packages are priced in USD, enter the current USD to JMD exchange rate (e.g., 155.50)
Why Exchange Rate Matters
The exchange rate ensures that when customers see estimates with customs charges, the amounts are accurate based on current currency values. Update this rate periodically to reflect market changes.
Extra Pound Charge
Field: Extra Pound Charge
Enter the cost per pound for packages that exceed your highest configured weight category.
How It Works:
If your rate structure includes weights from 1-10 pounds, but a customer has a 12-pound package:
- The system finds the cost for 10 pounds
- Calculates the excess weight: 12 - 10 = 2 pounds
- Applies the formula:
10lb cost + (extra pound charge × 2)
Example:
- 10lb rate: $4,250.00
- Extra pound charge: $350.00
- 12lb package cost: $4,250.00 + ($350.00 × 2) = $4,950.00
Set a Reasonable Rate
Ensure your extra pound charge is set to something sensible for your business. Too low and you'll lose money on heavier packages; too high and you may lose customers for larger shipments.
Step 5: Configure Rate Group Options
Enable This Rate Group
Toggle: Enable this rate group
Turn this toggle ON to make this rate group active and available for use.
- ON (Green) - Rate group is active and can be used for invoicing and estimates
- OFF (Gray) - Rate group is disabled and cannot be used
Important
You must enable the rate group for it to be used when invoicing packages or generating customer estimates.
Set as Default Rate Group
Toggle: Set as default rate group
Turn this toggle ON if you want this rate group to be automatically assigned to new customers when they sign up.
- ON (Green) - New customers will automatically be assigned this rate group
- OFF (Gray) - Rate group must be manually assigned to customers
Recommended for First Rate Group
If this is your only or primary rate group, enable "Set as default" to ensure all new customers can immediately receive accurate pricing.
Step 6: Save Rate Group Settings
- Review all entered information
- Ensure exchange rate and extra pound charge are accurate
- Verify both toggles are set correctly
- Click Save or Update Rate Group
- Wait for confirmation message: "Rate group updated successfully"
Step 7: Manage Rates (Air and Sea Freight)
Now that your rate group is configured, you need to set up the actual shipping rates.
Accessing Rate Management
- Return to Settings > Rate Groups
- Locate your rate group in the list
- Click Actions > Manage Rates
- You'll see the rate management interface
Configuring Air Freight Rates
Air freight rates are based on weight tiers. You'll create multiple rate entries to cover your entire weight range.
Adding Air Rates
The Air Rates tab should be active by default.
For each weight tier:
Weight Min - Enter the minimum weight for this tier
- Example:
1(for 1-1 pound tier)
- Example:
Weight Max - Enter the maximum weight for this tier
- Example:
5(for 1-1 pound tier)
- Example:
Cost - Enter the shipping cost for this weight range
- Example:
650.00
- Example:
Click Add Rate or press Enter to save this tier
Air Rate Examples
Here's how a typical air rate structure might look:
| Weight Min | Weight Max | Cost |
|---|---|---|
| 1 | 1 | $650.00 |
| 2 | 3 | $1,150.00 |
| 4 | 4 | $1,550.00 |
| 5 | 5 | $1,950.00 |
| 6 | 6 | $2,500.00 |
Add as many weight tiers as you need to cover your typical shipping weights.
Weight Tier Best Practices
- Ensure there are no gaps in your weight ranges
- Consider your most common package weights
- Remember that weights above your highest tier will use the extra pound charge
- You can add, edit, or remove tiers at any time
Managing Air Rates
After adding rates, you can:
- Edit - Click the edit icon next to a rate to modify it
- Delete - Click the delete icon to remove a rate tier
- Reorder - Rates are automatically sorted by weight
Configuring Sea Freight Rates
Sea freight rates are calculated differently - they're based on cubic feet rather than weight.
Accessing Sea Rates
- Click the Sea Rate tab
- You'll see the sea rate configuration section
Setting Sea Rate
Field: Rate per Cubic Foot
Enter the cost per cubic foot for sea freight shipments.
Example: 1520.00 (means $1,520.00 per cubic foot)
How Sea Freight Calculation Works:
When invoicing a sea freight package:
- Calculate the package volume: Length × Width × Height
- Convert to cubic feet
- Multiply by your rate per cubic foot
Example Calculation:
- Package: 24" × 18" × 12"
- Volume: 5,184 cubic inches
- Cubic feet: 5,184 ÷ 1,728 = 3 cubic feet
- Rate: $1,520.00 per cubic foot
- Total cost: 3 × $1,520.00 = $4,560.00
Saving Sea Rate
- Enter your rate per cubic foot
- Click Save Sea Rate
- Wait for confirmation: "Sea rate saved successfully"
Verification Checklist
Before moving to the next setup step, verify that you've completed:
- [ ] Edited the default rate group settings
- [ ] Set a current and accurate exchange rate
- [ ] Configured a reasonable extra pound charge
- [ ] Enabled the rate group
- [ ] Set the rate group as default (if applicable)
- [ ] Added all necessary air freight weight tiers
- [ ] Configured sea freight rate per cubic foot
- [ ] Saved all changes successfully
Next Steps
Once you've configured your rates, proceed to:
- Tenant Configuration - Fine-tune advanced settings
- Test your rates by creating a sample invoice or estimate
Common Issues & Solutions
Issue: Estimates Don't Match Expected Prices
Solution:
- Verify your air rate weight tiers cover the package weight
- Check that the rate group is enabled
- Ensure the correct rate group is assigned to the customer
- Review your extra pound charge calculation for overweight packages
Issue: Can't Add New Rate Tier
Solution:
- Ensure weight min is less than weight max
- Check that you're not creating overlapping weight ranges
- Verify all required fields are filled out
- Try refreshing the page and adding again
Issue: Sea Freight Calculations Seem Wrong
Solution:
- Double-check your rate per cubic foot
- Verify package dimensions are in the correct units
- Ensure the package volume calculation is accurate
- Check that sea freight is selected (not air freight)
Issue: Extra Pound Charge Not Being Applied
Solution:
- Verify the package weight exceeds your highest weight tier
- Check that extra pound charge is set in rate group settings
- Ensure the rate group is properly assigned to the customer
Best Practices
Rate Structure
- Keep it simple - Start with broader weight ranges and refine based on actual usage
- Regular reviews - Review and adjust rates quarterly or when costs change
- Competitive pricing - Research competitor rates to ensure you're competitive
- Clear increments - Use 5-pound increments for easier customer understanding
Exchange Rates
- Update regularly - Review exchange rates monthly or when significant changes occur
- Buffer for fluctuation - Consider adding a small buffer to protect against rate changes
- Communicate changes - Notify customers when exchange rates significantly change pricing
Extra Pound Charge
- Calculate carefully - Base this on your actual per-pound shipping costs
- Monitor usage - Track how often it's applied to ensure it's fair
- Consider bulk rates - For very heavy packages, you might want separate rate tiers instead
Multiple Rate Groups
As your business grows, you might want to create additional rate groups for:
- VIP customers - Discounted rates for high-volume customers
- Express shipping - Premium rates for faster service
- Regional variations - Different rates for different service areas
- Seasonal rates - Special pricing during peak seasons
Understanding Rate Application
When Rates Are Used
Your configured rates are used when:
- Generating Estimates - Customers receive quotes based on these rates
- Invoicing Packages - Packages are billed according to assigned rate group
- Customer Portal - Customers see pricing based on their rate group
- Reports - Revenue projections use configured rates
Rate Group Assignment
Customers are assigned rate groups in these ways:
- Automatic - New customers get the default rate group
- Manual - Admins can assign specific rate groups to customers
- Bulk Assignment - Multiple customers can be reassigned at once
Need Help?
If you encounter any issues while setting up rates:
- Email: support@postagelogistics.com
- Phone: +1-876-613-9146
- WhatsApp: Message us
- Support Hours: Mon-Fri 8am-8pm, Sat 10am-4pm (Jamaica Time)
Our support team can assist with:
- Rate structure recommendations
- Pricing strategy guidance
- Technical issues with rate configuration
- Bulk rate updates
- Custom rate group creation