It happens more often than shippers would like to admit: A delivery looks on budget until the invoice arrives padded with unexpected fees. Detention, liftgate service, residential surcharges — the list goes on. These “extras” may seem minor on a single shipment, but across hundreds or thousands of loads, they quietly eat into profit margins. Left unmanaged, accessorial charges can become “hidden” expenses that steadily inflate total transportation spend.
For organizations working with tight budgets, even modest charges multiplied over the course of a year represent a significant and unnecessary hit to the bottom line. So how do you move from surprise invoices to predictable, manageable costs? These strategies can help you negotiate accessorials more effectively and strengthen your position with carriers.
Leverage shipment data
Numbers speak louder than assumptions. Use your transportation management system (TMS) or freight audit data to track how often accessorial charges occur, which charges are most common, and how much they cost on average. Showing carriers hard data — such as “detention occurs on only 5% of our loads” — makes your case stronger than broad claims about fairness.
Document and challenge discrepancies
Disputing unjustified fees requires solid documentation. Maintain records of dock availability, driver check-in times, and communications with carriers. If you can prove a detention charge was applied despite open dock doors, you create accountability and reduce the likelihood of repeat errors. Over time, carriers learn your team will push back when charges are misapplied.
Bundle accessorials into contracts
Rather than paying unpredictable charges on a shipment-by-shipment basis, negotiate caps or flat rates on high-frequency accessorials. For example, setting a fixed rate for liftgate service ensures predictability and shields you from sudden price spikes. Bundled agreements can also simplify invoicing and reduce administrative overhead.
Use benchmarking to strengthen your case
Don’t negotiate in a vacuum. Compare your accessorial rates to industry averages or competitive benchmarks. If your detention rate is above the market norm, carriers will find it harder to justify keeping it there. Benchmarking also highlights areas where you may already be getting a fair deal, allowing you to focus negotiation energy where it matters most.
Collaborate on process improvements
Sometimes the best negotiation strategy is preventing accessorial charges from occurring in the first place. Work with carriers to streamline loading and unloading, improve scheduling accuracy, or provide clearer delivery instructions. Carriers appreciate shippers who reduce inefficiencies, making them more willing to agree to reduced or waived accessorials.
Leverage volume and relationships
Finally, use your shipping volume and consistency as bargaining power. Carriers value reliable partners who provide steady business and may offer concessions on accessorials in exchange for lane commitments or long-term contracts. Strong relationships often open the door to more flexible negotiations.
Accessorial charges will always be part of the shipping landscape, but they don’t have to feel like hidden costs. By arming yourself with data, documentation, and a structured negotiation strategy, you can take control of these fees and prevent them from undermining your profitability.
For many companies, the difference between paying standard tariffs and negotiating smarter can amount to significant annual savings. More importantly, it builds stronger, more collaborative relationships with carriers, turning what used to be a source of frustration into an opportunity for mutual value.