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Complete guide for sellers importing inventory via ocean freight to Cahoot warehouses. Covers carrier options, documentation requirements, cost considerations, and delivery coordination to ensure smooth international inbound shipments.

Quick Overview: Sellers can use their own ocean freight provider or request Cahoot's partnered service. Regardless of choice, advance notice and proper documentation are required for successful delivery coordination and warehouse receiving.

Choose Your Ocean Freight Provider

Sellers have two options for international inbound shipments:

Option 1: Use Your Own Ocean Freight Provider
  • Arrange your own ocean freight and/or drayage services
  • Work directly with your chosen freight forwarder
  • Handle shipping arrangements and payments independently
  • Coordinate delivery times and appointments with Cahoot
Option 2: Use Cahoot's Partnered Ocean Freight Provider
  • Cahoot coordinates with our partnered freight provider
  • Simplified communication through Cahoot team
  • Must provide advance notice and pickup scheduling details
Important: If choosing Cahoot's partnered ocean freight service, you must notify us in advance and provide pickup date/time from your supplier. This cannot be arranged last-minute.

Essential Information Cahoot Needs

Regardless of which ocean freight option you choose, Cahoot requires the following information:

1Container Arrival Timeline

  • Estimated port arrival date and time
  • Expected delivery date to Cahoot warehouse
  • Any potential delays or schedule changes

2Container Loading Documentation

  • Photos of the loaded container before sealing
  • Detailed packing information and layout
  • Product placement and organization within container
  • Attach pictures and documentation to your inbound's conversation panel. 

3Shipment Details

  • Container size and type (20ft, 40ft, etc.)
  • Total weight and dimensions
  • Product quantities and SKU information
  • Any special handling requirements
Why This Matters: Container photos and packing details help our warehouse team prepare for efficient receiving and ensure proper inventory processing when your shipment arrives.

Communication Requirements

1Send a conversation message on your inbound in Cahoot

2Email inbounds@cahoot.ai for any questions or special coordination needs

3Provide updates if timeline or delivery details change

Critical for International Sellers: Cahoot is NOT the Importer of Record and does not provide our EIN number for customs purposes. You must handle all import documentation and duties before shipments arrive at Cahoot warehouses.

Understanding Importer of Record Requirements

What This Means:

  • You must be listed as the Importer of Record for anything you import to the US

    This practice is consistent with all professional 3PLs in the US, including Amazon FBA

EIN Number Requirements

1Cahoot Does Not Provide EIN for Import Purposes

  • Cahoot is neither the importer, exporter, nor merchant of record

    Our EIN cannot be used on commercial invoices or customs documentation

    You must use your own company's EIN for all import documentation

2Setting Up Your US Business Entity

United States law requires businesses to have an Employer Identification Number (EIN) to ship merchandise into the US. If you don't currently have a US business entity:

  • LLC Formation Services: Consider services like Firstbase.io to set up a US LLC

    Business Entity Options: You can incorporate your business or register as an LLC

    Professional Guidance: We strongly recommend consulting a US lawyer to understand which business entity best fits your operations and tax needs

Important Timeline Note: Setting up a US business entity and obtaining an EIN takes time. Start this process well before your first shipment to avoid customs delays.

Customs Clearance Responsibilities

Before Your Container Arrives at Cahoot:

  • Complete all customs clearance procedures using your company's information

    Pay all applicable duties and import fees

    Ensure customs broker has released the shipment

    Provide cleared customs documentation to Cahoot

Shipment Rejection: Cahoot reserves the right to refuse shipments that have not cleared customs or have outstanding duties. This protects both your business and Cahoot from legal and financial liability.
Critical Cost Awareness: Ocean freight invoices often include many additional charges beyond the base quote. Understanding these potential costs upfront prevents billing surprises and helps with accurate budget planning.

Common Ocean Freight Charges

Ocean freight pricing typically includes a base quote, but final invoices may include numerous additional charges:

Charge Category Common Charges What to Expect
Base Ocean Freight • Ocean freight (per container)
• Fuel surcharges
• Carrier base charges		 Usually included in initial quote
Port & Terminal Fees • Pier Pass fees
• Terminal handling charges
• Gate fees
• Port congestion fees		 May not be included in base quote; subject to port conditions
Customs & Documentation • Customs brokerage
• ISF filing fees
• Documentation fees
• Courier service fees		 Usually additional to base freight quote
Duties & Bonds • Import duties
• Customs bonds
• Tax assessments		 Never included in freight quotes - always additional
Drayage & Delivery • Chassis rental fees
• Delivery charges
• Driver detention fees
• Pre-pull charges		 Base delivery often quoted, but additional fees may apply
Insurance & Misc • Cargo insurance
• Storage fees
• Examination fees
• Special handling charges		 Optional or circumstantial charges

 

Cost Variables to Understand

Duties & Customs Charges

  • Duties are never included in freight quotes - these vary based on product classification and country of origin
  • Customs bonds may be required if importer doesn't have one on file
  • Duty amounts are subject to change and determined by customs authorities

Port-Specific Charges

  • Los Angeles/Long Beach: Pier Pass fees typically apply
  • Oakland: Gate fees commonly charged
  • Congestion fees may apply during busy periods without advance notice

Time-Sensitive Charges

  • Driver Detention: Charged when loading/unloading exceeds free time (typically 1-2 hours)
  • Chassis Rental: Daily fees that accumulate over time
  • Storage: Fees for extended port or warehouse storage

Getting Accurate Cost Estimates

1Request detailed quotes that specify which charges are included vs. additional

2Ask for estimates on duties based on your product classifications

3Clarify which fees are fixed vs. variable or conditional

4Understand the terms and conditions that may trigger additional charges

Budget Planning Tip: Plan for final invoice totals to be 20-40% higher than base freight quotes due to additional charges, duties, and fees that may not be included in initial pricing.

Documentation & Procedure Issues

Most Common Problem: Missing or late documentation submissions can cause significant delays and trigger additional service fees from freight providers.

Critical Deadlines:

  • ISF Filing: Must be submitted 3 days before departure - no exceptions
  • Pre-Alert Documents: Required 1 day before departure minimum

  • Power of Attorney: Must be completed before any customs services can begin

    One-Time Setup: The Power of Attorney is only required for your first ocean freight shipment with Cahoot. Once completed and on file, this documentation will cover all future ocean freight shipments.
  • Manufacturer Information: Must be complete and accurate on all documents

Prevention Strategies:

  • Prepare all required documentation well in advance of cargo ready date
  • Double-check that manufacturer information is complete and consistent across all documents
  • Confirm Power of Attorney is properly executed and on file
  • Submit booking requests with complete information to avoid delays
  • Wait for shipment approval before making any pickup arrangements

Delivery & Timing Issues

Common Problems:

  • Container arrives at port but delivery scheduling delays
  • Warehouse not prepared for container size or special requirements
  • Missing documentation causing customs delays

Prevention Strategies:

  • Provide advance notice of container arrival
  • Schedule warehouse delivery appointments early
  • Ensure all customs documentation is complete and accurate
  • Maintain regular communication with all parties

Communication Breakdowns

Prevention:

  • Use both inbound conversation messages and email for important updates
  • Provide updates when timelines change
  • Maintain contact information for all parties involved
  • Confirm receipt of important information

Related Knowledge Base Articles

Contact Information

  • General Inbound Questions: Send conversation message on your inbound
  • Urgent Coordination: Send conversation message on your inbound AND email inbounds@cahoot.ai

Next Steps After Reading This Guide

1Determine which ocean freight option suits your needs

2If using Cahoot's service, contact Cahoot Support with pickup requirements

3Plan container documentation and photo requirements

4Coordinate delivery scheduling with Cahoot warehouse

Remember: Ocean freight coordination requires advance planning. Start the process early and maintain clear communication throughout to ensure successful delivery to Cahoot warehouses.

 

 

 

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