Vendor/ Carrier Account

Receive Payments

Overview

A PayCargo Vendor Account helps logistics providers simplify receivables through a secure, digital payment platform. The system supports automated cargo release and enables vendors to receive ACH payments directly from payers. Once a payer approves a transaction, PayCargo processes the payment the same day, subject to cutoff times, with funds typically available the next business day, excluding bank holidays.

How it Works — Account Registration

Vendors can complete a straightforward registration process by providing their business and banking information. Once approved, vendors can begin receiving payments and issuing payment approval notifications immediately.

How it Works — Receiving Payments

Payments are typically processed in two main stages:

1. Payer Payment Submission, Approval & Processing

• Submission: The Payer enters the payment details in PayCargo with the transaction information provided by the Vendor.

• Notification: Once a payer approves an invoice for payment, the Vendor will receive a real-time Payment Approval alert via email and in your dashboard.

• Cargo Release: This approval alert serves as the Vendor's "guaranteed payment." The vendor can release the cargo immediately without waiting for the funds to be actually deposited into the bank account.

• Tracking: Use the "Transaction Search" or "Activity" tabs in your dashboard to monitor the status of every payment in real-time.

2. Receiving the Funds

• Direct Deposit: PayCargo batches all approved payments and deposits them directly into your linked bank account via ACH.

• Timing: For payments approved before the daily cutoff (6:00 p.m. EST), funds are typically deposited by the next business day.

• Reporting: You can download Reconciliation Reports from your dashboard to match bulk deposits with individual shipment/invoice numbers.

Key Benefits of a Vendor Account

No cost to receive payments: Registration and payment acceptance are free for vendors.

Faster cargo release: Vendors receive real-time payment approval alerts, allowing cargo to be released without waiting for checks or wires to clear. Many carriers in the PayCargo network release cargo within one hour of approval.

Reliable deposits: Approved payments are deposited via ACH, usually by the next business day.

Dispute management: Review, approve, or dispute invoices within the platform before final settlement.

System integration: Connect PayCargo with existing systems using API or EDI for streamlined data exchange.

Customization and reporting: Require specific reference numbers for payments and access reconciliation reports to match deposits with individual invoices

Related Questions

What information do vendors need to provide to register for an account?

To register for a PayCargo Vendor Account, you will need to provide basic administrative, business, and banking information. This includes a primary contact and login details, your company’s legal name and Federal Tax ID (EIN), business address and industry type, and bank account information for ACH deposits. You must also select a primary currency and authorize PayCargo to verify your business and banking details.

What guarantee do I have that payments will be deposited into my account as a PayCargo Vendor?

PayCargo protects vendors through its payment approval guarantee. Once a payer approves a transaction, PayCargo verifies the availability of funds and issues a payment approval alert, which serves as a binding commitment that the funds will be deposited. Approved payments are typically deposited via ACH by the next business day, and PayCargo verifies funds at the time of approval to help prevent insufficient funds risk. Each transaction is recorded in a permanent audit trail, and all payments are processed using secure, compliant financial protocols.

Is there a simple way for Payers to find me as a Vendor?

Yes. Once you are registered and approved, your company is added to PayCargo’s searchable vendor network. Payers can find you by searching your company name, browsing by industry or location, or requesting a carrier association to simplify future payments. Vendors can work with their account manager on setting up a payment link or QR code to making it easier for customers to pay you quickly.

How do I elect to accept credit card payments on PayCargo?

By default, PayCargo Vendors automatically accept credit card payments through the platform’s Merchant Services from registered Payers. If you would like to receive payments from our guest platform, a vetting will need to take place and be reviewed by our specialist team.

Managing credit card acceptance:

• Automatic enrollment: Your account accepts credit cards, ACH, and PayCargo Finance upon registration.

• Opt-out: Contact PayCargo support to decline credit card payments.

• Chargeback responsibility: Vendors remain responsible for any payer-initiated chargebacks.

• Platform discretion: PayCargo may disable credit card acceptance to protect against fraud.