Applying as a freight forwarder

The freight forwarder access path to Truckscanner isn't an open registration but a pilot application: you fill in a 2-step form, the system verifies your company data against public sources, our commercial team reviews the application and contacts you within 48 hours. While you wait, after verifying your email you have access to a gated demo of the platform to explore it on your own and chat with our Supervisor AI Sara.

Before you start: what you'll need

A handful of real fields — the form is built to verify your company is a credible partner, not to profile you for email marketing. Have these handy:

• Your company VAT number (Italian or foreign) and country code.
• The official legal name (we'll verify it automatically when possible).
• The registered office address.
• A business email for the contact person who'll receive the verification email and our outreach.
• A password at least 8 characters long.
• An idea of what you'd like to automate or solve with Truckscanner — no technical detail required, but the more specific you are, the more focused the first commercial call will be.

Time to fill: 3-5 minutes.

Step 1 — Company data

Open /register and click the "Apply" button on the left card "Freight forwarders and logistics operators" (see Getting started for the CTA map). You land on the page titled "Freight Forwarder Partner Application" with the claim "The Truckscanner network is reserved for a few selected partners. Fill in the form to apply. We'll get back to you within 48 hours."

What you do, in order:

1. Check the progress bar at the top (callout 1 in the screenshot): two numbered steps — "Company" and "Account". You're on step 1 of 2.
2. Pick the country of your VAT from the dropdown (default: "IT - Italy"). The country drives the format validation and points the lookup at the right public registry.
3. Type the VAT or tax code in the next field (callout 2, placeholder "e.g. 01234567890"). The system runs an automatic lookup:
   • For Italian VATs we query the VIES registry (the EU public database for VAT validation) and the chambers-of-commerce registries to fetch legal name and address.
   • On a match you see a confirmation under the field with the wording "Data pre-filled from official registries" (or "VIES data pre-filled" if only VIES returned data) and the fields below populate themselves.
   • If the lookup doesn't find a match (newly incorporated company, data not yet propagated, country outside the registries we query) the message "Not found in registries." appears with a "Fill in manually" button: click it to unlock the fields and enter the data by hand.
4. Fill or confirm "Legal name": the exact value as it appears in your company registration (e.g. Acme Logistics SRL).
5. Fill "Registered office address": type the start of the address into the field with the magnifier icon labelled "Search address…" and pick from the dropdown showing real addresses (Google autocomplete). If autocomplete returns nothing, the system falls back to manual fields (Address / City / Province / ZIP) you fill in yourself.
6. Click "NEXT" at the bottom right (callout 3 in the screenshot). If a required field is missing or invalid, red error messages appear and the page auto-scrolls to the first error.

Step 2 — Profile, need, consents

After clicking "NEXT", the progress bar advances to step 2 "Account" and the profile section opens.

What you fill, in order:

1. Personal profile (under "Your profile"):

   • "First name" and "Last name" of the contact person. These identify you as the company admin in the platform and in our outreach.
   • "Phone": country prefix selector (default +39) plus the number. We use it for the commercial follow-up only, not for spam.
   • "Email" (placeholder "email@company.com"): must be reachable right away, because at the end of the form we send the verification email and without it you can't access the demo.
   • "Password" (placeholder "Min. 8 characters") and "Confirm password": the two fields must match and be at least 8 characters.

2. Need (under "Tell us about your need", callout 1 in the screenshot): the textarea below the prompt "Why are you here? What would you like to solve or automate?". The placeholder suggests the most useful examples ("Load dispatching, shipment tracking, communication with carriers, client management… write freely…"). Below the textarea sits the note "Not required, but helps our team prepare the first contact.".

   Looks optional but it's the most-read field

   Technically the textarea isn't blocking, but it's the first piece of data the commercial team opens when reviewing the application. Three substantial sentences ("we're an FTL forwarder in northeast Italy, 2,500 loads/year, we lose time on phone calls for dispatch and tracking") change the quality of the first call compared to a blank field. Worth investing 30 seconds.

3. Consents:

   • Tick the "I accept the Terms and Conditions" checkbox (link opens the Iubenda PDF in a new tab).
   • Tick the "I accept the Privacy Policy" checkbox (idem).
   • Both are required. Forgetting one shows the red message "You must accept the Terms" or "You must accept the Privacy" and the submit is blocked.

4. Click the final CTA button "APPLY" at the bottom right (callout 2 in the screenshot). While the system processes, the button becomes "Submitting application..." with a spinner.

What happens after clicking "APPLY"

In sequence, within seconds:

1. Green confirmation toast at the top right: "Application sent successfully!".
2. Backend account creation: your company is created with status WAITLISTED (waiting for our team's review), your user is created as admin of that company.
3. Verification email sent to the address you entered. Notification catalog:
4. Automatic redirect to the "Check your inbox" page (URL /verify-email), with text like "We sent a verification email to mario.rossi@company.com. Click the link in the email to activate your account." (the address is the one you entered in the form). For full email-step detail, see the Getting started with Truckscanner — «What happens after submitting» section.

After email verification: the gated demo

Once you click the link in the verification email you land on the confirmation page with the message "Email verified!". For forwarders the page shows the "GO TO DEMO" button (not "GO TO DASHBOARD"): that's the key difference between the forwarder and carrier paths. Click it and you enter /demo, an explorable version of the platform reserved for WAITLISTED accounts.

What you can do in the demo, briefly:

• See the dispatcher console (the daily dashboard of whoever plans loads).
• Talk to Sara, our Supervisor AI for the Control Tower (tracking + communications).
• Use a dedicated AI avatar to chat with for around 15 minutes about how Truckscanner solves your specific use case — the equivalent of a first commercial call, but self-serve, asynchronous and available 24/7.

A dedicated guide to the demo (what you can ask, how to steer it based on your main interest, which workflows to explore) is coming soon.

In parallel: the commercial team's contact

While you explore the demo, our commercial team reviews your application using the form data (verified VAT, legal name, the need you described) and contacts you within 48 business hours. Goal of the call:

• Confirm the numbers (volumes, geographies, load types).
• Verify fit with the network: Truckscanner doesn't work for every profile (e.g. tiny spot volumes don't have an immediate ROI).
• Align expectations on pricing, onboarding phases, technical integration if needed.
• If the fit is there, activate the company from WAITLISTED to ACTIVE and configure the first operational access.

If after the gated demo you've already made up your mind and don't want a call, the team respects your choice — we'll email you with a summary of next steps.

Common problems and how to report them

Coming next

See also

• Getting started with Truckscanner — the map of the two paths (forwarder vs carrier) before choosing which form to open.