7 Mistakes You are Making with Freight Brokers (and How to Fix Them)

Working with freight brokers should make your shipping life easier, not more complicated. But too many businesses fall into the same traps that end up costing them time, money, and a whole lot of headaches. Whether you're new to freight brokerage or you've been at it for years, these seven mistakes could be sabotaging your success without you even realizing it.

Let's dive into the most common pitfalls and, more importantly, how to avoid them.

Mistake #1: Playing the Field with Multiple Brokers

Here's a mistake that seems smart on the surface but actually backfires every time: working with multiple freight brokers for the same shipping needs.

The logic makes sense, right? More brokers means more options, better rates, and increased competition working in your favor. Wrong.

What really happens is you create a mess. Most freight brokers work with the same pool of carriers, so you're essentially creating unnecessary bidding wars that drive up your final costs. Plus, you'll spend more time managing multiple relationships, dealing with conflicting information, and trying to coordinate between different parties who aren't talking to each other.

The Fix: Build a solid partnership with one reliable freight broker who gets your business. When you work consistently with the same broker, they learn your shipping patterns, understand your priorities, and often reward loyalty with better rates. You'll get more personalized service, clearer communication, and honestly, way less stress.

Mistake #2: Accepting Poor Communication as "Normal"

Too many shippers settle for freight brokers who leave them in the dark. You know the type – they promise your truck will arrive "sometime Tuesday" and then go radio silent when Wednesday rolls around with no delivery in sight.

Good communication isn't a luxury in freight brokerage; it's basic customer service. If your broker can't tell you where your freight is, when it'll arrive, or what happens when things go wrong, you're working with the wrong people.

The Fix: Partner with brokers who communicate proactively throughout the entire shipping process. They should provide realistic delivery timelines upfront, send regular updates during transit, and take accountability when issues arise. Quality brokers don't disappear when problems happen – they work with you to find solutions.

Mistake #3: Ignoring the Money Trail

Slow billing and payment processes might not seem like your problem as a shipper, but trust me, they are. When your freight broker struggles with cash flow because they can't get their invoicing together, it trickles down to affect service quality, carrier relationships, and ultimately your shipments.

Brokers dealing with payment delays often have to work with lower-quality carriers willing to wait longer for payment, or they pass hidden costs onto you to cover their cash flow gaps.

The Fix: Work with brokers who have their financial house in order. Ask about their payment terms and processes during your initial conversations. Professional brokers use automated systems to handle invoicing quickly and maintain healthy cash flow, which translates to better service for you.

Mistake #4: Overlooking Documentation Standards

Here's a mistake that can cost you big time: working with brokers who treat record-keeping like an afterthought. Poor documentation leads to billing disputes, delivery issues, claims problems, and regulatory headaches that nobody wants to deal with.

When shipments go sideways – and they will occasionally – solid documentation is your lifeline. Without proper records, resolving disputes becomes a nightmare of he-said-she-said finger-pointing.

The Fix: Choose brokers who treat documentation seriously from day one. They should maintain detailed records of every conversation, rate confirmation, delivery receipt, and shipment detail. Modern transportation management systems make this easy, so there's no excuse for sloppy record-keeping.

Mistake #5: Getting Seduced by Rock-Bottom Prices

We get it – everyone wants to save money on freight. But when a broker's rates seem too good to be true, they usually are. Brokers operating on razor-thin margins often cut corners in ways that'll cost you more in the long run.

They might work with unreliable carriers, skimp on insurance coverage, provide minimal customer service, or hit you with surprise fees that weren't mentioned upfront. Sometimes they're simply running unsustainable operations that'll leave you scrambling when they go out of business.

The Fix: Look for competitive pricing, not the absolute cheapest option. Quality brokers find the sweet spot between fair rates and reliable service. They're transparent about their pricing structure and don't surprise you with hidden fees.

Mistake #6: Putting All Your Eggs in One Basket

On the flip side of working with too many brokers is the opposite extreme: becoming completely dependent on a single relationship without any backup plan. This creates dangerous vulnerability in your supply chain.

What happens when your go-to broker loses a key account and suddenly can't offer the same level of service? Or when market conditions shift and they can't access the capacity you need? Without diversified options, you're stuck scrambling at the worst possible time.

The Fix: Build a primary relationship with one trusted broker while maintaining secondary relationships with one or two others. This gives you the consistency and partnership benefits of a main relationship while protecting against unexpected disruptions.

Mistake #7: Accepting Outdated Technology and Processes

In 2025, there's no excuse for working with brokers still operating like it's 1995. If your broker is still "dialing for trucks," relying on spreadsheets for tracking, or making you call for shipment updates, you're working with a company that's behind the times.

Outdated processes create inefficiencies that cost you time and money. They also indicate a broker who isn't investing in their business or keeping up with industry standards.

The Fix: Partner with brokers who leverage modern transportation management systems, provide online shipment tracking, use digital documentation, and have proper cybersecurity measures in place. Technology should make your shipping experience smoother, not more complicated.

The Bottom Line

Freight brokerage doesn't have to be complicated or frustrating. Most problems stem from working with the wrong partners or accepting subpar service as "just how things work."

The best freight broker relationships feel like true partnerships where both sides are working toward the same goals: moving your freight safely, on time, and at fair rates while maintaining clear communication throughout the process.

Take a hard look at your current freight brokerage relationships. Are you making any of these seven mistakes? If so, it might be time for a change. Your supply chain – and your sanity – will thank you.

At IMFX, we've built our business around avoiding these common pitfalls and delivering the kind of freight brokerage service that actually makes your job easier. Because shipping your products shouldn't be the hardest part of your day.