The most efficient way to manage air freight rates is to store, structure, and reuse them in one system instead of handling them manually across spreadsheets and emails. The Rate Management System (RMS) in the Virtual Office allows you to add rates, manage them, and instantly use them for quotations or share them with clients via Logistics Explorer.
You can work with structured rate data, which is already prepared for use, instead of needing to create new quotes and find current tariff information.
Why managing air freight rates manually slows you down
Most teams don’t have a problem finding rates — they have a problem managing them. Rates and tariffs are stored in Excel files, shared in messages, updated in multiple places, and often duplicated. The same route can exist in several versions, and every request turns into a small investigation: which rate is correct, valid, and actual.
This creates constant friction when you are constantly suffering from re-entering the same data, double-checking conditions, or rebuilding similar quotes without any synchronization.
What changes when all your air freight rates are in one system
When rates are moved into RMS, they stop being static files and become structured data. Instead of searching across tools, you work in one interface where all routes are clearly defined, carriers are strictly assigned to quotations, pricing is structured, and validity is visible.
The key difference: you stop managing files and start managing rates.
How the Rate Management System works in practice
Inside the Virtual Office, go to Rates and Tariffs and scroll down to the Air shipping mode. You’ll see separate sections like Standard cargo, ULD container, and Airport fees. Each section represents a different type of air freight pricing.
1. Choose rate type and route structure
Select how your rate will be used:
- Airport to Airport
- Airport to Door
- Door to Airport
- Door to Door
2. Add a new rate
Let’s ensure your rate is tied to a real route and provider. Click Add rates and start filling in the row.
The system guides you through required fields:
- Country / Airports from → to
Autocomplete helps you quickly select the correct locations
- Carrier
Choose from available airlines or providers
3. Define pricing structure
Instead of a single number, you define how pricing actually works by Commodity (GEN for General Cargo, PRI for Priority Cargo, EXP for Express Cargo, DGR for Dangerous Goods, or PER for Perishable Cargo), Volume ratio (e.g., 1:6), and the chosen Currency.
Then set pricing levels: minimum price, price for 25 kg, 45 kg, and more, until 1000 kg.
4. Add commercial logic
Optionally, you can define how this rate is sold:
- Commission type (fixed or %)
- Commission value
- Logistic provider
5. Set validity and conditions
Here we’ll avoid using outdated tariffs and keep all conditions in one place.
Add the following rate details:
- Valid from/to dates
- Transit time (TT days)
- Notes
6. Validate and publish
If required fields are missing, the system marks the rate as Not valid.
Once everything is filled, click Publish!
The rate becomes active on the Logistics Explorer on AirRates and SeaRates, along with the details such as the carrier, and transit time.
Provide your customers with the unique link to the rate for faster booking proceeding.
7. Customize your tables
Add rows manually, import rates via Excel, customize columns, filter, and sort data.
How RMS fits into your existing logistics workflow
The greatest effect occurs after the establishment of rates. Without RMS for air freight, the same quote is recreated multiple times, and different team members use different versions, as well as mistakes happening in pricing or cooperation conditions. In the meantime, with a comprehensive freight rate system, rates are reused, not recreated; updates happen in one place, and all team members see the same data.
This process decreases three things, which include work that needs to be done repeatedly, inconsistencies in pricing, and the organization that relies on specific employee expertise.
RMS transforms from a basic storage solution into an operational system that handles daily tasks throughout its operational period. Instead of manually sending rates, you provide a structured, ready-to-use offer and let clients compare and book them directly with you.
Ways to integrate
Web integration
Your website can get RMS embedded as a white-label solution to display current air freight rates to your customers.
Find the complete list of web-integrated features here.
API connection
The API connection enables RMS to connect with your CRM software, ERP system, and TMS to enable automatic rate management and system synchronization. The RMS API maintains your pricing information in a consistent and updated state through automated processes that do not require manual data entry.
Let us know about your request for a customized RMS to get a digital freight management solution that is specifically designed for your needs.
FAQ
Can I use RMS to create quotes directly?
The RMS system lets you store and control rates within the system. The quotation system can use published rates, while clients receive direct access to these rates through Logistics Explorer, which results in faster quotation processing times.
What makes RMS different from using spreadsheets?
Spreadsheets store data, but they don’t structure or validate it. RMS ensures that:
- all required fields are filled
- rates are tied to real routes and carriers
- pricing is consistent across the team
This reduces errors and removes the need to manage multiple versions of the same rate.
Can I manage different weight-based pricing levels for air freight?
Yes, the Rate Management System for freight tariffs enables you to establish pricing for multiple weight categories starting from 45 kilograms up to 500 kilograms, together with all intermediate weights.
Why is my rate marked as “Not valid”?
The system shows incomplete rates because essential requirements have not been fulfilled. The system highlights incomplete rates to prevent incorrect data from being published or used in quotes.
Can I update rates without affecting existing workflows?
Yes. The system provides instant access to the latest rate updates when you implement changes in RMS. The process eliminates the need for you to update multiple files or inform your team about changes.
Can multiple team members work with the same rates?
Yes. All team members in RMS can access the same data through the system if you’d like to. This process maintains consistent pricing while preventing price differences between team members from occurring.
How do I share air freight rates with clients?
The published rates become accessible to customers through Logistics Explorer and direct link sharing. The system enables clients to access prestructured offers through their interface without needing any manual explanations.
Can I upload multiple air freight rates at once?
RMS allows you to bulk import rates through Excel because it provides the function to upload multiple rates at once instead of conducting individual rate entries.
What types of air freight rates can I manage in RMS?
You can handle the following elements: standard cargo rates, ULD container rates, and airport fees.
Pricing logic determines the pricing structure, which develops different pricing models for each type.
Does RMS support different route types (e.g., door-to-door)?
The system enables you to create pricing for three different types of delivery routes, which include airport-to-airport and airport-to-door delivery, door-to-airport delivery, and door-to-door delivery. This way, you create actual pricing offers that match the requirements of your business operations.
Can I control margins and selling prices in RMS?
The system enables you to create commission structures that include fixed or percentage-based options.
What happens after I publish a rate?
The published rate becomes active and becomes accessible for searching and reuse. The published rate can be shared through Logistics Explorer and used for creating quotations.