How to choose and implement OnTrac Express (service level) for your shipments

Choosing and implementing OnTrac Express (service level) involves matching the service to your geographic needs, integrating systems for labels and tracking, optimizing packaging, and monitoring performance to meet delivery promises affordably.

Deciding to use OnTrac Express (service level) and implementing it effectively requires a combination of practical checks, technical integration, and operational adjustments. This guide is written for beginners and covers the key steps and considerations to ensure you select the right service and onboard it smoothly.

Step 1: Confirm geographic fit

• OnTrac is a regional carrier. Start by checking whether both your origin and destination ZIP codes are inside OnTrac's service area. OnTrac Express delivers the most value when shipments move entirely within the regional footprint—typically the Western U.S.

Step 2: Evaluate transit time and cost trade-offs

• Compare OnTrac Express transit commitments versus your current carriers for the same routes. Factor in your customers' delivery expectations and the premium you can justify for faster delivery.
• Get sample rate quotes based on your typical parcel dimensions, weights, and zones. Consider DIM weight impacts and any surcharges for residential delivery or additional handling.

Step 3: Decide on service mix and SLA strategy

• Will OnTrac Express be a primary option for certain regions or a secondary backup? Many merchants use a multi-carrier approach—OnTrac Express for regional expedited shipments and a national carrier for other lanes.
• Set internal SLAs. If you promise next-day delivery to customers, verify that OnTrac Express routes support that level of performance consistently.

Step 4: Integrate systems

• Choose how you will create labels and track shipments:
• Shipping platform integration: Many e-commerce platforms and multi-carrier shipping softwares support OnTrac. Integrations automate label creation, manifesting, and tracking updates.
• API integration: For higher-volume shippers, integrate OnTrac’s API to generate labels and track parcels directly from your WMS or order management system.
• Manual processing: Smaller operations can use OnTrac's web tools to create shipments, but automation saves time and reduces errors.

Step 5: Prepare packaging and labeling standards

• Use sturdy packaging sized to minimize DIM weight charges while protecting contents. Proper packaging also reduces damage-related claims.
• Standardize label placement, include return addresses, and use barcodes that scan cleanly. Ensure customs paperwork is included if you ever ship to areas with special paperwork requirements (OnTrac primarily handles domestic U.S.).

Step 6: Operational changes for on-time performance

• Adjust pick-up schedules and cut-off times to meet OnTrac's pick-up windows. Express services often have earlier or stricter cut-offs for same-day processing.
• Train staff on route priorities and the importance of accurate weights/dimensions to avoid re-rating or delays.

Step 7: Implement tracking, notifications, and customer communication

• Leverage tracking updates to notify customers at booking, pick-up, out-for-delivery, and after delivery. Clear communication reduces customer support inquiries and sets proper delivery expectations.
• Include any extra service options (e.g., signature requirements) in the confirmation and pricing.

Step 8: Monitor and measure performance

• Track key metrics: on-time delivery rate, transit time variance, damage rates, and cost per parcel. Compare OnTrac Express against other carriers to understand where it adds value.
• Review exceptions and claims monthly to identify root causes (poor packaging, labeling errors, incorrect addresses) and adjust processes accordingly.

Step 9: Negotiate pricing and service agreements

• Once you have volume data, engage OnTrac account representatives to secure discounted rates or tailored service agreements. Regional carriers often provide more flexible pricing for growing shippers.

Step 10: Scale and optimize

• As volume grows, refine your use cases for OnTrac Express—determine which SKUs, customer segments, or geographic lanes benefit most from expedited regional service.
• Periodically test alternative carriers and service levels to ensure you’re getting the best mix of cost and performance.

Common technical and operational pitfalls to watch for:

• Incorrect zone assumptions: Misclassifying whether a ZIP pair is fully inside the OnTrac network can lead to routing delays or cross-carrier transfers.
• Poor integration: Failing to test label formats and tracking feeds can cause scanning failures and customer confusion.
• Ignoring DIM weight: Overlooking dimensional pricing can make a parcel unexpectedly expensive; practice packaging optimization.

Example implementation checklist (simple):

1. Verify service area for your top 50 origin-destination pairs.
2. Get sample rates and transit times for target lanes.
3. Test label creation via your shipping platform or OnTrac API.
4. Update your checkout options with accurate delivery estimates and pricing.
5. Train fulfillment staff on cut-off times and labeling standards.
6. Monitor first 100 OnTrac Express shipments and log exceptions.

Bottom line: Implementing OnTrac Express (service level) is a straightforward process when you validate geographic fit, integrate systems properly, standardize packaging and labeling, and monitor performance. For many regional shippers, OnTrac Express offers a cost-effective way to deliver faster without the premium of nationwide air services—when it’s used where it’s strongest and configured into your operational workflows.