Request Support
  1. Cahoot
  2. Order Fulfillment
  3. Sellers
  4. Inbounds

Menu

Creating high-quality Inbounds will help expedite the receiving of your items and avoid issues that may lead to delays. This guide will walk you through the complete process step-by-step.

Required Reading: Please review the Preparing Inbound Shipment Guidelines before getting started.
🔍 Before You Start - Important Information

Understanding Warehouse Assignment

Key Point: You don't choose which warehouse to ship to - Cahoot assigns your approved inbound to the most appropriate warehouse based on:

  • Product types and storage requirements
  • Current warehouse capacity
  • Geographic efficiency
  • Network optimization
Important: Do not ship anything before receiving approval. The Cahoot warehouse address will only be provided after your inbound is submitted in Pending Approval status. Once your inbound shipment is approved and assigned, the warehouse address will be displayed on the inbound details page along with the warehouse's delivery information — drop off hours, liftgate, limited access, appointment requirements, and any special delivery instructions.
Assigned Ship To Location on Inbound Page
Click to expand image

Preferred Shipping Carrier Explained

Choose Your Preferred Shipping Carrier Carefully:

  • Cahoot Partnered Carriers (Default): Cahoot schedules pickup and provides all shipping documents. Best for most shipments.
     
  • Own Carrier Labels: You arrange and pay for shipping yourself. Use this option when shipping international or directly from supplier/manufacturer. Contact Cahoot in the conversation panel to request this option. 
If the Own Carrier Labels option is not visible on your inbound, contact Cahoot Support to have it enabled on your account before submitting.

International Shipments

International Sellers: If shipping from outside the US, we advise selecting "Own Carrier Labels" as Cahoot's partnered carriers are best domestically. If you cannot select Own Carrier Labels, send a conversation message on your inbound letting us know.
Importer of Record Requirements: Cahoot does not serve as the Importer of Record and cannot provide our EIN number for customs purposes. You must be listed as the importer and ensure all customs duties are paid before arrival at Cahoot. Read the complete Importer of Record requirements in our Ocean Freight guide.

Before Creating Your Inbound

  • Ensure all products are created in your Cahoot account
    • Add Item Dimensions (LxWxH), Weight, Suggested Packaging, Master Case Info in the Product Editor for faster processing. 
  • Have accurate quantities ready
  • Review prep guidelines for your product types
Product Editor
Click to expand image
📝 Step 1: Creating Your Inbound Draft

1In the top navigation, go to Work Orders → Inbounds.

2On the Assigned to Partner tab, click Add New Inbound.

3Create a unique Inbound Name and choose an Estimated Ship Date.

💡 Time-Saving Tip: Clone Existing Inbounds

If you're creating multiple inbounds with the same inventory, you don't need to create each inbound from scratch.

After creating your first inbound, open it and select Other Actions → Clone Inbound. The cloned inbound will copy your Ship From address, products, quantities, packing information, and other details. Simply update the Inbound Name and any other information that differs before submitting.

This is the fastest way to create multiple similar inbounds while avoiding duplicate data entry.

4Add the Ship From (origin) address. If inventory is shipping from multiple locations, you must create separate inbounds for each.

Sending inventory to multiple Cahoot regions? Create a separate inbound for each destination region and use the inbound name to indicate where each should go. Naming inbounds by region (e.g., "Inbound-1 East Coast") makes them easy to track.

Tip: If you're shipping from your primary warehouse, click the Use Default Address checkbox to auto-fill the address configured in your Cahoot Account.

5Enter the Pickup Hours, and specify if the pickup location requires a Liftgate or has any Limited Access requirements.

Note: The Carrier Pickup Date, Pickup Hours, Liftgate, and Limited Access fields describe your pickup location and only apply when Cahoot is scheduling the pickup through Cahoot Partnered Carriers. If your supplier or carrier is arranging the shipment (Own Carrier Labels), you can leave these fields blank.

Adding Products to Your Inbound

6Click Add Item to add products using one of these methods:

  • Enter a SKU and/or Barcode and click Add Item
  • Leave both fields blank and click Add Item to open the search window
  • Use filters in the search window to find items and select multiple SKUs via checkboxes
  • If you don't see an item, click Add New Product to create the SKU
Barcode Warning: Items received without barcodes will incur additional processing fees and require a separate Inventory Prep Work Order. Learn more about inventory prep work orders.

Ensure all items have barcodes before shipping.

If the Barcode value is missing on the inbound, you will see an Edit Product link.

  • Click Edit Product to open the Product Editor.
  • Add the barcode value in the Product Editor.
  • Continue completing the inbound without refreshing the page.
  • Save or Submit the inbound - barcodes will update automatically.
Important: Do not refresh the page after adding barcodes or you will lose your progress.
Edit Product link example
Click to expand image

7Enter the Quantities of each SKU you're shipping to Cahoot.

 

8Confirm all items on the inbound have their item dimensions, weights, suggested packaging, and case pack information configured in the product editor.

Note: If you are approved to send Custom or Branded packaging, follow the steps on how to Create Packaging and add them to your inbound.

 

Choosing Your Shipment Method

9Select your Shipment Method:

  • Small Parcel: Shipping in boxes
  • LTL: Less than 8 pallets
  • FTL: More than 8+ pallets
  • Container: Ocean freight

Preferred Shipping Carrier:

  • Cahoot Partnered Carriers: Default option. Cahoot handles everything.
  • Own Carrier Labels: You arrange shipping. Send a conversation message to request this option.  

10Enter Packing Information:

  • Click Add Box/Pallet
  • Enter dimensions (L×W×H in inches) and weights (in pounds)
  • Add quantity and cargo description for each package

11Download and print the Box/Pallet Content Labels. Learn more here.

12Check the certification box confirming your inventory will arrive prepped according to Prep Guidelines.

✅ Step 2: Submitting for Approval
Critical: Once an Inbound is Approved, it cannot be edited. Double-check all information before submitting. Use Save as Draft if you need to make changes later.

1Review all information carefully for accuracy.

2Click Submit Inbound and confirm by clicking Yes.

3Use the Conversations panel to request approval:

  • Add a message requesting approval for the inbound
  • Include any special instructions or notes
  • All future communication about this inbound should use this panel

What Happens Next

  • Cahoot team reviews your inbound for completeness and compliance
  • You'll receive notification via Conversations when approved
  • The warehouse address will be assigned and provided only after approval
  • You can then proceed with creating shipping documents

 

🚚 After Approval: Cahoot Partnered Carriers

Follow these steps if you selected Cahoot Partnered Carriers for your shipment method. This means shipping arrangements and the necessary shipping documents will be created directly within your inbound.

What Cahoot Partnered Carriers includes:

  • Automatic generation of shipping labels or BOL documents in your inbound
  • Tracking information automatically added to your inbound
  • Discounted shipping rates through Cahoot's carrier partnerships
  • No need to coordinate with freight brokers or carriers directly

Creating Shipping Documents

1Generate shipping documents based on your shipment type:

Small Parcel (Boxes):

LTL Freight (Less than 10 Pallets):

FTL/Container Shipments:

  • Cahoot will schedule pickup automatically
  • BOL documents will be available for download in your inbound once ready
Note: All shipping documents (labels, BOL, tracking information) will be generated and available directly within your approved inbound. No external carrier websites or accounts needed. Notify Cahoot Support if you do not see the Create Shipping Label button under the Packing Information section.
International Shipments: Schedule LTL integration is only available for domestic US shipments. If your ship-from address is international, you will receive an error when trying to get rates. For international freight shipments, contact Cahoot Support to book freight on your behalf - we'll upload the BOL directly to your inbound.

Packing Slips and Labels

2Print Packing Slips so we know what's inside each box or pallet:

Note: Clicking the Download Box Labels button on inbound page opens an editable PDF. Simply enter the SKUs and Quantites by clicking into the popup window.
Download Box Labels
Click to expand image

3Print additional documents if needed using the Other Actions dropdown (Inbound Summary, Barcode Labels, etc.)

Marking In Transit

4After the carrier picks up your shipment, return to the Inbound and click Mark as In Transit.

5You'll be notified via Conversations when your inbound is received and SKUs are live.

Important: Take pictures of pallets/parcels before shipment leaves your facility to document any transit damage for carrier claims.
📦 After Approval: Own Carrier Labels

Follow these steps if you're arranging shipping yourself — through your own carrier account, freight broker, supplier, or manufacturer.

Verify your inbound details. Confirm the correct SKUs, quantities, and packing information are entered before submitting.

 

1Select Own Carrier Labels in the Shipment Method section of your inbound. If this option is not visible, notify Cahoot in the Conversations panel before submitting so it can be enabled — this also prevents duplicate pickups from being scheduled.

Download Box Labels
Click to expand image
If you cannot select Own Carrier Labels, contact Cahoot immediately using the conversations panel to avoid double pickups being scheduled.

2Set the Estimated Arrival Date. 

3Download your Box and Pallet Labels (required) — available once packing information is entered.

  • Shipping pallets? Attach a pallet label to the outside of each pallet. 
  • Case packs must be labeled with their contents. Your supplier's own carton labels are fine — or download Cahoot carton labels from the inbound page. 
Download Box Labels Button
Click to expand image

4Wait for Cahoot to assign your inbound. Once assigned, the Ship To section displays everything you need to pass to your carrier, supplier, or manufacturer: the warehouse address, drop off hours, liftgate and limited access requirements, and any special delivery instructions. 

Important: If Appointment Required is shown, your carrier must schedule the delivery appointment using the phone number and email displayed on the inbound.

5Send the pallet labels (and any carton labels) to your supplier so they're applied before the shipment leaves their facility.

6Keep Cahoot updated. If your ship date or delivery date changes, post an update in the Conversations panel.

7Add tracking and mark In Transit. Once shipped, add the tracking or PRO number, tracking URL, and carrier name to your inbound, then click Mark as In Transit.

Critical: Receiving will be delayed if tracking information is not provided in advance of delivery. Add this information as soon as you have it from your carrier.

Shipping Label Guidelines

For parcel shipments:

  • Ensure Cahoot Inbound ID is clearly visible on each package

Bill of Lading (BOL) Requirements

For LTL/FTL pallets and containers:

  • Ship To Address: Use the Cahoot warehouse information exactly as shown on your approved inbound page along with the warehouse's delivery information — drop off hours, liftgate, limited access, appointment requirements, and any special delivery instructions.
  • PRO Number: Enter the carrier's reference number (PRO#) as the Tracking ID in your Cahoot inbound
  • Commodity Description: Accurate description of goods being shipped
  • Pallet Count & Weight: Include dimensions and total weight
Pro Tip: If you're working with a supplier or freight broker, share this documentation with them to ensure compliance with Cahoot's requirements. This helps avoid delays and additional fees during receiving.
🎥 Video Walkthrough & Additional Resources

Complete Video Tutorial

Video Timestamps

Jump directly to specific sections:

Time Topic
0:00 First Steps
1:00 Ship From Address
1:17 Adding SKUs
1:42 Adding New SKUs
5:16 Shipment Method
5:39 Packing Information
7:30 Shipping Documentation
7:51 Mark In Transit

 

Related Articles

Pro Tip: We recommend always listing your SKUs with buffer quantity/safety stock. Read more about Partner Reserve Quantity.
Was this article helpful?
0 out of 0 found this helpful

Related articles