Join the verified freight network
Whether you operate an FTL fleet or arrange freight as a shipper, this guide walks you through every step from the registration form to an active account. Your documents are sent to us by email: there is no upload form and no document portal.
Why company verification matters
CargoPay operates within EU freight regulations, processes B2B payment transactions, and connects carriers and shippers who depend on verified companies. Rigorous KYC and credential validation protects every participant on the network and maintains the operational standards our community demands.
Choose your account type carefully
Your account type is set when you register and cannot be changed afterwards. The two types are not two labels on the same account: each one opens a different half of the platform. Read this before you pay.
Carrier
Fleet operators, owner-drivers and haulage companies that move the freight
What this account can do
- Post your trucks on the truck exchange
- Bid on transport requests posted by shippers
- Keep vehicles, drivers and driver logs
- Issue a live truck-trace link for a haul
What it cannot do
- Post a load on the freight exchange
- Post a transport request or accept bids on one
- Run your own loading bays in DockPass
Shipper
Cargo owners, freight brokers and forwarders that need freight moved
What this account can do
- Post loads on the freight exchange
- Post transport requests and accept or reject the bids
- Run your loading bays and dock calendar in DockPass
- See carrier capacity near a shipment
What it cannot do
- Post a truck on the truck exchange
- Bid on a transport request
- Keep vehicles, drivers or driver logs
Side by side
Everything not listed below is open to both: shipments, eCMR and transport documents, payment requests and workflows, the wallet, and the verified company directory.
| Capability | Carrier | Shipper |
|---|---|---|
| Browse both exchanges | yes | yes |
| Post a truck on the truck exchange | yes | no |
| Post a load on the freight exchange | no | yes |
| Post a transport request | no | yes |
| Bid on a transport request | yes | no |
| Accept or reject bids | no | yes |
| Vehicles and fleet records | yes | no |
| Drivers and driver logs | yes | no |
| Issue a truck-trace linkThe link itself is public: anyone holding it can open it, with no account. | yes | no |
| Run your own loading bays in DockPass | no | yes |
| Book a slot at someone else’s dockBooked through a public link, so no account is needed on either side. | yes | yes |
Not sure which one you are?
- If you own or hire the trucks and you get paid to move somebody else’s freight, register as a carrier.
- If you need freight moved, whether it is your own goods or your client’s, register as a shipper. Freight brokers and forwarders register as shippers.
- If you do both, register as the one you will use most. The account type cannot be switched later.
Both account types send different documents
The verification standard is the same for carriers and for shippers, but the paperwork is not. The Required documentation page lists exactly what each account type has to send and what each document must show.
How to send your documents
All required documents are sent by email. There is no upload form and no document portal.
Send them to
Use this exact subject line
Document Submission - [Company Name] - [Carrier/Shipper]
Replace [Company Name] with your registered legal name, and [Carrier/Shipper] with the account type you registered for. For example: Document Submission - Transportes Iberia SL - Carrier. The subject line is how your email is matched to your account, so it saves days.
There is no upload form
CargoPay has no document upload form and no secure document portal. Your account has no page where registration documents can be attached. Email is the only channel. If anything else asks you to upload your registration documents, it is not us.
Before you send
- Attach PDF, JPG or PNG files. Scans and phone photographs are both fine, as long as every field is readable.
- Send everything in one email where you can.
- Use the same email address you registered with.
- Check the Required documentation page first, so you send the whole set in one go.
The verification steps
Six structured steps from initial submission to an active account. Each step validates your business credentials and ensures network integrity.
Submit your company credentials
The process begins with a structured form capturing essential business details for KYC verification.
What you'll need ready:
- Valid business email address
- Company's registered legal name
- EU VAT number (VIES-registered)
- Registered business address
- Fleet size and vehicle types (carriers)
Automatic validation includes:
- Email verification (no duplicate accounts)
- Address validation (trusted registries)
- VIES VAT number validation (real-time)
- Country consistency cross-check
Automated credential validation
Upon submission, our system immediately validates your credentials against EU registries and VIES databases.
Secure payment includes:
- Encrypted transaction processing
- PCI-DSS compliant card processing
- All major corporate payment methods
Verification fee processing
If your account type requires the one-time verification fee, you will be directed to a secure Stripe payment page. Document review begins once the fee is settled.
Send your documents to:
With this exact subject line:
Document Submission - [Company Name] - [Carrier/Shipper]
Typical documents required:
Detailed requirements
Each document category has specific requirements. View the complete documentation guide
Send your documents by email
All required documents are sent by email to our compliance team, as attachments. There is no upload form and no document portal: email is the only channel.
The subject line is how your email is matched to your account, so use it exactly as shown. We reply by email when the review is done.
Stripe Connect verifies:
- The registered legal entity, its address and its VAT number
- UBO identity verification
- AML and sanctions compliance checks
- Payment account configuration
Stripe Connect identity verification
This step is a KYC and KYB check, not only a payment setup. Stripe verifies the company and the people behind it before the account is allowed to trade with anyone on the network.
Your account is not active until it completes, so this is the step that opens the platform to you, whether or not you plan to take payments through it straight away.
Welcome email contains:
- Remaining onboarding steps
- Dedicated support contact details
Account activated
Once verification is complete, you receive a welcome email with login credentials and immediate access to the freight network.
After verification: what's next
Once your account is active, four steps get you to a working shipment. Everything else on CargoPay starts from that shipment.
First steps after verification
In this order, for every newly activated account
Top up your wallet
The wallet pays the platform fees for what you create: adding a vehicle, issuing an eCMR, posting an RFQ, booking a dock slot. Top it up first and nothing stops mid-way.
Add your customers
Under Customers, add at least two: a shipment names a shipper, a carrier and a consignee, and each one is picked from the customers in your account.
Create your first shipment
Route, goods, dates, parties and price. The shipment is the record everything else on the platform is built from.
Work from the shipment
From an existing shipment you issue the eCMR, raise the payment request, request a dock slot, put it out to bid as an RFQ and post it on the freight exchange. Each one arrives pre-filled from the shipment.
Common questions
Everything you need to know about the company verification process.
- Incorrect format: EU VAT numbers start with a two-letter country code followed by alphanumeric characters.
- Newly registered VAT number: It can take several days for new VAT numbers to propagate to the VIES database.
- Weekend or holiday timing: The VIES system occasionally undergoes scheduled maintenance.
- Special characters included: Use only letters and numbers, no spaces, hyphens or punctuation.
If the issue persists, our compliance team can verify your VAT status manually.
- Form submission: 1 to 2 minutes
- Automated VIES validation: 5 to 10 seconds
- Document review: 2 to 5 business days from the moment your email arrives
- Stripe Connect onboarding: usually instant, up to 48 hours in some cases
Documents sent with an incomplete subject line take longer to match to your account. For the complete list of documents, see the Required documentation page.
Security and data protection
We protect your operational data with industry-standard encryption and comply with all EU data protection regulations.
- AES-256 encryption at rest and in transit
- Personal identifiers masked in audit logs
- No data sold or shared with third parties
- Right to erasure at any time
GDPR compliance
As an EU-based freight platform, we fully comply with all GDPR requirements:
- Right to access your data
- Right to rectify inaccurate information
- Right to erasure (right to be forgotten)
- Right to data portability
Audit and compliance trail
Every action on your account is logged in a secure, immutable audit trail for regulatory compliance.
- Complete transaction transparency
- EU regulatory compliance logging
- 7-year retention period
Support during verification
Our compliance team is available to assist with any onboarding questions.
When to contact support
- Error messages you don't understand
- VIES validation consistently fails
- Special circumstances registration
- Missing emails after reasonable time
What to have ready
- Email address used to register
- Company VAT number
- Brief description of the issue
- Any error messages received
Response times
- Business hours Usually within 2 hours
- Evenings Next business day
- Critical Prioritised immediately
Ready to join the verified network?
Begin your verification today and join the CargoPay network of verified carriers and trusted shippers executing lanes across Europe.