How Can Shippers Use Rising Vacancies to Secure More Flexible, Cost-Effective Storage?

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The U.S. warehouse market is shifting fast. Vacancy rates just hit 7.1% in Q2 2025, the highest level in over a decade. It’s a dramatic swing from the space-constrained chaos of just a few years ago, when pandemic-fueled demand sent shippers scrambling to lock in square footage at any price.

Today, those same warehouses are sitting partially empty. Sublease availability has surged past 225 million square feet, and developers have slashed new construction by 45% year-over-year. For brands and logistics teams still feeling whiplash from last year’s stockpiling wave, the current moment might look like a warning. But with the right strategy, it’s actually a window of opportunity.

The Hidden Cost of Empty Space

Leased square footage that sits idle is more than just a sunk cost; it’s a drag on cash flow, inventory turns, and operational efficiency. Many brands overcommitted during the supply chain panic and are now underutilizing expensive long-term leases. Rents, still averaging over $10 per square foot, haven’t dropped much due to lease lag. That means even as the market softens, the costs remain sticky.

If you’re a shipper sitting on more space than you need, it’s time to rethink your approach to storage. Subleasing is one option, but it isn’t always simple. Quality of sublease inventory can vary widely, and not every landlord is keen to play ball. That’s where more creative models are gaining traction.

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The Rise of Flexible Storage Models

As traditional warehousing strains under cost and commitment, brands are exploring alternatives. Multi-tenant and shared warehouse spaces are becoming more viable for those with fluctuating demand. These environments allow shippers to expand or contract their footprint in real time, without the burden of long leases.

Another emerging option is the peer-to-peer fulfillment model. Platforms like the Cahoot P2P Fulfillment Network allow merchants to monetize their unused storage and fulfillment capacity by plugging into a distributed network of sellers. That means if you’re looking to get out of a lease, you might be able to repurpose your existing warehouse space as a revenue-generating node in someone else’s ecommerce operation. Or, if you’re winding down your lease entirely, you could still ship nationally using the Cahoot network without the overhead.

Negotiating From a Position of Strength

In softening warehouse markets like the Inland Empire, Dallas-Fort Worth, and even New Jersey, shippers are finding themselves in a rare buyer’s market. With construction down and sublease listings up, there’s leverage to negotiate short-term deals, flexible expansion clauses, and even tenant improvement credits, terms that would have been laughable in 2021.

But it takes planning. The key is to assess your demand cycles and real estate needs with brutal honesty. How much space do you truly need? Can your inventory strategy adapt to decentralized fulfillment? Would modular lease structures serve your business better than fixed commitments?

These are hard questions, but answering them now can create long-term resilience.

Timing the Real Estate Reset

Right now, we’re hearing from brands that are reevaluating every fixed cost on the books, and warehousing is near the top of the list. The companies that paused, audited their operations, and leaned into flexibility early are already seeing savings compound. One brand recently cut 40% of their storage expense by transitioning part of their fulfillment to Cahoot nodes; they didn’t lose autonomy, they gained agility.

That kind of agility is becoming a competitive advantage. It’s not just about finding cheaper storage, it’s about staying nimble when the market shifts again, and it will.

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How to Capitalize Now

This isn’t about gambling on the market. It’s about hedging against the next disruption while improving today’s bottom line. Whether that means subleasing, switching to a shared facility, or plugging into a P2P network, the goal is the same: reduce fixed costs, increase flexibility, and stay ready for whatever comes next.

The warehouse vacancy surge won’t last forever. But for shippers willing to act now, it’s a rare chance to shift from reactive leasing to a proactive strategy. Just make sure your space is working for you, not against you.

Frequently Asked Questions

What is driving the spike in warehouse vacancies in 2025?

The surge is largely due to pandemic-era overbuilding, reduced demand, and companies offloading excess space they acquired during the supply chain crunch of 2021–2023.

Why are rents still high despite rising vacancies?

Many leases were signed when the market was tight and are locked in for years. Landlords are not rushing to lower rates until those contracts come up for renewal.

What is a sublease, and is it worth considering?

A sublease is when a tenant leases out unused warehouse space to another company. It can be a cost-effective short-term option, but it requires due diligence on the space condition and lease terms.

What is peer-to-peer fulfillment?

Peer-to-peer fulfillment allows businesses to fulfill orders from each other’s warehouses using a shared technology platform like Cahoot. It’s a flexible and scalable alternative to owning or leasing large fulfillment centers.

How can smaller brands benefit from the warehouse vacancy trend?

Smaller brands can take advantage of shared warehouse spaces, short-term subleases, or P2P networks to avoid committing to expensive, long-term leases while maintaining nationwide shipping capabilities.

Written By:

Jeremy Stewart

Jeremy Stewart

Jeremy Stewart leads customer success at Cahoot, helping merchants achieve high-performance logistics through smart technology and process optimization. With a background in both ecommerce operations and client services, Jeremy ensures that every merchant using Cahoot gets measurable results—whether they’re scaling from one warehouse to many or managing complex returns.

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Walmart Fulfillment Services (WFS): Benefits and Disadvantages

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Walmart Fulfillment Services (WFS) might be one of the best-kept secrets in ecommerce logistics. But is it the right fit for your business? That depends on a few things. Cost. Control. And whether you’re okay putting more of your operations in Walmart’s hands. Let’s dig into the pros and cons so you can make an informed decision, and maybe avoid some expensive missteps.

What is Walmart Fulfillment Services (WFS)?

WFS is Walmart’s in-house fulfillment service, designed to rival Amazon FBA. Sellers send inventory to Walmart fulfillment centers, and Walmart handles storage, picking, packing, shipping, and customer service. Eligible products gain the coveted “Fulfilled by Walmart” badge, and a marketplace seller can leverage Walmart’s massive supply chain infrastructure to deliver fast, low-cost shipping across the U.S.

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Benefits of WFS: What Makes It Worth It

1. Fast, Affordable Shipping

Walmart has one of the world’s largest supply chains, and when you plug into WFS, you benefit from that scale, including access to multiple fulfillment centers that enable fast shipping. Orders are delivered quickly (often 2-day shipping), as WFS provides fast shipping to meet rising customer expectations and boost conversion rates. WFS handles shipping orders efficiently through its extensive fulfillment network.

2. Walmart-Branded Packaging

Just like Amazon FBA, WFS uses branded packaging, which reinforces customer trust. It signals that the order is coming from Walmart directly, helping smaller brands piggyback off Walmart’s reputation.

3. Higher Product Visibility

WFS items often get better placement in search results, more Buy Box wins, and that prime real estate on Walmart listings. Walmart tags like “TwoDay,” “Free & Easy Returns,” and “Fulfilled by Walmart” help increase product visibility and build customer trust. If you’re already selling on the Walmart Marketplace, enrolling in WFS can give your listings a serious edge.

4. Seamless Integration with Seller Center

Managing WFS inventory and applying for Walmart Fulfillment Services (WFS) are handled directly through Walmart’s Seller Center. Sellers create and submit an inbound order to send inventory to Walmart’s fulfillment centers, ensuring products are available on Walmart.com without a steep learning curve.

5. Excellent Customer Service Coverage

Walmart handles returns, refunds, and order inquiries directly with customers, allowing sellers to focus on their core business. That’s a major lift off your plate, especially during peak season or rapid scaling.

WFS Storage and Handling

Walmart Fulfillment Services (WFS) offers sellers a robust storage and handling solution designed to keep your inventory safe, organized, and ready to ship. With a network of advanced fulfillment centers, WFS uses cutting-edge technology to automate sorting, packing, and storage processes, ensuring your products are always handled efficiently. Whether you need pallet, shelf, or floor storage, WFS can accommodate a wide range of product types and sizes, making it a versatile choice for any ecommerce business.

Through the Seller Center, you can easily monitor your inventory levels and track storage costs in real time. This transparency empowers sellers to make informed decisions about restocking, inventory turnover, and overall business strategy. By leveraging Walmart Fulfillment Services, you can focus on growing your business while knowing your products are stored securely and managed with care. The combination of advanced technology and flexible storage options makes WFS a smart choice for sellers looking to streamline their fulfillment operations and control costs.

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WFS Security and Reliability

Security and reliability are at the core of WFS. Each Walmart fulfillment center is equipped with 24/7 surveillance, secure access controls, and alarm systems to protect your inventory from loss, damage, or theft. WFS’s fulfillment network is built on strict quality control protocols, ensuring that every item is handled and shipped with precision.

Sellers benefit from real-time inventory tracking and monitoring, so you always know where your products are within the fulfillment network. This level of transparency and oversight means you can trust Walmart Fulfillment Services to deliver your products to customers quickly and accurately. With WFS, sellers gain peace of mind knowing their inventory is safeguarded and their fulfillment process is in expert hands.

WFS Scalability and Flexibility

Walmart Fulfillment Services is designed to grow with your business, offering the scalability and flexibility needed to meet changing demands. Whether you’re ramping up for peak season, launching new products, or experiencing rapid sales growth, WFS’s fulfillment network can adapt to your evolving business needs. Sellers can easily adjust inventory levels, storage options, and shipping preferences through the platform, ensuring you’re always prepared for fluctuations in demand.

WFS also provides a variety of fulfillment solutions, including expedited shipping, so you can meet your customers’ expectations for fast delivery. This flexibility allows businesses to stay agile and responsive, no matter how the market shifts. By relying on Walmart Fulfillment Services, sellers can focus on increasing sales and expanding their ecommerce business, confident that their fulfillment partner can keep up every step of the way.

Disadvantages of WFS: Watch Out for These Drawbacks

1. Limited to Walmart Marketplace

With WFS, your inventory is stored in a single location, which can be a limitation for ecommerce businesses selling on multiple platforms. WFS only fulfills Walmart orders, so you can’t use it to fulfill Amazon, Shopify, or DTC ecommerce orders. This means maintaining parallel operations or using a separate 3PL for other ecommerce channels.

2. Additional and Hidden Fees

WFS fees include a fulfillment fee (based on size/weight), storage fees, and a monthly storage fee based on the volume of product and storage duration. But there are also additional fulfillment fees and additional fees for certain product categories, such as apparel, hazardous materials, and oversize items, as well as charges for long-term storage, prep services, and more. The costs can sneak up, especially if your inventory turnover isn’t fast.

3. No Support for Certain Product Types

Hazardous materials, hazmat items, perishable goods, and products over 150 lbs are not eligible for WFS. That limits WFS’s usefulness for some sellers.

4. Longer Inbound Processing Times

Compared to Amazon FBA, some sellers report slower receiving times and less transparency when it comes to tracking inbound shipments or resolving fulfillment center errors.

5. Control and Branding Limitations

You lose some control over the unboxing experience. It’s Walmart’s packaging and rules, not yours. If brand identity matters to you, that could be a deal-breaker.

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WFS Best Practices and Tips

To maximize the benefits of Walmart Fulfillment Services (WFS), sellers should adopt a few key best practices. Start by keeping your inventory data accurate and up to date in the Seller Center to avoid costly stockouts or overstocking. Optimize your product listings and packaging to minimize shipping costs and speed up delivery times, which can boost customer satisfaction and repeat business.

Take advantage of WFS’s prep services to ensure your products are ready for fast, efficient shipping, and use Walmart’s branded packaging to reinforce trust with your customers. Regularly review your fulfillment costs and look for opportunities to streamline your operations. Walmart Fulfillment Services also provides a wealth of resources, like guides, webinars, and dedicated support, to help sellers continuously improve their fulfillment process. By following these tips, you can reduce costs, improve delivery performance, and create a better experience for your customers.

WFS vs. Amazon FBA: How Does It Stack Up?

The WFS program is Walmart’s distinct fulfillment offering, separate from Amazon FBA. Walmart Fulfillment Services pricing features a transparent fee structure, with fulfillment fees based on weight and storage fees based on volume and duration. Walmart also charges a referral fee on each sale, which differs from Amazon’s subscription model. But if multichannel fulfillment or international reach is important, FBA (or an alternative like Cahoot) might be a better fit.

Should You Use Walmart Fulfillment Services?

If you’re serious about selling on the Walmart Marketplace and your catalog qualifies, WFS can absolutely increase product visibility and improve fulfillment speed. WFS helps sellers fulfill orders efficiently by allowing them to store their inventory in Walmart’s network of distribution centers. Inventory storage is a key feature of WFS, enabling streamlined order processing and faster delivery. But it’s not a one-size-fits-all solution. It works best when you:

  • Focus heavily on Walmart as a sales channel
  • Want to simplify Walmart order fulfillment
  • Are you okay with Walmart branding on packages?

If you’re selling on multiple platforms or you want more control and better economics across the board, it might make more sense to use a third-party fulfillment partner.

How Cahoot Can Help

Cahoot gives sellers the best of both worlds. You can fulfill Walmart orders (alongside Amazon, Shopify, and more) through a single platform. With Cahoot’s nationwide network, you get ultra-fast delivery, competitive storage rates, and control over packaging and branding, without needing to go all-in on a single marketplace. And yes, we integrate with WFS too, so you can optimize across channels.

Frequently Asked Questions

What is Walmart Fulfillment Services (WFS)?

WFS is Walmart’s in-house program that stores, picks, packs, and ships items for Marketplace sellers.

How much does WFS cost?

Fees include fulfillment and monthly storage, plus charges for returns, oversized items, and more.

Can WFS fulfill Amazon or Shopify orders?

No, WFS only works for Walmart Marketplace orders.

What products are not allowed in WFS?

Hazmat, perishables, items over 150 lbs, and some fragile goods are excluded.

Is WFS better than Amazon FBA?

It depends. WFS can offer better fees or support, but FBA supports more channels and SKUs.

Written By:

Jeremy Stewart

Jeremy Stewart

Jeremy Stewart leads customer success at Cahoot, helping merchants achieve high-performance logistics through smart technology and process optimization. With a background in both ecommerce operations and client services, Jeremy ensures that every merchant using Cahoot gets measurable results—whether they’re scaling from one warehouse to many or managing complex returns.

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Amazon AWD: Benefits and Disadvantages of the Warehousing and Distribution Bulk Storage Solution

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If you’re an Amazon seller using FBA, you’ve probably experienced the stress of storage limits, seasonal fee spikes, or juggling inventory across warehouses. Amazon heard those pain points and introduced a relatively new program called Amazon Warehousing & Distribution (AWD). AWD functions as both a distribution service and a distribution program, streamlining inventory storage, automatic replenishment, and multichannel distribution for sellers by leveraging Amazon’s extensive logistics network. It’s essentially Amazon saying, “Hey seller, let us store your extra stuff cheaply and we’ll feed it into FBA (or even ship it elsewhere) whenever you need.” In theory, it sounds like a dream: low-cost bulk storage with Amazon’s logistics muscle behind it, and many sellers are super excited about the potential of AWD to solve long-standing inventory challenges. But is Amazon’s warehouse-and-distribute service all sunshine and rainbows? As with any solution, there are pros and cons to weigh. Let’s break down exactly what AWD is and the key benefits and disadvantages of using it for your ecommerce business.

What is Amazon AWD?

Amazon Warehousing & Distribution (AWD) is a service Amazon launched to provide low-cost bulk storage and inventory distribution for sellers. Think of it as a stage before FBA. You send a large chunk of inventory to Amazon’s AWD storage facilities (which are more like traditional warehouses, optimized for cost-efficient storage). Sellers send inventory to AWD using their preferred shipping method, such as box loads or palletized loads, and the choice of shipping method can impact transportation fees, which are calculated based on specific parameters. For AWD inbound, sellers can use Amazon Global Logistics or the Partnered Carrier Program to facilitate inbound shipments, often benefiting from cost savings and logistics support. From there, Amazon can automatically replenish your stock into various FBA fulfillment centers as needed, or even fulfill orders for other channels. Using Amazon’s partnered carriers can provide integrated rates and additional cost savings for transportation. In Amazon’s own words, “Amazon Warehousing and Distribution (AWD) is a low-cost bulk storage solution that distributes your inventory to the Amazon store and non-Amazon sales channels.” AWD is fully integrated with FBA; in fact, AWD covers your FBA inbound shipping as part of its service, essentially acting as a backstop to keep your FBA inventory in stock. Amazon’s managed service also offers discounted transportation rates and auto-replenishment, simplifying supply chain operations for sellers.

AWD is part of the broader Amazon fulfillment and Amazon fulfillment network, which streamlines storage, shipping, and inventory replenishment across multiple platforms. Inventory is stored at an Amazon fulfillment center, where Amazon personnel manage inventory storage, oversee warehouse operations, and provide real-time inventory data for sellers. Inventory may be distributed to multiple fulfillment centers, and AWD can split shipments across these centers to improve delivery speed and efficiency. When inventory is moved and replenished, master case handling supports efficient multi-channel distribution and reduces safety stock requirements. Inventory in AWD and FBA is stored differently, with each system optimized for its specific storage and management needs.

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So, instead of you renting a 3PL warehouse or stuffing your garage with extra product, Amazon will hold it for you at an AWD center for a monthly fee per cubic foot (which we’ll get into). Storage and transportation fees are calculated based on the cubic feet of inventory stored or moved, and are calculated based on factors like shipping distance, weight, and method. Inventory storage is a key component of AWD, offering low-cost, long-term storage and efficient distribution to various sales channels. When your FBA stock gets low, Amazon’s systems can auto-replenish from your AWD inventory, meaning they’ll move units from the bulk storage to active FBA fulfillment centers, so you (hopefully) never run out of stock on the digital shelf. The process of moving inventory from AWD to FBA involves creating an FBA shipment and following the associated steps for preparation and dispatch. And if you have inventory there and you make a sale on another platform (say your Shopify store), Amazon can ship it from AWD to the customer; this is part of the “distribution to non-Amazon channels” promise, supporting various distribution channels and enabling multi-channel distribution for sellers.

Managing AWD is done through your Seller Central account, where you can use the AWD page to enroll, create shipments, and oversee inventory. You can track shipments and track replenishments directly within Seller Central, ensuring smooth inventory flow and order status updates.

In short, AWD is Amazon acting as your warehouse and distribution hub, not just a fulfillment center for each individual order. It’s like creating a two-tier inventory system: Tier 1 is AWD for cheap long-term storage, Tier 2 is FBA for fast order fulfillment.

With the definition out of the way, let’s dive into the benefits of Amazon AWD, followed by the disadvantages or limitations to consider.

Benefits of Using Amazon AWD

1. Lower Storage Costs (Especially for Long-Term): Storage fees in AWD are significantly cheaper than standard FBA storage fees. Amazon advertises simple pay-as-you-go pricing around $0.42–$0.48 per cubic foot per month for base storage. AWD cost is structured with two tiers: a base rate applies if you provide your own shipping, while integrated rates are available when using Amazon’s partnered carriers like AGL or PCP. That’s roughly half or even a third of what FBA might charge during peak season (Q4 FBA storage for standard items can be $2.40 per cubic foot/month!). Plus, there are no additional costs or hidden fees beyond the basic charges for inventory storage and shipping. No seasonal surcharges; AWD’s rate is steady year-round, and there are no extra fees during the holiday season, unlike some other services. For sellers, this means you can stock up on inventory (for example, buying in bulk or manufacturing larger batches for cost savings) and park the excess in AWD without hemorrhaging money in storage fees. It’s designed for bulk, long-term storage, so it’s ideal if you have, say, six months of inventory but only two months can comfortably sit in FBA before incurring long-term fees. With AWD, you reduce those dreaded aged inventory surcharges because you won’t leave items in FBA for 12+ months, and you keep the overstock in AWD until needed.

2. Automatic FBA Replenishment (Never Go Out of Stock): Perhaps the biggest operational perk is auto-replenishment. Amazon uses a data model to monitor your FBA inventory levels and will proactively transfer stock from AWD into FBA fulfillment centers to meet demand. Even during busy seasons, they claim that inventory in AWD is considered “in stock” and buyable, because they’ll make sure it flows into FBA as needed. This is huge for avoiding stockouts. If you’ve ever had Amazon limit your FBA restock quantities, you know the pain of inventory capped during a surge in sales. With AWD, anything sitting in their bulk storage doesn’t count against your FBA storage limits. They can drip-feed it in as you sell through, effectively giving you elasticity in inventory. Think of AWD as a buffer; you keep selling, Amazon keeps your Prime-ready stock topped up from the reserve. No frantic monitoring of FBA stock and emergency shipments; it’s more “set it and let Amazon manage it” for replenishment. This can also potentially allow you to take advantage of manufacturing economies (producing larger quantities less frequently) without risking long out-of-stock gaps.

3. Simplified Inbound Logistics (Amazon Handles Distribution): When you send a shipment to AWD, Amazon will handle distributing that inventory to various fulfillment centers when the time comes. That means you might avoid the hassle of creating multiple FBA inbound shipments to different FCs or paying extra for Amazon’s Inventory Placement Service. AWD pricing includes FBA inbound placement, so you send it all to one AWD warehouse, and Amazon moves it internally to where it needs to go for fulfillment. This can save on transportation costs and complexity. Amazon likely uses its network of trucks, and possibly its partnered carriers at negotiated rates, to shuttle goods around. For sellers, that’s less micromanagement. It also could mean if you have a product that will eventually need to be in, say, East Coast and West Coast fulfillment centers, you can just send a big pallet to one place (perhaps closer to your supplier or port to minimize your freight cost) and Amazon will later distribute to multiple centers. It’s a more streamlined operation for you.

4. Multi-Channel Fulfillment from One Pool: Because Amazon AWD can also serve non-Amazon channels, you don’t have to split inventory for different sales platforms. For example, without AWD, you might keep some stock in FBA for Amazon sales and other stock in a 3PL or your own warehouse for, say, your website orders or Walmart Marketplace. With AWD, you could, in theory, put all inventory in Amazon’s warehouse and fulfill all orders from there. Amazon explicitly says you can “expand to non-Amazon sales channels quickly and easily” using AWD. So, if you get an order on Shopify, Amazon can pick, pack, and ship it from your AWD inventory to that customer (via their Multi-Channel Fulfillment service). You get a single inventory pool, which reduces the need for “safety stock” in multiple locations. Less safety stock means less total inventory holding, which means less capital tied up, another financial benefit.

5. Fully Integrated with Amazon Systems: Managing AWD is done through Seller Central, like other FBA inventory. This means your inventory tracking, shipments, and reporting are all in one place. There’s no new software to learn. It’s designed to be an extension of FBA, so it’s fairly plug-and-play if you’re already FBA savvy. Also, since Amazon handles it, you trust their expertise: inventory is stored in Amazon’s own distribution centers, presumably with good security and handling. Some sellers also feel more comfortable having Amazon in charge end-to-end (fewer third-party dependencies). Additionally, Amazon offers some nice perks like no long-term storage fees in AWD (as of now) and the ability to remove or dispose of inventory from AWD if needed (should you decide to recall stock or whatever, though removal fees would apply). Essentially, AWD is Amazon becoming your 3PL, but with deeper ties into FBA than any external 3PL could have.

Those are some pretty compelling benefits: cost savings, smoother operations, and potentially sales growth from always being in stock and reaching more channels. But nothing comes without trade-offs. Let’s examine the flip side.

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Disadvantages and Limitations of Amazon AWD

1. Additional Fees and Fulfillment Costs: While storage is cheap, AWD isn’t completely free of costs. You pay handling fees, for example, there’s an inbound processing fee and an outbound processing fee per box or pallet, and a transportation fee per cubic foot to move inventory around. These are not exorbitant, but they add up. Moreover, when Amazon fulfills an order from AWD (say, an off-Amazon order), the per-unit fulfillment fee is exorbitantly higher than FBA’s fee for the same order. Why? FBA’s fulfillment fee is optimized for when inventory is already in the fulfillment center, ready to ship. If something is sitting in AWD and needs to go straight to a customer, Amazon might treat it differently and you might end up paying the multi-channel fulfillment (MCF) fee, which can eat into margins, especially on low-cost products. In essence, you save on storage but could pay more when it comes time to ship units out to customers from non-Amazon channels. For Amazon marketplace orders, inventory ideally will be transferred to FBA first (where normal FBA fees apply). But if that transfer doesn’t keep up perfectly and Amazon ever directly fulfills from AWD stock, it might cost more. So, sellers need to analyze the total cost: storage + inbound/outbound + transport + eventual fulfillment = is it still a win vs. storing myself or using a 3PL?

2. Less Control and Flexibility: When you hand over a large chunk of inventory to Amazon’s AWD, you’re essentially putting your goods completely in Amazon’s hands even before they’re needed for FBA. This comes with some risk. If Amazon has an error, damage, or loss in the AWD warehouse, you’d expect reimbursement (like FBA), but it’s another potential point of issue. More importantly, if something goes wrong with your Amazon selling account (suspension, etc.), your inventory is deep in Amazon’s system. While you can create removal orders from FBA normally, note that you cannot move inventory from FBA back into AWD, and vice versa; you’d have to remove to yourself, then to AWD if you wanted to reposition. Amazon even states that AWD facilities store items differently (bulk) and are not individually accessible like FBA. So, flexibility is reduced. If you suddenly need inventory back (say you want to send to a physical store or switch 3PLs), pulling from AWD might be slower or more cumbersome than from your own storage. There could also be processing lags, e.g., how fast do they check in shipments to AWD? If it’s anything like FBA, you can expect delays. And how quickly do they move stock from AWD to FBA when signaled? It should be smooth, but you’re on Amazon’s schedule. Essentially, you sacrifice direct control over your inventory’s movement.

3. Product Eligibility Constraints: As of now, AWD only accepts standard-size products, not oversized items. If you sell large or heavy products (like furniture, large appliances, etc.), AWD might not be available for those. This immediately limits who can benefit. Also, certain categories might be excluded or limited (for example, I suspect dangerous goods/hazmat items are not allowed in AWD, similar to how many 3PLs or Amazon’s own policies work). If you have items that require special storage conditions (climate control, etc.), Amazon might not support that either. So some sellers will find they can’t put all their catalog into AWD even if they wanted to. You’d have to maintain your own storage for those exceptions, which complicates your logistics if you hoped to consolidate everything with Amazon. Additionally, Amazon is still expanding this program; it might not have warehouses in every country you sell in. Initially, I recall AWD was focused on the US. If you sell in the EU or other regions, a similar service might not exist yet, or you’d have to use separate regional AWD programs. So it’s not a universal solution globally at this time.

4. Limited Value-Added Services (Prep, Kitting, etc.): Traditional 3PLs often offer services like labeling, poly bagging, kitting bundles, quality inspections, and so on. AWD, however, doesn’t offer as many additional services as FBA or a typical 3PL. For instance, if your products arrive needing FNSKU labels or other prep, Amazon expects those to be done beforehand (just like sending to FBA, you must prep according to their requirements). They won’t, for example, kit two SKUs into a bundle for you at AWD or do custom packaging inserts. FBA at least has some prep services (for a fee) like labeling or polybagging; AWD does not have any such option. So, AWD is fairly bare-bones: storage and moving boxes. If your supply chain relied on a warehouse doing last-minute assembly or swaps, you can’t do that in Amazon’s bulk storage. AWD also does not provide customer service; its focus is strictly on storage and distribution, not on handling consumer interactions or support. So, sellers with more complex needs might still need a 3PL for those services, diminishing the benefit of AWD.

5. Potential Delays in Fulfillment vs. Direct FBA: While auto-replenishment is great, there’s a question: what if you get a sudden spike in sales? Can Amazon move stock from AWD to FBA fast enough to not miss sales? They claim inventory in AWD is considered in stock when auto-replenish is on. It suggests Amazon might actually allow the item to be purchased even if only in AWD, and then they’ll transfer it and ship it. If that’s the case, maybe no delay (customer wouldn’t know). But if they don’t do that, a spike could mean you sell out at FBA, and while waiting for AWD transfer, you’re effectively out of stock for Prime sales for a day or two. Also, removing stock from AWD to send elsewhere isn’t instantaneous. If you suddenly have a wholesale order and need 1000 units back, a removal order from AWD might take some time to process and ship back to you, to then forward on to the buyer.

6. Commitment and Forecasting: Using AWD requires you to decide to send a larger chunk of inventory in. If you mis-forecast and send way too much of a dud product, now it’s sitting in Amazon’s warehouse, incurring storage fees (albeit low ones, but still). With FBA alone, you might have sent in less and could keep the bulk at your place for free (or for cheaper storage if you have space). So if a product doesn’t sell as expected, AWD could become a semi-long-term holding cost. Granted, it’s cheaper than FBA long-term fees, but it’s something to monitor. You don’t want AWD to become a dumping ground for bad inventory just because storage is cheap; that can still add up and hurt profits. Eventually, Amazon could also implement its own version of long-term fees if people abuse it as an indefinite storage solution. Right now, no additional holiday fees are great, but note: they have announced some fee changes for 2025 and beyond (rumor has it base rates might increase or they’ll push “smart storage” contracts). For instance, sources mention that as of late 2025, Amazon plans to raise AWD storage fees somewhat (perhaps to encourage faster turn or to cover costs). So keep an eye on Amazon announcements, the economics of AWD might shift over time as Amazon fine-tunes the service and pricing.

7. “All Eggs in One Basket” Syndrome: This is more of a philosophical drawback. Relying on Amazon for yet another aspect of your business increases your dependency on them. If there’s an AWS outage (not unheard of) or a strike or restriction at Amazon warehouses, both your FBA and AWD inventory could be affected. Some sellers prefer a diversified approach: maybe Amazon handles FBA, but they keep some stock in a separate warehouse to sell on other channels or as a backup. By moving all inventory to Amazon-run facilities, you trust their uptime and policies entirely. For instance, if Amazon suddenly changes a policy about what can be stored or raises fees unexpectedly, you have to scramble. With your own or third-party storage, you might have a bit more flexibility to pivot. It’s something to consider, although Amazon generally is reliable, any single point of failure in the supply chain can be a business risk.

AWD vs. Other Solutions: Compared to Amazon FBA, AWD is designed primarily for bulk storage and inventory distribution, not for direct order fulfillment or value-added services. Amazon FBA, on the other hand, handles the entire fulfillment process, including picking, packing, shipping, and even some customer service for orders. AWD does not provide customer service or direct fulfillment to customers; it is best used as a storage and distribution hub to support FBA or other channels. This distinction is important for sellers evaluating which solution best fits their needs.

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How Cahoot Solves Amazon AWD’s Limitations

While Amazon Warehousing and Distribution (AWD) offers clear advantages for sellers deeply embedded in the FBA ecosystem, its limitations are real, especially when it comes to multi-channel flexibility, visibility, and cost control. That’s where Cahoot comes in.

Cahoot’s peer-to-peer fulfillment network gives merchants more control over inventory placement without being locked into one fulfillment model. Unlike AWD, where you may not know where your inventory will land (or how it’s handled), Cahoot provides predictable warehouse-level transparency and tools to strategically distribute inventory based on demand signals across all your channels, not just Amazon.

Cahoot is also designed for multi-channel commerce from day one. Whether you’re selling on Shopify, Walmart, eBay, or your own DTC site, Cahoot routes orders intelligently, provides unified inventory visibility, and helps you scale with less complexity. No more separating inventory pools or manually uploading replenishment shipments just to stay compliant.

And when it comes to fees and cost control, Cahoot eliminates the “black box” pricing surprises many sellers face with AWD’s long-term storage and handling charges. With Cahoot, pricing is transparent, fulfillment is fast, and returns are built right in, all on a single connected platform that grows with your business, not just with Amazon.

AWD may be a step forward in bulk storage convenience, but for agile, brand-first sellers looking to scale smarter, Cahoot fills in the gaps, and then some.

Final Thoughts

In summary, Amazon AWD offers a lot of benefits for FBA sellers: cost-effective storage, automated replenishment, and simplified multi-channel logistics. It essentially extends Amazon’s fulfillment network to cover the upstream warehousing piece. This can help you scale, keep products in stock, and possibly save money versus using only FBA or outside warehouses. However, it’s not without disadvantages: you’ll pay some fees and higher fulfillment costs here and there, you give up a measure of control, and it may not accommodate every product or service need.

It’s also not all-or-nothing. You could use AWD for some SKUs or some portion of inventory and not for others. For example, maybe use AWD for your fast-moving ASINs where you constantly need a pipeline of stock into FBA, but for slower sellers or oversized items, you keep those in your own storage or a 3PL warehouse.

One thing is clear: Amazon is pushing towards being a one-stop logistics provider for sellers. From the manufacturing plant (with Amazon Global Logistics and Amazon’s partnered carrier program) all the way to the customer’s doorstep, they want to handle everything. Amazon Global Logistics can bring your containers from China, AWD stores your pallets, then FBA delivers to customers, and even handles customer service. It’s an attractive proposition if the numbers make sense. Many sellers will find it efficient, while others might worry about being too entangled with Amazon.

As with any strategy, consider a trial. Maybe send a small batch to AWD and see how it goes, measure the costs over a few months vs. your current solution. See if stock flow is smooth and if your total cost per unit sold improves. Also, monitor how AWD inventory appears in your dashboard and reporting, so you understand the mechanics.

At Cahoot, we’re all about smart fulfillment strategies (our whole model is about collaborative fulfillment to lower costs and increase speed). We understand the importance of getting products to the right place at the right time affordably. Amazon’s AWD is one intriguing approach to that problem for Amazon-centric businesses. It might not fit everyone, but it’s something FBA sellers should examine as part of their operational toolbox.

In the end, the benefits of Amazon AWD, cheaper bulk storage, seamless replenishment, and multi-channel reach, can be a strong proposition if your business aligns with it. Just go in with eyes open about the limitations, such as product eligibility and the costs of handing Amazon even more control. If used wisely, AWD could help you scale your ecommerce business more efficiently, keep those Prime customers happy with in-stock items, and maybe save a nice chunk of change on storage and logistics. And if it’s not for you, there are always alternatives like traditional 3PLs or networks like Cahoot to achieve similar goals. The key is to ensure your inventory management and distribution strategy support your sales ambitions without draining profit. AWD is one more potential tool in that quest.

Frequently Asked Questions

What is Amazon AWD?

It’s Amazon’s bulk storage and distribution network for FBA inventory.

How does AWD lower costs?

By offering cheaper long-term storage separate from standard FBA centers.

What’s the downside of AWD?

Less control over inventory visibility and slower replenishment speed.

Is AWD good for fast-moving products?

Not really, it’s better for bulk or seasonal stock that doesn’t need quick turnover.

Can AWD help with Q4 and holiday spikes?

Yes, by pre-staging inventory in cheaper bulk facilities ahead of the rush.

Written By:

Jeremy Stewart

Jeremy Stewart

Jeremy Stewart leads customer success at Cahoot, helping merchants achieve high-performance logistics through smart technology and process optimization. With a background in both ecommerce operations and client services, Jeremy ensures that every merchant using Cahoot gets measurable results—whether they’re scaling from one warehouse to many or managing complex returns.

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How AI-Powered Cahoot Returns Management Reduces Ecommerce Fraud

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Fraudulent returns and refund abuse are eating into ecommerce profits like termites in a timber shack. We’re not just talking about a few bad actors. This is a systemic issue. Every time someone pulls a fast one, returning a used dress, faking a receipt, or claiming a package never arrived, ecommerce businesses bleed money. But here’s the good news: AI is finally catching up.

Businesses that implement AI-powered fraud detection tools gain a competitive advantage in the ecommerce space, reducing losses and improving operational efficiency.

This article explores how AI-powered returns management is giving merchants the upper hand, using machine learning and advanced fraud detection tools to sniff out shady behavior while keeping the experience smooth for legitimate customers. The tech is here, it’s learning fast, and it’s reshaping how we handle ecommerce returns.

The Real Cost of Returns Fraud

Returns fraud isn’t just annoying, it’s financially devastating. Think about:

  • Wardrobing: Wear once, return as “new”.
  • Switch fraud: Return a knockoff and keep the real thing.
  • Empty box scams: Return a box with no item inside, claim it’s there.
  • Refund fraud: Claim the item never arrived, even when it did.

Customers exploit return policies by making false claims about product defects or delivery issues, manipulating the system for personal gain. Fraudulent return activities also include stolen merchandise returns and targeting high-value items such as luxury goods.

All of these fall under fraudulent returns and refund fraud, and they’re on the rise. According to the National Retail Federation, ecommerce losses from return abuse now top tens of billions of dollars annually.

AI analyzes return data and return patterns to identify patterns and fraud patterns in return transactions, helping businesses detect and prevent evolving forms of return fraud.

The old methods, manual checks, strict return policies, and restocking fees, aren’t cutting it anymore. They hurt genuine customers and barely scratch the surface of sophisticated scams. That’s where AI fraud detection for ecommerce returns steps in.

How AI Detects Fraud in the Returns Process

AI-powered returns management combines machine learning algorithms, transaction data, returns data, and customer behavior to spot bad actors before they strike. AI-powered systems are designed to prevent fraud throughout the returns process. Here’s how:

1. Photo Verification & Image Recognition

AI can evaluate customer-submitted images of returned items to:

  • Detect box fraud or item switching.
  • Compare the product’s appearance to a verified new version.
  • Identify wear, missing parts, or damage that contradicts the return reason.

This allows brands to detect fraudulent activity before it’s even shipped back.

2. Pattern & Anomaly Detection

Machine learning excels at spotting unusual patterns in behavior:

  • Return frequency: Has the customer returned too many high-value items?
  • Geolocation: Is the return request coming from a region known for return scams?
  • Purchase timing: Did they buy during a sale and return right after peak season?

These patterns raise fraud risks and trigger review or denial workflows.

3. Cross-Platform and Channel Monitoring

AI systems can check across multiple returns and ecommerce channels, identifying if a return was initiated:

  • For the same item on multiple platforms.
  • Using fake receipts.
  • From a buyer who already claimed store credit somewhere else.

AI can also monitor for account takeover attempts by detecting unusual account activities, such as frequent address changes, excessive returns, or high-value purchases. When suspicious account activity is detected, AI can recommend enabling multi-factor authentication to add an extra layer of security and prevent unauthorized access.

This multi-touch intelligence is a game-changer for fraud prevention goals.

4. NLP for Reason Analysis

Natural language processing (NLP) can analyze written return reasons and flag:

  • Repeated use of vague claims like “defective”.
  • Scripted language that suggests fraud rings.

It’s subtle, but over time, it sharpens fraud detection and helps businesses adapt.

5. Smart Risk Scoring

With returns management systems like Cahoot, each return is assigned a fraud risk score based on:

  • Customer history
  • Returns data
  • Known red flags like frequent returns, high-value items, high-risk transactions, or mismatched shipping info

High-risk returns may trigger:

  • Photo verification
  • Manual review
  • Limited refunds (e.g., store credit only)

How Cahoot Uses AI to Catch Return Fraud Before It Hits Your Warehouse

Here’s the short version: Cahoot’s AI-powered returns system sniffs out sketchy returns before they even hit your dock. No detective hats or magnifying glasses required. It’s proactive fraud prevention baked right into the returns process, built for ecommerce teams who don’t have time (or money) to waste on refund fraud and box scams.

Here’s how it plays out in real life: a customer clicks “return,” and instead of handing them a prepaid label like candy at a parade, Cahoot asks for photos. Item, packaging, maybe even the serial number. That’s when the AI kicks in, checking everything against the original order. Does the item match what was sold? Is the box suspiciously light? Are they trying to return a broken knockoff instead of the actual product? The system flags anything that smells off. No human has to squint at a blurry JPEG; AI’s doing the heavy lifting.

And if things look really fishy? Cahoot assigns a fraud risk score based on the customer’s history, return frequency, location, and transaction data. Say this person’s been sending back a lot of high-value items or triggering patterns tied to refund fraud, Cahoot might put the brakes on the refund, sending it to manual review or straight-up denying it. It’s like having a savvy fraud analyst on call, 24/7, who doesn’t need coffee breaks.

But that’s not all, it gets sharper with every return. The system learns what fraud looks like. Maybe it flags addresses linked to repeat offenders. Maybe it notices “this person always returns luxury goods two days before the return window closes.” The more it sees, the smarter it gets. Over time, it recommends policy tweaks that actually make sense, like tightening windows for excessive returns or requiring restocking fees on high-risk items.

Cahoot also checks serial numbers in real time. That means box fraud, where someone swaps the product and sends back a decoy, gets stopped cold. If the serial number doesn’t match what was sold? Game over. No refund. No restock. Just one more fake return that never made it through the door.

All of this happens quietly in the background, streamlining the returns process for good customers while catching the bad ones red-handed. That’s the beauty of machine learning in ecommerce returns: it doesn’t just react, it predicts. And when refund fraud can bleed your margins dry faster than a flash sale, that kind of protection isn’t just nice to have, it’s essential.

Cahoot’s AI isn’t trying to micromanage your returns team; it’s giving them superpowers. So your operations run leaner, your legit customers stay happy, and your profits stay where they belong. In your pocket.

How AI Preserves Customer Trust

One of the trickiest parts of returns fraud is not alienating loyal customers. Efficient returns processes powered by AI improve customer satisfaction by reducing friction and delays. A good AI doesn’t just block fraud, it enables a positive customer experience by:

  • Fast-tracking legitimate customers
  • Preventing false positives through layered detection
  • Using customer verification sparingly and intelligently

In short, it finds the right balance between fraud prevention and a frictionless returns process.

Behind the Scenes: What AI Actually Looks At

This isn’t black magic, it’s smart automation trained on mountains of data:

  • Historical data: Past behaviors of repeat offenders and loyal shoppers
  • Data points: Shipping speed, order value, return time frame
  • Customer data: Addresses, accounts, payment histories
  • Delivery tracking: GPS drops vs. “item not received” claims

Together, these inputs help detect fraud across a spectrum, from empty box fraud to money laundering via returns.

The Business Benefits

When ecommerce companies implement AI-powered returns management, they see results fast. These benefits contribute to the long-term success of ecommerce businesses:

✔ Reduced Operational Costs

  • Less need for manual review
  • Faster returns management process

✔ Improved Customer Loyalty

  • Quicker refunds for genuine customers
  • Confidence that return policies are fair

✔ Higher Margins

  • Fewer fraudulent returns and chargebacks
  • More high-value items are resold instead of being written off

✔ Smarter Policy Decisions

  • AI insights guide better rules
  • Target return abuse without punishing everyone

It’s a full-circle win for ecommerce businesses who want to scale securely.

Final Thoughts: AI Is the Future of Fraud Prevention

Return fraud is constantly evolving. So are the tools to fight it. By leveraging AI and machine learning in the returns management space, sellers are turning what used to be a liability into a competitive edge.

With platforms like Cahoot, advanced technology no longer belongs only to the big guys. Even mid-size online stores can now fight receipt fraud, friendly fraud, and return scams with precision.

So next time someone tries to game the system with a personal gain hustle, just remember: AI sees all. And it doesn’t blink.

Frequently Asked Questions

How does AI detect fraudulent returns in ecommerce?

AI fraud detection for ecommerce returns works by analyzing returns data, customer behavior, and product images to identify suspicious patterns. It can flag issues like empty box fraud, receipt fraud, or mismatched serial numbers by comparing return requests against historical transaction data and trained machine learning algorithms.

What is the difference between return abuse and friendly fraud?

Return abuse often involves intentional schemes like wardrobing or box switching for personal gain, while friendly fraud includes tactics like claiming an item was never received to get a refund. Both forms of fraudulent activity are increasing in ecommerce returns, and AI-powered systems help detect these behaviors quickly.

Can AI-powered returns management improve customer satisfaction?

Yes. By separating legitimate customers from bad actors, AI-powered returns management allows genuine customers to experience faster processing, easier refunds, and less hassle, while fraudsters face more scrutiny. This helps maintain customer loyalty, customer trust, and a positive customer experience.

What types of ecommerce return fraud does AI help prevent?

AI helps identify and prevent a range of fraud types, including stolen merchandise returns, false claims, empty box fraud, refund fraud, and return scams. It uses data points like return frequency, image analysis, and customer history to flag high-risk transactions for further review.

Why is AI better than traditional fraud prevention methods?

Unlike manual reviews or blanket return policies that can frustrate loyal customers, AI fraud detection tools use advanced technology to spot fraud patterns in real-time. This results in lower operational costs, stronger fraud defenses, and better long-term success for ecommerce businesses.

Written By:

Indy Pereira

Indy Pereira

Indy Pereira helps ecommerce brands optimize their shipping and fulfillment with Cahoot’s technology. With a background in both sales and people operations, she bridges customer needs with strategic solutions that drive growth. Indy works closely with merchants every day and brings real-world insight into what makes logistics efficient and scalable.

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Why Temperature-Controlled 3PL Fulfillment Services Is Hot

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So here’s the deal: not all products like to chill the same way. Some want crisp air. Others prefer it mild. And then there are the divas, like cheese, chocolate, and pharmaceuticals, that absolutely must stay within a consistent temperature range or things go sideways fast. Enter the world of temperature-controlled 3PL fulfillment services, where warehouses become climate whisperers and storage becomes science.

And let’s be honest, if you’re shipping temperature-sensitive products without the right temperature control setup, you’re flirting with spoilage, recalls, and angry emails. No one wants that.

Why Brands Are Getting Serious About Temperature-Controlled Warehousing

Blame it on the rise of DTC food, supplements, skincare, and all those perishable goods showing up on doorsteps. Ecommerce has exploded into categories that used to be strictly brick-and-mortar. Now everyone’s shipping salsa, serum, and medicinal products, and they all demand different temperature ranges and humidity levels.

That’s where temperature-controlled warehousing steps up. It’s not just about slapping an AC unit in the corner and calling it a day. A true climate-controlled warehouse is a carefully calibrated environment, with everything from refrigeration equipment to humidity control, air conditioning, and yes, even sandwich panels to regulate insulation.

Think of it like this: the temperature-controlled warehouse maintains product integrity the way a museum maintains art. It’s protection. It’s preservation. It’s essential.

Four Ranges, Endless Requirements

Let’s talk numbers. Most temperature-controlled facilities operate within four different temperature ranges:

1. Frozen (-10°F to 0°F): For ice cream, frozen meats, and products that prefer sub-zero vibes.

2. Refrigerated (33°F to 40°F): Think produce, pharmaceutical products, food grade items, and alcoholic beverages that demand cool-but-not-frozen conditions.

3. Ambient storage (50°F to 70°F): This is your standard controlled environment, great for supplements, makeup, or dry snacks.

4. Room temperature with humidity control: Often overlooked but critical for chocolate, electronics, and other temperature-sensitive goods.

Without proper temperature monitoring, one spike in heat or dip in cold air, and your stored goods could be toast. Literally. Improper storage doesn’t just shorten shelf life, it can lead to product quality issues, regulatory compliance headaches, and, worst-case scenario, a full-blown recall.

The Cold Storage Supply Chain Is Booming

We’ve all heard of the cold chain, but the spotlight on cold storage really intensified during the pandemic. Vaccines, fresh produce, and meal kits made everyone realize how fragile product integrity can be when temps aren’t dialed in just right.

Now that ecommerce has leaned hard into consumables, the need for temperature-controlled warehouse facilities isn’t just for Big Pharma or Big Food. Even indie brands selling elderberry syrup or adaptogen smoothies need safe storage that meets safety standards.

And that’s where 3PLs with temperature-controlled warehousing solutions come in hot (and cold). They’re building out storage space with energy consumption top of mind, balancing optimal storage with sustainability. It’s a delicate dance, keeping products stored safely while not blowing up the power bill.

When Is Controlled Warehousing the Right Move?

If you’re shipping anything that falls under sensitive products, perishable products, or items with “store below 72°F” on the label, yes, it’s time. That includes:

  • Food products (fresh, frozen, or fancy)
  • Pharmaceutical products
  • Alcoholic beverages (yes, some spoil)
  • Temperature sensitive goods like vitamins, probiotics, and CBD
  • High-end cosmetics and skincare with active ingredients
  • Specialty beverages, dairy alternatives, etc.

Look, there’s no one-size-fits-all in fulfillment. But if your goods don’t like high temperatures, or they melt, separate, rot, or grow fur in transit, temperature controlled storage isn’t optional. It’s critical.

Key Benefits of Temperature-Controlled 3PL Fulfillment

Here’s what a solid temperature controlled warehousing partner brings to the table:

  • Consistency. A climate-controlled setup isn’t just cool sometimes. A good 3PL keeps a consistent temperature 24/7 using smart sensors, alarms, and responsive temperature monitoring systems.
  • Flexibility. Need 1,000 square feet today and 10,000 next month? The right provider scales storage units and square footage with your seasonal swings.
  • Regulatory compliance. Whether you’re dealing with FDA, USDA, or international guidelines, these folks help ensure compliance so you don’t get flagged or fined.
  • Product quality. When your stored goods arrive fresh, intact, and ready to use, your customers notice. And so do your reviews.
  • Lower risk. No more worrying about improper storage, spoiled batches, or losing a pallet because someone didn’t close the fridge door right.

What to Look for in a Temperature-Controlled Facility

Not all warehousing solutions are created equal. If you’re shopping for a 3PL, ask the awkward questions:

  • What temperature ranges do they support?
  • Can they offer different temperature zones in the same facility?
  • Do they offer cold chain tracking or just ambient delivery?
  • How often do they inspect and recalibrate their refrigeration equipment?
  • What’s their backup power situation if temperatures rise unexpectedly?

Oh, and don’t forget the nerdy stuff, like expansion valves, airflow testing, and environmental conditions reporting. It’s not sexy, but it matters.

Final Thoughts

As ecommerce keeps moving into categories like wellness, food, and pharma, temperature-controlled warehousing needs are becoming the norm, not the niche. A few degrees can make or break a customer experience. A few missed requirements can sink a whole product launch.

So if you’re scaling a brand that relies on product integrity, get serious about your controlled warehousing strategy. Because when it comes to sensitive goods, the wrong warehouse is worse than no warehouse at all.

And if you’re still storing collagen gummies in your garage, well, it’s time to upgrade.

Frequently Asked Questions

What is temperature-controlled warehousing, and why does it matter?

Temperature-controlled warehousing is a storage solution that keeps goods within specific temperature and humidity ranges. It protects temperature-sensitive products from spoilage, ensuring quality, safety, and compliance across the supply chain.

Which products require temperature-controlled storage?

Items like perishable food, pharmaceutical products, skincare, supplements, and alcoholic beverages often need controlled temperatures to maintain product integrity and shelf life.

What temperature ranges are used in temperature-controlled warehouse facilities?

Most facilities operate within four different temperature ranges: frozen (-10°F to 0°F), refrigerated (33°F to 40°F), ambient (50°F to 70°F), and room temp with humidity control.

How does temperature-controlled warehousing support regulatory compliance?

By maintaining a consistent temperature range and offering detailed temperature monitoring, controlled facilities help brands meet FDA, USDA, and food safety standards.

Can a 3PL offer both ambient storage and cold chain solutions?

Yes. Many modern 3PLs provide flexible temperature-controlled warehousing solutions that include cold storage, ambient zones, and climate-controlled spaces, all under one roof.

Written By:

Indy Pereira

Indy Pereira

Indy Pereira helps ecommerce brands optimize their shipping and fulfillment with Cahoot’s technology. With a background in both sales and people operations, she bridges customer needs with strategic solutions that drive growth. Indy works closely with merchants every day and brings real-world insight into what makes logistics efficient and scalable.

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ReturnBear Reverse Logistics Solution: Advantages and Disadvantages

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Online shopping is booming globally. Great for sales. Painful for returns. Especially when those returns cross borders, rack up customs fees, and get lost in the mail. Enter ReturnBear, a clever reverse logistics player that has built its specialty on “sell globally, return locally.” ReturnBear, as a company offering ecommerce return management solutions, is making a significant impact in international markets by simplifying global ecommerce return and reducing the friction for both retailers and customers. As an innovator shaping the future of reverse logistics and ecommerce returns, the company is leading the way in sustainable and efficient return processes. It’s a smart idea, and it mostly works. ReturnBear manages the full lifecycle of returns, from initiation and verification to resale or disposal, ensuring a seamless experience for international markets. Let’s unpack the good, the not-so-good, and where ReturnBear might leave you hanging.

What ReturnBear Does Well

Local Drop-Off, International Coverage

ReturnBear gives your customers real convenience by providing a local return experience. Shoppers in Canada, the U.S., the UK, Australia (and soon more) have access to local drop-off points, making it easy to return items in their own region. No awkward customs forms or high postage, they just drop off, scan, and go. The process is label-free, making returns easy and hassle-free for customers. ReturnBear also facilitates cross-border shipping and manages returns in both domestic and international markets, ensuring seamless coverage for brands expanding globally. That’s Amazon-level convenience, but global. The result? Return costs drop 30%–60%, and customers get quick refunds or credits without friction.

Built-In Return Verification

At drop-off, staff scan items to confirm condition before issuing an immediate refund or store credit. This verification step is a key part of the returns process and builds confidence for both brands and customers by ensuring secure and accurate refunds. That blocks a ton of fraud up front and helps brands avoid refund fraud or chasing merch later, while also enabling efficient processing of returned items for redistribution or restocking.

Fast Forward-Fulfillment

After verifying returns, ReturnBear inspects and preps items for resale locally or utilizes its reverse logistics services to ship them back in bulk to the brand. That means your returned hoodie might land on a rack in Canada or the U.K. fast, while avoiding global freight costs through optimized shipping and efficient reverse logistics services.

Smart Software & Analytics

Their platform is more than just a return portal; it’s a user-friendly dashboard with policy automation, RMA flows, drop-off tracking, and ever-useful return insights. The return portal simplifies customer return requests and enhances satisfaction with its easy-to-navigate interface. A Shopify integration helps automate credit issuance, triggers, and visibility.

The platform combines comprehensive returns software with specialized reverse logistics services, providing a seamless, local return experience for customers while reducing operational effort and costs for brands. This returns software with specialized reverse logistics features helps automate and optimize the entire returns process, making it ideal for both domestic and cross-border ecommerce scenarios.

Proof in Numbers

ReturnBear reports that adoption is strong: 63% usage at drop-off sites, and up to 65% of returned product value is regained through credit or exchange. Penny-wise savings and better customer experience don’t hurt either. The company says that clients consistently report that its solutions help them save on return costs and turn returns into a more profitable part of their business.

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Where ReturnBear Trips Up

Limited Global Presence

ReturnBear currently operates in a limited number of countries: Canada, the U.S., the U.K., and Australia. If your brand is selling across borders and expanding into other international markets such as Germany, Latin America, or Asia, you’ll need additional solutions. The network in these international markets is still developing, so brands selling across borders may face challenges with local returns outside the supported countries. Their real drop-off network is still limited, and that breaks the “local return” promise.

Still Tough to Integrate

APIs are offered, but not necessarily for everything; custom portals or storefront returns still need workarounds. While ReturnBear aims to be a platform for brands selling internationally, integration may require additional development. Right now, expect to grit your teeth and dig in if you want full platform integration.

Tighter Control = Higher Premium

ReturnBear is a 4PL, all return steps outsourced, which means less control over business operations and often a complex pricing model. For businesses, this trade-off impacts operational decision-making and cost management.

Middlemen Risks

Between drop-off, scanning, inspections and the occasional international bind, delays can happen. While refunds are fast, final settlement and inventory updates might lag, which can be tricky for high-turnover products.

Still Building Everywhere

They’re growing fast, but being young and expanding, the team, network, and support model are still evolving. Reviews highlight the ReturnBear team as highly knowledgeable and responsive, but watch out for inconsistent SLA levels across markets.

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What’s Missing

ReturnBear brilliantly tackles cross-border returns, but it doesn’t offer peer-to-peer solutions, local lockers, or crowd-sourced drop points. It also lacks specialized reverse logistics services tailored for specific industries, such as fashion brands, which often require more customized solutions for their unique return needs. It’s also missing machine-learning triage. While ReturnBear manages the basic drop-off + verification + consolidation flow (a traditional solution), there is room to further optimize the processing of returns, including more efficient handling, verification, and redistribution of returned products in-country.

Verdict: Localized Power, but Not Peace of Mind Everywhere

If your brand is active in North America, the U.K., or Australia, ReturnBear’s local model is a game-changer for ecommerce returns and returns management: faster returns, less international postage, and cleaner reverse logistics with upfront fraud checks. Merchants and brands selling internationally, like True Classic, have benefited from streamlined returns, improved customer experience, and cost savings.

Considerations:

  • Coverage Gaps: If you’re going global, you may outgrow it soon.
  • Integration Grit: It’s not plug-and-play everywhere; some development effort is required.
  • Service Premium: Customs-free convenience costs real money and control.
  • Network Growing: Support and speed may vary by region.

In short, ReturnBear is smarter reverse logistics for merchants and brands selling across specific borders who are serious about optimizing ecommerce returns and returns management, but don’t expect it to magically handle the whole planet or function seamlessly out-of-the-box. For the right use cases? It’s a powerful, slick solution. Just be clear on your roadmap, regions, and return volumes before committing.

Frequently Asked Questions

How does ReturnBear reduce return costs?

By consolidating and inspecting returns locally, ReturnBear helps brands save on logistics costs by slashing international shipping, duties, and restocking delays. In fact, brands can save up to 60% on return costs through reduced logistics costs and preferred cross-border shipping rates.

Where is ReturnBear available?

ReturnBear currently provides access to convenient return locations in Canada, the U.S., the U.K., and Australia, making it easy for merchants and consumers in each country to process returns locally. With a growing presence in international markets, ReturnBear continues to expand its network to support efficient, sustainable returns and logistics solutions across more countries.

Does ReturnBear support real-time refunds?

Yes. Items are verified at drop-off as part of an efficient processing and streamlined returns process, triggering instant refunds or store credit to enhance customer satisfaction.

Can ReturnBear be fully integrated into my store?

It offers APIs and Shopify integrations, making it a platform for brands selling internationally. With comprehensive returns software and returns software with specialized features, ReturnBear supports seamless integration for efficient returns management. However, complex workflows or storefront customizations may still require developer support.

What kind of brands benefit most from ReturnBear?

Fashion brands, brands selling across borders, and retail businesses benefit significantly from ReturnBear. The solution streamlines both domestic and international returns, helping brands reduce logistics costs, carbon emissions, and processing times. By offering a seamless return experience for consumers, ReturnBear supports the needs of modern retail and fashion brands, making it easier to meet customer expectations and foster loyalty.

Written By:

Indy Pereira

Indy Pereira

Indy Pereira helps ecommerce brands optimize their shipping and fulfillment with Cahoot’s technology. With a background in both sales and people operations, she bridges customer needs with strategic solutions that drive growth. Indy works closely with merchants every day and brings real-world insight into what makes logistics efficient and scalable.

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How 3PLs Can Register for FDA-Approved Warehouse Status

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Imagine a spotless warehouse stacked with pallets of potato chips or cases of juice. That’s what people imagine when they think of what “food-grade warehousing” often means: strict cleaning protocols, temperature controls, and temperature-controlled environments for sensitive products, plus intensive audits by certifiers to prove it. Quality control, monitoring, and tracking are indeed essential for maintaining standards in these facilities. But here’s the catch: there’s no official “FDA food-grade certificate.” In other words, no inspector from the FDA comes by and stamps a “food-grade” label on your door. Instead, the FDA regulates facilities by simply requiring them to register if they handle food.

Having food-grade certification is a voluntary, industry-driven quality label. FDA Food Facility Registration, however, is a mandatory legal listing for any business that manufactures, processes, packs, or holds food (including dietary supplements and animal feed) for U.S. consumption. To clarify, an FDA-certified warehouse goes through a more rigorous process of demonstrating a higher level of compliance with FDA regulations, which is voluntary. “Registration,” on the other hand, is a basic requirement for all facilities handling food, essentially notifying the agency about their activities.

In short, having SQF or “organic” or even SQF Level 3 qualification is great for customers and safety, and also supports brand reputation and benefits ecommerce businesses, but it doesn’t exempt you from the law. If your 3PL warehouse stores consumer foods, drinks, pet snacks, or supplements, it must be entered in the FDA’s facility registry, regardless of how clean or certified it is. Companies in various industries, such as food, beverage, and supplements, need to comply with these requirements. An FDA spokesperson bluntly reminds us: any facility holding food for U.S. humans or animals must register, unless a specific exemption applies. This is essential for public health and health protection. For example, proper registration allows for the tracking of an E. coli outbreak back through all the facilities where it was held to identify the source.

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If your warehouse or fulfillment center stores food, you must register. The supply chain, logistics, and fulfillment services provided by 3PLs are all impacted by these requirements. The FDA’s own FAQ reminds us, under the act (such as the Food Safety Modernization Act) and drug administration oversight, that registration is not optional.

If you’re a manufacturer, you must register. Appropriate storage conditions and maintained standards are required to ensure compliance. If your core business is storage, the products are stored, and inventory management practices must meet regulatory expectations. If you only ship (no storage), you’re probably exempt. However, management systems and control of inventory are still important for compliance.

Different 3PLs have warehouses that offer a range of services and solutions, and choosing the right partner is important for helping you ship FDA-regulated products efficiently.

When Does a 3PL Warehouse Need to Register?

As soon as your warehouse is holding regulated food or feed for sale in the U.S., it falls under the FDA’s food facility rule. That means if your 3PL stores any packaged foods, beverages, snacks, dietary supplements, or animal feeds (even pet chews) destined for U.S. consumers, you must register with the FDA. Dietary supplements count as “foods” under the law, so a vitamin or protein powder you warehouse still triggers FFR. Same if you handle pet treats or livestock feed, animal feeds can be considered food (or drugs), and holding them for distribution requires registration. In practice, virtually all 3PLs storing consumer food or supplement products will need to register. There’s no minimum volume or frequency, even short-term “holding” qualifies. FDA guidance clarifies: “There is no timeframe associated with holding… a facility that holds food… is not exempt.”

Exemptions: The law does carve out a few narrow exceptions, but they usually don’t apply to commercial 3PLs. Common carrier transportation is exempt (trucks, ships, planes) because vehicles are not considered “facilities”. A Post Office or courier sorting center with packages is likewise viewed as transit, not as a holding facility. Retail grocery outlets and restaurants are also exempt (they’re “retail food establishments”), but an independent warehouse that isn’t part of a store chain doesn’t qualify. Importantly, storage of non-food items (like empty bottles, labels, or packaging materials) is exempt too, since the FDA defines “food” as excluding food-contact materials. In short, if your 3PL’s core business is storage of packaged food/beverage/supplement products, you’re in, otherwise, you’re probably out.

  • Must register: Facilities manufacturing/processing, packing, or holding food or animal food for U.S. distribution. This includes dietary supplements, snacks, drinks, pet food, feed supplements, etc.
  • Does not need to register: Pure carriers/transport trucks (no holding activity); retail stores or restaurants; farms holding their own produce; and facilities storing only packaging or non-food items.

Product Triggers: What Counts as “Food”?

The FDA’s definition of food is very broad, and it explicitly includes dietary supplements and many pet products. In practical terms, any finished food or beverage product triggers registration. That means snacks, cereals, bottled water, sodas, juice, nut butters, supplements, infant formula, spices, etc., all count. A helpful FDA Q&A spells it out: “A dietary supplement and a component of a dietary supplement are ‘foods.’ Accordingly, a facility that … holds a dietary supplement … is required to register as a food facility.” Likewise, pet foods and chews must be registered, they’re considered animal food. By contrast, cosmetics, drugs, medical devices, or chemicals do not fall under the food registration rule (they’re regulated by other FDA centers). So, if your warehouse does mixed storage, only the racks holding food/work trigger FFR.

It’s worth double-checking borderline cases. For example, a facility storing bulk sugar or starch used for food probably needs to register, because those ingredients are food. But if a warehouse only holds bottles, jars, or foam peanuts (food-contact materials), that is not “food,” and you wouldn’t register for those alone. Whenever in doubt, recall this rule of thumb: if it can be eaten (or fed to animals), the warehouse holding it likely needs to register.

How to Register (Step-by-Step)

Registering is straightforward and free. Start by getting an FDA Industry Systems (FIS) account at access (FDA calls this portal “FURLS”). Once logged in, choose the Food Facility Registration Module (FFRM) and hit “Register a Food Facility.” The online system will guide you through sections for facility info, contact data, and product categories. A handy user guide on the FDA’s site walks you through each page.

All domestic and foreign registrants must use the electronic system (paper is only allowed by rare waiver). If you do need a paper backup (e.g., in an emergency or with a waiver), the FDA provides Form FDA 3537. This form is available on the FDA’s website and can be mailed or faxed to the FDA’s registration office. However, 99% of businesses just use the online portal; it’s faster and automatically gives you a confirmation.

Information You Must Provide

The registration form (online or 3537) asks for basic data about your facility and operations. In short, be ready with facility identity and contact info, product categories and activities, and key attestations. Specifically, FDA requires: name, address, phone (and emergency contact phone) of the facility; mailing address (if different); any parent company name; all trade names used at the facility. It also needs the name, address, and phone of the owner/operator/agent in charge, plus their email address (unless FDA granted a waiver).

You must also list which types of foods you handle. FDA provides a menu of “food product categories” (36 choices), just check all that apply (e.g., “beverages,” “bakery goods,” “dairy products,” “supplements,” etc.). For each category, indicate whether you manufacture/process, pack, or hold that product. If you hold multiple categories (snacks, drinks, supplements, etc.), you must list them all.

Importantly, you must also include a Unique Facility Identifier (UFI) that FDA recognizes. Currently, the FDA accepts the D-U-N-S (DUNS) number as the UFI. If you have a DUNS number for your company, include it (if not, getting a DUNS is free via Dun & Bradstreet). Just make sure it’s correct; the FDA will verify that the address matches.

Finally, the form includes a couple of statements and signature fields. You must certify that FDA may inspect the facility per law, and that all provided info is true and accurate. The owner/operator (or an authorized representative) signs off on this. If you file electronically, the system will still record your submission and display your unique registration number (FEI) and PIN on screen. In other words, once you click submit, you instantly get your FDA registration number.

(Foreign facilities note: U.S. law requires a U.S.-based agent as well. Foreign registrants must provide the name, address, phone, and email of their U.S. agent contact.)

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No Fees or Fancy Licenses

Here’s a relief for ecommerce brands: The FDA does not charge any fee for food facility registration. Domestic facilities pay nothing. (Foreign facilities must hire a U.S. agent, but that’s an independent business service fee, not an FDA fee.) There’s no formal inspection or license process tied to the registration itself; you don’t need an FDA “permit.” The registration simply identifies you in the FDA’s database.

Minimum qualifications: You don’t need a food degree to register. Any business that legitimately handles food (and isn’t otherwise exempt) can register. The key requirements are simple: have a real physical facility or address, designate who the owner/operator is, and be ready to let FDA inspectors in if there’s a problem (FDA will ask for an inspection assurance on the form). Beyond that, you should follow good hygiene/CGMP practices (FDA’s Title 21 CFR Part 117), but those standards aren’t part of the registration. In short, if your 3PL warehouse fits the description above, you can (and must) register; the process doesn’t require extra credentials beyond normal business paperwork.

Timeline: Registration, Renewal, and Expiration

The registration process itself is quick. In practice, if you have all the information ready, you can complete an online registration in less than 20 minutes. Once submitted, the FDA site immediately assigns you a registration number (FEI) and PIN, which appear on-screen. There’s no waiting for mail or manual review. You can email or print your registration form right away. As soon as you’re done, your facility is officially in the system.

But don’t forget renewals! The FDA requires a biennial renewal cycle. That means every two years, you must update or resubmit your registration. In practice, the FDA opens the renewal window from October 1 through December 31 of every even-numbered year (e.g., 2026, 2028, etc.). During that period, you log back into FIS, review your info, make any changes (new address, products, contacts, etc.), and resubmit. After Dec 31, any facility that hasn’t renewed is considered expired.

So mark your calendar: the next renewal window opens October 1 of the next even year. If you register for the first time in an odd-numbered year (say June 2025), you must renew by Dec 31, 2026, to avoid lapsing. FDA will normally send reminders, but it’s best to track this yourself. (And remember: renewals are free too.) If your business goes out of scope or closes, you should also cancel your registration in FIS to avoid future reminders.

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Key Requirements & Timelines: At a Glance

  • Who must register: Any facility manufacturing/processing, packing, or holding food or animal feed for U.S. distribution (snacks, beverages, supplements, pet food).
  • Who is exempt: Pure carriers (trucks, ships) in transit; retail stores and restaurants; farms holding their own produce; facilities storing only non-food items.
  • How to register: Online via FDA’s FIS portal (FURLS Food Facility Registration Module); paper only by FDA waiver.
  • Information needed: Facility/contact details; food categories and activities; Unique Facility Identifier; attestations and signature.
  • Timeline: Instant registration upon online submission; biennial renewal October 1 – December 31 of even years; expiration if not renewed.
  • Fees: There is no FDA fee for domestic registration or renewal. (Foreign firms only pay for their required U.S. agent service.)
  • Duration: Each registration lasts until the next biennial renewal period (essentially 2 years). After renewing, you’ll receive a new registration confirmation for the next period.

Staying on top of these rules ensures your 3PL warehouse is legally compliant with the FDA’s food regulations and avoids nasty surprises like cancelled imports or penalties. When in doubt, consult the FDA’s resources (see citations below) or call their FURLS help desk. Safe storing!

Frequently Asked Questions

Do 3PL warehouses need an FDA “food-grade” certificate to store food?

No. There is no official FDA “food-grade” certificate. However, any facility that stores food products must register with the FDA as a food facility. Voluntary certifications (SQF, BRCGS) support trust and safety but do not replace the legal registration requirement.

What products trigger the need for FDA registration?

Any facility storing food, beverages, dietary supplements, or animal feed intended for U.S. consumption must register. This includes snacks, bottled drinks, pet treats, and vitamins. Even temporary “holding” triggers registration.

How does a 3PL warehouse register with the FDA?

Warehouses register through the FDA Industry Systems portal (FURLS) using the Food Facility Registration Module. Registration is free and requires facility details, product handling categories, and a Unique Facility Identifier (e.g., DUNS number).

Are there exemptions to the FDA registration rule?

Yes. Pure carriers in transit, retail stores and restaurants, farms holding their own produce, and facilities storing only packaging materials do not need to register. Most commercial 3PL warehouses handling food must register.

How often must FDA food facility registration be renewed?

Every two years during the October 1 – December 31 window of even-numbered years (2026, 2028, etc.). Registrations expire if not renewed by December 31.

Citations

Written By:

Jeremy Stewart

Jeremy Stewart

Jeremy Stewart leads customer success at Cahoot, helping merchants achieve high-performance logistics through smart technology and process optimization. With a background in both ecommerce operations and client services, Jeremy ensures that every merchant using Cahoot gets measurable results—whether they’re scaling from one warehouse to many or managing complex returns.

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How Flipping Returns Became Retail’s Goldmine

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Returns used to be the very definition of sunk cost. Today they’re front-page news. In 2025, record-high tariffs on imports have forced retailers to get creative, and those unwanted boxes piling up in the backroom are suddenly a secret weapon. U.S. retail returns are forecast to exceed $1 trillion in 2025. Combine that with import duties that make overseas stocking extra painful, and you have a powerful incentive: don’t ship returns out of the country, sell them at home. As Robert Johnson of ReturnPro puts it bluntly, a “keep-it” returns policy, where customers get refunded and keep the product, means “there’s no ability to recover that tariff”. In other words, retailers who demand the goods back can actually recoup value (and tariffs) by reselling them.

Tariffs have essentially flipped the script on returns. Instead of quietly liquidating overseas, brands are directing those goods back into local channels. The New York Times reports that as U.S. retailers slash new imports, reverse-logistics outfits are thriving by refurbishing and reselling returned merchandise. Tariffs have “driven up costs on Chinese imports,” so many big chains are reducing or canceling foreign orders, and that’s creating a gap in inventory. Enter companies like ReturnPro: they sweep in to fill the hole with returned and overstock items. One estimate says ReturnPro will sort roughly 67 million returned products this year, especially electronics.

The math is irresistible. New inventory is getting pricier by the month, so resale isn’t just a “nice-to-have” sustainability story, it’s a margin play. Cahoot’s analysis notes that higher tariffs raise the cost of new goods so much that secondhand suddenly looks attractive by comparison. “When prices rise and new inventory becomes more expensive or delayed,” explains Cahoot’s Founder & CEO, Manish Chowdhary, “secondhand offers a faster, cheaper, and more sustainable supply chain.” In practice, this means retailers are turning their returns bin into a new stocking aisle. Instead of dumping returns to liquidators abroad, they scrub, repackage, and reprice them for sale, sometimes on their own sites or via resale marketplaces. (ReturnPro even sells through platforms like VIP Outlet and goWholesale.) The result? Refurbished inventory fills supply gaps and keeps shelves looking full, even as foreign shipments slow down.

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A collage celebrating Gen Z/Millennial thrift culture underscores the boom in resale. Half of Americans now shop secondhand regularly, and one in four have sold something secondhand in the past few months. The growth is explosive: the U.S. secondhand apparel market jumped 14 % in 2024 alone (5 × faster than fashion overall) and is on track to top $74 billion by 2029. Millennials and Gen Z are leading the charge, not out of thrift-shop desperation, but because buying used is trendy, eco-friendly, and often smarter money. As Cahoot notes, younger buyers view secondhand as a first-stop shop, not a fallback. In short, consumer attitudes have shifted: scoring a vintage find or certified refurbished gadget feels like a win, not a compromise. That cultural tailwind means returns and trade-ins have huge resale value. Brands like Patagonia (Worn Wear), Lululemon (“Like New”), and Athleta Preloved are already turning returned or traded-in gear into fresh inventory.

So what does this mean for the future of ecommerce? In a word: resilience. By “domesticating” the supply chain, recommerce buffers brands against volatility. All those returned products already exist in the U.S., free from shipping delays or new-tariff sticker shock. Cahoot puts it this way: recommerce essentially “domesticates the supply chain” by keeping goods closer to home. In practice, that means when tariffs jack up import costs or delays threaten shelves, companies can say, “Hey, we’ve got a warehouse full of returns ready to go.” Instead of scrambling overseas or hiking prices, they tap the local stash. As one Cahoot report observes, resale platforms are becoming a “decentralized warehouse network”—not just sustainable, but strategic infrastructure.

Of course, flipping returns into revenue isn’t automatic. It takes investment and innovation. Forward-thinking retailers are already building new playbooks: ditching old “keep-it” leniency, tightening return rules, and investing in reverse-logistics tech. For example, some 38 % of executives cite “bracketing” (buying multiples to return extras) as a big headache. To counter that, many are requiring the customer to actually ship back all returns. Yes, it means extra shipping for the retailer, but every returned jacket or gadget that comes back can be inspected, repackaged, and sold as “open box” or on a clearance site instead of being thrown away.

Practical Takeaways for Ecommerce Players

  • Reframe returns as inventory. Track your return flow and net recovery rate carefully. Each returned item is a potential sale, or at least a resale. Integrate this into demand forecasting. When tariffs rise, selling a returned snowboard or phone at even 50–70 % of list price is a win that offsets lost imports.
  • Adjust return policies and incentives. Encourage returns instead of freebies. Even modest incentives (store credit, discounts) can ensure items come back to you. Some brands have removed 100 % “keep-it” policies to recoup value (and the tariff paid).
  • Partner with recommerce specialists. Not every brand needs its own outlet. Resale-as-a-Service (RaaS) providers like ThredUp, Trove, and Recurate can plug in to handle authentication, logistics, and sales of used stock. Heavy hitters like Patagonia and Athleta teamed up with third parties to launch trade-in programs. If you’re smaller, platforms like eBay or other recommerce partnerships can do the trick.
  • Go local with logistics. Whenever possible, process returns domestically. Solutions like peer-to-peer reverse logistics or domestic refurbishment mean avoiding import tariffs and carbon guilt. For example, “peer-to-peer returns” programs route a returned item directly from one consumer to the next, skipping extra shipping legs. Likewise, boutique services now exist to pick up returns in-market and list them locally, rather than sending pallets abroad.
  • Invest in technology. Use data and AI to grade returns fast. A scratched phone can get a 90 % value bump with a quick refurb. The faster you re-list a return, the less value it loses. Integrate returns into your warehouse management system so excess and returns inventory are immediately flagged as sellable surplus.

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The broader lesson is clear: returns aren’t just a headache; they’re a hedge. As Cahoot’s Jeremy Stewart summarizes, recommerce is no fad: “Recommerce is not a disruption, it’s an evolution. The brands that thrive will be those who view returns, resale, and reverse logistics not as cost centers, but as opportunities to connect, conserve, and compete.” In an era of unpredictable trade policy and savvy consumers, recycling returned goods is a win-win: it turns erstwhile losses into profit, keeps customers happy with deals, and even scores points on sustainability.

In short, flips are in. The kids who love thrift shopping aren’t thrift-shaming anymore, they’re influencing the entire supply chain. For ecommerce and retail pros, the message is simple: Embrace the returns bonanza. Whether you’re a giant chain or a niche online seller, every jacket, gadget, or blender that comes back your way is a chance to make money instead of taking a loss. The tariffs have changed the game; it’s time we all played it. So next time a truckload of returns shows up, don’t groan, cheer. Maybe you’re holding the year’s hottest markdown.

Ready to mine your returns for value? Audit your returns strategy today: map your return flows, calculate your net recovery rates, and explore resale partnerships. The closet’s open, let’s make sure we all profit from it.

Written By:

Indy Pereira

Indy Pereira

Indy Pereira helps ecommerce brands optimize their shipping and fulfillment with Cahoot’s technology. With a background in both sales and people operations, she bridges customer needs with strategic solutions that drive growth. Indy works closely with merchants every day and brings real-world insight into what makes logistics efficient and scalable.

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How AI Inventory Management Is Transforming Ecommerce Backoffice Systems

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Agentic AI, an emerging paradigm in artificial intelligence, emphasizes autonomy and decision-making capabilities in software systems. By enabling AI to perform tasks with minimal human intervention, agentic AI offers significant advantages in industries where efficiency, precision, and cost containment are critical. Its application in ecommerce is revolutionizing complex workflows, especially in order and inventory management, where speed and accuracy are essential for meeting customer expectations and fostering loyalty.

Order and Inventory Management Systems serve as the back office central nervous system for ecommerce businesses, handling product stocking, shipping, tracking, returns processing, customer service activities, and master product catalog maintenance. Integrating agentic AI into these systems enhances their ability to make real-time adjustments based on market fluctuations, predict consumer demand patterns, and optimize stock levels automatically. This reduces human error, streamlines workflows, and improves operational efficiency.

This combination of Agentic AI and Order and Inventory Management Systems marks a significant advancement beyond traditional automation. Leveraging machine learning algorithms, AI not only executes tasks but also analyzes data, predicts trends, and proactively optimizes business processes independently.

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Introduction to AI in Inventory Management

AI in inventory management uses artificial intelligence technologies to automate and optimize inventory processes. By analyzing historical sales data, market trends, and other factors, AI predicts future demand and helps businesses maintain optimal inventory levels. This leads to improved operational efficiency, cost reduction, and enhanced customer satisfaction.

AI inventory management software employs machine learning and real-time data analysis to deliver valuable insights for demand forecasting, inventory tracking, and supply chain optimization. Continuous monitoring of inventory levels and data analysis enables businesses to meet customer demand while avoiding overstocking or stockouts, which optimizes cash flow.

The adaptability provided by AI enables businesses to respond effectively to market fluctuations and changing consumer behavior. This adaptability is essential for achieving and maintaining a competitive edge today.

Key Applications of AI

AI transforms inventory management through several key applications. Demand forecasting uses extensive historical data to accurately predict future demand, allowing businesses to adjust inventory levels to meet customer needs without excess stock.

Inventory optimization continuously analyzes stock levels to reduce carrying costs and minimize excess inventory, enhancing supply chain efficiency and generating significant cost savings and optimizing capital utilization.

Supply chain optimization benefits from real-time insights provided by AI, improving coordination across the supply chain, reducing delays, and boosting overall operational efficiency.

Additionally, AI automates routine tasks and provides actionable insights that drive business growth, enabling companies to operate more efficiently, lower costs, and improve customer satisfaction. This results in greater agility and competitiveness in the market. Let’s get a little more granular:

1. Demand Forecasting

Artificial Intelligence (AI) Agents are highly specialized applications built from a foundation of Large Language Models (LLM) and Natural Language Processing (NLP) capabilities (think ChatGPT or Llama by Meta AI), but instead of just returning an answer from a huge database of content built from webpages in the public domain, they can understand private, proprietary data and then “act” on the initial result to complete a workflow or achieve an outcome. The technology will transform how business operates across every sector. By integrating real-time Order and Inventory Management data with real-time news and events, AI agents predict demand with precision, enable real-time inventory tracking to enhance operational efficiency, automate customer service decisions and actions, help businesses maintain optimal inventory levels and improve inventory accuracy, remove waste from the fulfillment workflow, and finally enable a desirable returns solution. As ecommerce businesses embrace these advancements, they will not only streamline their operations but also build the agility needed to thrive in an increasingly complex and competitive industry.

2. Proactive Customer Support

AI agents can analyze customer data and purchase history to identify potential issues and proactively notify Sellers, (such as an order with a high likelihood of a return), and/or reach out to customers proactively to offer support and make changes to orders if needed (e.g. if an item runs small and the customer has returned similar items in a similar size). Further, they can provide automated outreach with personalized product recommendations, increasing customer satisfaction and sales.

3. Optimize Distributed Inventory Strategies

One of the biggest cost centers in ecommerce is shipping cost. Shipping is not free, nor has it ever been. Today’s retailers and brands are distributing inventory to 2 or more fulfillment centers to optimize delivery time and shipping cost. This is done by either opening and operating multiple warehouses, or partnering with a 3PL/4PL that can extend existing capabilities. AI agents can intelligently predict nationwide demand and create an accurate distribution plan to optimize placement and minimize the cost of transferring inventory between locations later.

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4. Optimize Fulfillment Cost and Workflows

Ecommerce merchants traditionally have humans use their experience to ship orders, but that approach is well known to be error-prone and contributes to higher fulfillment defect rates, and costs the company unnecessary capital to correct the mistakes (late delivery, shipped wrong item, etc.). Modern shipping software removes the human and creates the optimal shipping label that will deliver the order on time, every time. And now, combining that intelligence with AI agents, Order Management Systems (OMSs) can get even more granular and monitor weather conditions along shipping lanes, and then reroute orders to fulfillment centers that can deliver them by the promised delivery date, preventing a bad customer experience, and thus, limiting the likelihood of a return.

5. Make Returns Profitable

Ecommerce return rates have been steadily rising, often reaching 20–30% across the industry, and certain industries such as apparel, luxury goods, and electronics can see return rates as high as 40% or more as customers struggle to find the right fit without trying items on. It’s critical to manage returns effectively to retain as much revenue as possible and maintain a healthy bottom line. New AI-assisted returns technologies such as the Cahoot Peer-to-Peer Returns Solution are eliminating returns altogether by enabling the return to be shipped directly to the next customer, saving significant money and time for everyone.

Final Thoughts

Agentic AI is not just another incremental upgrade, it represents a paradigm shift in ecommerce operations. By entrusting routine yet complex back-office tasks to autonomous, data-driven agents, businesses unlock real-time responsiveness, razor-sharp forecasting accuracy, and seamless scalability. From anticipating demand surges to dynamic order routing and even transforming returns into revenue opportunities, AI-powered Order and Inventory Management Systems elevate efficiency and customer satisfaction in one fell swoop. As retail continues to evolve, companies that embrace agentic AI will gain the agility, cost savings, and strategic insights needed to stay ahead in an ever-more competitive landscape. The future of ecommerce back office systems is intelligent, proactive, and fundamentally human-centered, empowered by AI.

Frequently Asked Questions

What is “agentic AI”, and how does it differ from traditional AI in inventory management?

Traditional AI in inventory systems typically automates specific tasks, like sending low-stock alerts, based on predefined rules. Agentic AI goes a step further by making autonomous decisions and executing workflows end-to-end. In ecommerce back offices, that means AI agents can not only flag a potential stockout but also reorder, reassign inventory across warehouses, and even adjust pricing without human intervention, dramatically increasing speed and reducing manual errors.

How does AI-driven demand forecasting improve stock levels?

By ingesting historical sales data, real-time order volumes, market trends, and external factors (e.g., news, promotions), AI agents generate highly accurate short- and long-term demand predictions. This enables systems to automatically trigger restocks or redistribute inventory to regional fulfillment centers just before demand peaks, avoiding both costly overstocks and lost sales due to stockouts.

Can AI inventory management really reduce fulfillment costs?

Absolutely. AI agents analyze shipping lanes, carrier rates, and warehouse proximities to recommend the most cost-efficient fulfillment routes. For example, if bad weather threatens a shipping corridor, the system can reroute orders to a nearer fulfillment node, preventing delays and penalty fees. Over time, these continuous optimizations often shave several percentage points off overall fulfillment spend.

In what ways does AI enhance the returns process, and even make returns profitable?

Rising return rates can erode margins. AI-powered returns solutions (like peer-to-peer routing) direct unwanted items straight to another buyer rather than back to a central warehouse, saving transport and handling costs. They can also predict which orders are likely to be returned, based on sizing data or past customer behavior, and proactively offer exchanges or upsells before the return even happens, recouping revenue that might otherwise be lost.

How quickly can businesses see ROI after integrating AI into their OMS/IMS?

While results vary by scale and complexity, many merchants report measurable gains—5–15% reduction in carrying costs and a 10–20% improvement in on-time fulfillment performance—within 3–6 months of deploying agentic AI modules. Faster, error-free restocking alone can pay for the technology investment, and the compounding efficiency gains across customer support, shipping, and returns accelerate ROI further over time.

Written By:

Manish Chowdhary

Manish Chowdhary

Manish Chowdhary is the founder and CEO of Cahoot, the most comprehensive post-purchase suite for ecommerce brands. A serial entrepreneur and industry thought leader, Manish has decades of experience building technologies that simplify ecommerce logistics—from order fulfillment to returns. His insights help brands stay ahead of market shifts and operational challenges.

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Top 3PL Software Solutions for Your Warehouse Operations

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Running a warehouse isn’t just about stacking shelves and moving boxes, it’s about precision, efficiency, and keeping up with the fast-paced demands of modern commerce; which means having the right tools in place. That’s where 3PL software comes in. Whether you’re managing multiple clients, juggling inventory across warehouses, or optimizing shipping routes, a powerful 3PL solution can make all the difference. But not all software is created equal. The right 3PL software doesn’t just automate tasks it must optimize workflows, reduce errors, and seamlessly integrate with your entire supply chain. In this guide, we’ll break down the key features, benefits, and must-have integrations to help you find the perfect solution for your logistics operations. Let’s dive in!

Key Takeaways

  • 3PL software boosts efficiency by automating warehouse operations, providing real-time tracking, and enhancing inventory management to reduce costs and errors.
  • Key features of 3PL software include client management tools, real-time tracking, and user-friendly interfaces, which streamline logistics processes and improve customer satisfaction.
  • Choosing the right 3PL software involves analyzing specific operational challenges, ensuring scalability, and verifying ease of use for employees to maximize efficiency and ROI.

Understanding 3PL Software

Third-party logistics (3PL) involves outsourcing logistics processes for ecommerce fulfillment, including inventory management, warehousing, and shipping. With the rise of ecommerce, the demand for efficient and reliable logistics solutions has skyrocketed. This is where 3PL software comes into play. This specialized software, also known as a 3PL warehouse management system (WMS), is designed to manage various aspects of logistics, including sales, marketing, operations, fulfillment, and finance.

A Warehouse Management System (WMS) is utilized to effectively manage and track nearly all activities inside the warehouse, including inventory management, shipping, receiving, picking, packing, and processing returns. Accurate data and insights from 3PL software enhance decision-making for clients, boosting productivity and efficiency in warehouse operations.

Cloud-based 3PL solutions offer scalability and flexibility, enabling logistics businesses to adapt their software usage as needed. This adaptability is crucial for managing multiple clients with different inventory, order, and reporting requirements. Overall, 3PL software streamlines logistics operations, cuts down manual effort, and minimizes errors, becoming essential for modern warehouse management.

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Key Features of 3PL Software

The key features of 3PL software are designed to enhance the efficiency and effectiveness of logistics operations, providing stakeholders with full visibility into operational progress and challenges at any given point in time. These include client management tools, customer portals for monitoring inventory and order progress, and various inventory and warehouse management tools. Real-time tracking is vital, as it allows providers to monitor the location and condition of goods, significantly reducing delivery delays.

The key features of 3PL software include:

  • Client management tools
  • Customer portals for monitoring inventory and order progress
  • Various inventory and warehouse management tools
  • Real-time tracking, which allows providers to monitor the location and condition of goods, significantly reducing delivery delays.

Efficient inventory management in 3PL software is widely known to reduce warehousing expenses by up to 30% and enhance inventory accuracy by 20%. A robust 3PL WMS should include functionalities such as inventory management and control, picking, packing, and shipping, as well as advanced reporting tools. These functionalities streamline operations, boost accuracy, and reduce errors.

Integrated 3PL fulfillment software provides fast onboarding, real-time warehouse management, and billing automation. Automated route optimization reduces shipping costs, enhancing overall delivery efficiency while protecting margins. Additionally, Warehouse Management Systems (WMS) can enhance picking accuracy by 30-40%, resulting in fewer errors and improved operational efficiency.

A user-friendly interface ensures employees can easily navigate and use the software. An integrated Order Management System (OMS) can reduce order processing times by up to 60%, boosting service reliability. These key features collectively contribute to making 3PL software a powerful tool for managing logistics operations effectively.

Benefits of Using 3PL Software

A major benefit of using 3PL software is its cost-saving potential. Using a 3PL can lower order fulfillment costs compared to managing logistics in-house. Additionally, using 3PLs allows companies to avoid large capital investments in technology and warehouse facilities. This not only makes logistics more cost-effective but also converts fixed costs into variable costs based on transaction volumes.

Another crucial benefit of 3PL software is its time-saving capability. Automation of tasks such as billing and invoicing enhances accuracy and speed, facilitating the collection of timely payments and reducing manual efforts. Advanced reporting and analytics features help logistics providers make data-driven decisions, improving operational efficiencies by 10-15%. This allows logistics teams to concentrate on business growth instead of daily operational tasks.

Improved customer service is another advantage. 3PL software improves customer service by streamlining communications and keeping client costs down by minimizing mistakes during fulfillment and enabling faster returns (which accelerates turnaround to resale). Insights on sales trends provided by the software help optimize inventory levels and reduce overstock situations, which Sellers appreciate. Overall, the benefits of using 3PL software are many-fold, contributing to greater efficiency, cost savings, and improved customer satisfaction.

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How to Choose the Right 3PL Software

Choosing the right 3PL software is a crucial decision that can significantly impact your warehouse operations. The first step is to identify specific operational challenges and tailor your software selection to address these needs. Understanding client needs is also necessary when selecting 3PL software. Research and shortlist software options that offer the necessary features and evaluate them based on their capabilities.

Conducting a pilot test with a small subset of data can help assess the usability and performance of the software. It is also important to analyze the return on investment by comparing software costs with expected efficiency improvements. Verify that the software is user-friendly and easy for employees to learn.

Scalability is another vital factor. The software should be able to scale with your business growth. Select a vendor that provides reliable customer support and stays up-to-date with technology and logistics industry trends. By considering these factors, you can choose a 3PL software solution that aligns with your business goals and enhances your warehouse operations.

Real-Time Inventory Management

Real-time inventory management is fundamental to efficient warehouse operations. 3PL software provides real-time updates on inventory levels and stock movements, supporting timely decision-making. This real-time visibility helps logistics providers streamline operations and improve overall efficiency. The ability to monitor inventory levels in real-time helps prevent stockouts, ensuring better product availability. By automating inventory management, 3PL software reduces manual entry and error rates. 

Integrating artificial intelligence and machine learning in 3PL software further enhances operational efficiency by optimizing inventory management and demand forecasting. These technologies enable logistics providers to make data-driven decisions, enhancing inventory accuracy and customer satisfaction. Overall, real-time inventory management is key to maintaining efficiency and reducing operational costs in warehouse operations.

Enhancing Client Relationships with 3PL Software

Strong client relationships are essential for any logistics provider’s success. 3PL software allows the tracking of product flow, order management, and cost monitoring, providing clients with transparency and confidence in their outsourced logistics operations. Real-time shipment tracking builds trust by allowing clients to monitor their deliveries at any time, from anywhere. Such visibility and control boost client satisfaction and loyalty.

Proactive issue resolution through real-time tracking enhances the client experience by quickly allowing customers to address potential shipping problems. Timely communication about order tracking status helps manage client expectations and reduces anxiety related to delays. A strong Customer Relationship Management (CRM) system should be included for managing client interactions and boosting satisfaction and retention.

Tailored logistics solutions allow 3PL providers to meet differing client needs, appealing to a broader market of prospects. Automated customer service systems improve response times to client inquiries, boosting overall customer satisfaction. Combining advanced technology with personalized service, 3PL software helps providers cultivate strong, lasting client relationships.

Automation in 3PL Software

Automation is revolutionizing warehouse operations, boosting efficiency and reducing dependency on manual processes. 3PL software helps logistics managers concentrate on their main strengths by automating numerous repetitive supply chain functions. It covers tasks like generating and receiving documents, managing quality checks, and optimizing delivery routes.

Implementing automation in transportation management can optimize delivery routes, thereby lowering transportation expenses. 3PL software also boosts efficiency by automating tasks and streamlining processes, resulting in significant operational gains. These enhancements increase productivity and reduce operational costs.

Seamless integrations and optimized processes further enhance overall logistics performance. By automating various aspects of warehouse management, 3PL software allows logistics providers to focus on strategic initiatives and business growth. The impact of automation on logistics operations is profound, offering a competitive edge to those that embrace it.

Integrating 3PL Software with Existing Systems

Integrating 3PL software with your existing systems doesn’t have to be complicated, but it’s definitely something worth getting right. A smooth connection between different platforms helps keep data accurate and up to date while making everything run more efficiently. APIs play a big role here, allowing different systems to communicate and share information without a hitch.

If there’s no pre-built connection available, middleware solutions can step in to bridge the gap, offering a flexible way to link multiple applications. For businesses with very specific needs, custom integrations are an option, though they can be pricier. On the flip side, pre-built connections can save time and costs, but they might not offer as much flexibility.

For ecommerce businesses, integrating with 3PL software can speed up order processing by as much as 30%, which means happier customers and a more efficient workflow. Most shopping platforms already support these integrations, making the process easier than you might think. When everything works together seamlessly, your operations run smoother, and you get the most out of your 3PL software.

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The Future of 3PL Software

The future of 3PL software looks incredibly promising, with the industry expected to hit $1.8 trillion by 2026. Technology is advancing fast, and innovations like warehouse robotics—think automated guided vehicles and robotic picking systems—are set to make logistics operations even more efficient. Artificial intelligence is also playing a bigger role, helping businesses fine-tune order batching and demand forecasting for better accuracy and smoother workflows.

Advanced analytics and reporting tools are making it easier to scale operations by offering valuable insights into performance metrics and future trends. Meanwhile, blockchain technology is enhancing transparency and security, giving companies real-time tracking capabilities while reducing fraud risks.

We’re also seeing a rise in micro-fulfillment centers, which are helping speed up last-mile delivery and shorten processing times, especially in urban areas. Plus, many 3PL providers are simplifying international shipping by streamlining customs and compliance. As logistics continues to evolve, staying ahead of the curve with cutting-edge technology and smart 3PL solutions will be key to staying competitive.

Summary

In the end, 3PL software is a game-changer for warehouse operations, helping businesses work smarter by improving efficiency, cutting costs, and keeping customers happy. Features like real-time tracking, automation, and seamless integrations make a huge difference in streamlining logistics and reducing errors. Finding the right 3PL software means understanding your business’s unique needs, comparing options, and ensuring it’s easy to use, scalable, and backed by solid customer support.

Looking ahead, the future of 3PL software is exciting, with AI, blockchain, and robotics leading the way. By embracing these technologies, logistics providers can stay competitive and keep up with the fast-paced world of e-commerce fulfillment. Choosing the right 3PL software isn’t just a smart move—it’s a key investment that can boost efficiency and fuel long-term business growth.

Frequently Asked Questions

What is third-party logistics (3PL)?

Third-party logistics (3PL) is all about outsourcing logistics tasks like inventory management and shipping to specialized providers. This way, businesses can concentrate on what they do best, while experts handle the complexities of logistics for them.

What are the key features to look for in 3PL software?

When choosing 3PL software, focus on client management tools, real-time tracking, inventory management, and integrated order systems to boost your logistics efficiency. A user-friendly interface is also crucial for seamless operations!

How does 3PL software enhance client relationships?

3PL software really boosts client relationships by offering real-time shipment tracking and timely communication, which builds trust and keeps everyone in the loop. Plus, with proactive issue resolution and tailored solutions, your customers feel valued and satisfied.

Why is real-time inventory management important in 3PL operations?

Real-time inventory management is vital in 3PL operations because it ensures visibility into stock levels and movements, helping avoid stockouts and overstock issues. This leads to better decision-making and improved efficiency overall.

What should be considered when choosing the right 3PL software?

When choosing 3PL software, it’s crucial to focus on your specific operational needs, essential features, and how well it can grow with your business. Don’t forget to test it out first and evaluate the potential ROI to ensure it’s the right fit for you.

How does mobile functionality benefit warehouse staff?

Mobile functionality helps warehouse staff by offering real-time inventory tracking and quick access to order processing, making operations smoother and less dependent on manual work. This ultimately boosts efficiency and saves time!

Written By:

Rinaldi Juwono

Rinaldi Juwono

Rinaldi Juwono leads content and SEO strategy at Cahoot, crafting data-driven insights that help ecommerce brands navigate logistics challenges. He works closely with the product, sales, and operations teams to translate Cahoot’s innovations into actionable strategies merchants can use to grow smarter and leaner.

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