You calculate freight costs from the route, the weight and the space your shipment takes up in the truck, meaning volume, loading meters or the number of pallets. On top of that come the service level, delivery time and additional services such as a tail lift, delivery notification or customs clearance. If you know these factors, you can read freight forwarders' quotes correctly and compare them fairly.
How to calculate freight costs: the basic factors
Every freight forwarder calculates a little differently. But the basis is almost always the same: how far the goods have to travel, how heavy they are and how much cargo space they need.
Distance and lane
The distance between the pickup and delivery location determines driving time, fuel, tolls and staff costs. Besides the pure distance, the lane matters. Connections between large economic regions are often cheaper than trips to remote areas, because return loads or groupage services are easier to arrange there. Islands, mountain locations and city centres may carry surcharges.
Weight
The actual gross weight including packaging and pallet is a key figure. For heavy, compact shipments, the weight usually determines the price.
Volume and loading meters
Light, bulky goods take up a lot of space but weigh little. That is why freight forwarders do not only calculate with the weight, but also with the space the shipment needs. For groupage and partial loads, the loading meter is the usual unit. It describes one meter of loading area across the full width of a truck of 2.40 m. A Euro pallet measuring 120 × 80 cm takes up 0.4 loading meters. A standard semi-trailer has around 13.6 loading meters.
Many freight forwarders convert volume or loading meters into a chargeable weight using fixed factors. The higher value of the actual and the converted weight is then charged. The factors differ from provider to provider. How to work out loading meters yourself is shown in our article How to calculate loading meters.
Number of pallets
Pallet shipping is often charged per pallet space, tiered by weight and height. A second or third pallet in the same shipment often costs less than the first, because pickup and delivery only happen once. You can read more about pallet shipping costs in our blog.
Stackability
If another pallet can be placed on top of yours, the freight forwarder can make better use of the cargo space. Non-stackable pallets block the space above them and are therefore charged at a higher rate, often as if they took up the full height. Always state stackability correctly. Incorrect information can lead to damage and additional charges.
Example: which data goes into the price
You want to send three Euro pallets from Hannover to Munich. Each pallet measures 120 × 80 × 150 cm including the pallet and weighs 400 kg. The goods are fragile and not stackable.
- Floor space: Three Euro pallets together take up 1.2 loading meters.
- Weight: The gross weight is 1,200 kg.
- Height and stackability: Because the pallets are not stackable, the space above them remains empty. The freight forwarder therefore calculates with the full space.
- Route and delivery time: The lane and the chosen service level determine the base price.
- Extras: If the recipient has no loading dock, a tail lift is added.
If the pallets were stackable, the freight forwarder could use the cargo space better, and the price would usually go down. These are exactly the details a price calculator asks for.
Volumetric weight in parcel shipping
In parcel shipping, the principle is called volumetric weight. Parcel carriers compare the actual weight with a weight calculated from the dimensions and charge the higher value.
The usual formula is: length × width × height in centimeters, divided by a divisor. The divisor is often 5,000, and depending on the provider and product it may also be 4,000 or 6,000.
Example: A carton measuring 60 × 40 × 40 cm with an actual weight of 6 kg has a volume of 96,000 cm³. With a divisor of 5,000, this results in a volumetric weight of 19.2 kg. So 19.2 kg is charged, not 6 kg.
This leads to a simple rule: the better the carton fits the goods, the lower the shipping costs. With light goods, empty space filled with void fill often costs more than the goods themselves weigh.
Service level and delivery time
The same shipment can cost very different amounts depending on the delivery time. The freight forwarder can schedule slower shipments more flexibly and consolidate them with others.
- Standard or economy: The goods travel in the regular network and the delivery time has some leeway. This is usually the cheapest option.
- Express: The shipment is given priority or driven directly. This costs more but saves time.
- Fixed date: Delivery on a fixed day or within a time window restricts route planning and is therefore charged with a surcharge.
In the FulFra price calculator, you can choose between the service levels Eco, Super-Eco and Express. Within Germany, the transit time for freight is usually 1 to 3 working days.
Additional services that change the price
Many quotes differ less in the base price than in the extras. Check before booking what you really need.
- Tail lift: If the delivery address has no loading dock, the truck needs a tail lift. This often applies to shops, construction sites and private addresses.
- Delivery notification: The driver or dispatcher announces the delivery by phone in advance. Many recipients require this so they can have staff ready for unloading.
- Fixed delivery date: Delivery on a specific day, see above.
- Customs clearance: For shipments from non-EU countries such as Turkey or to countries outside the EU, costs for the customs declaration are added. Duties and import VAT are separate from this.
- Dangerous goods: Goods covered by dangerous goods regulations need special marking, documents and trained drivers.
- 2-person handling and bulky goods: Large or heavy individual items that have to be carried or assembled require more effort.
Other cost components
Besides freight and extras, other items may appear on the invoice. Ask whether they are included in the quote.
- Tolls: In Germany, the truck toll is calculated based on weight, number of axles and CO2 emission class, among other things. Some providers list it separately.
- Fuel surcharge: Some freight forwarders adjust their prices with a variable diesel surcharge.
- Waiting time charges: If the truck has to wait longer than agreed during loading or unloading, waiting time charges may apply.
- Additional charges: If the weight, dimensions or stackability differ from the information provided, the price is adjusted afterwards.
How to compare freight quotes correctly
A low price at first glance is not always the cheapest offer. Compare quotes based on these points:
- Same basis: All providers must receive the same data, meaning dimensions, weight, quantity, stackability, pickup and delivery location.
- Fixed price or estimate: Check whether the price is binding or can still change after pickup.
- Included services: Are tolls, fuel surcharge, delivery notification and tail lift included, or are they charged extra?
- Delivery time: A cheap rate with a longer transit time is only cheaper if you really have the time.
- Liability and insurance: In international road transport under the CMR and in domestic German transport under the HGB, statutory liability is limited to 8.33 Special Drawing Rights per kilogram of gross weight. For valuable goods, transport insurance is worthwhile.
- Net or gross: Business quotes are usually net prices plus VAT.
Why an instant fixed price helps
Traditional quotes by email often take hours or days. In the meantime, you can neither plan nor calculate reliably with your customer or supplier. An instant fixed price solves this:
- You see the price directly after entering the shipment data.
- You can compare different options, such as one more pallet or a different service level.
- The price is binding as long as your information is correct.
- You can factor freight costs into your sales prices or orders immediately.
The FulFra price calculator shows a fixed price for parcels, groupage, pallets and full truckloads within Germany, in Europe and for Turkey, without an account. You can add optional extras such as customs clearance to the quote. Prices apply to business customers, net plus VAT. A free registration is all you need to book. You can find more about the transport options on the Freight & Transport page.
Frequently asked questions
How do you calculate freight costs for a pallet?
The costs depend on the route, the weight, dimensions and stackability of the pallet and the chosen service level. The fastest way to get a specific price is to enter this data into a price calculator.
What is the difference between weight and chargeable weight?
The actual weight is what the scale shows. The chargeable weight is the higher value of the actual weight and the weight converted from volume or loading meters. The chargeable weight is what you are billed for.
How can I reduce freight costs?
Adapt the packaging and carton to the goods, make pallets stackable, consolidate shipments and choose a slower service level if time allows. Accurate information avoids additional charges.
Are customs duties included in freight costs?
No. Customs clearance can be booked as a service, but customs duties and import VAT are charged separately and depend on the goods and their value.
Calculate your freight costs now in the price calculator: the fixed price appears instantly and without an account.