3PL Onboarding Best Practices for a Seamless Transition

The internet offers an abundance of information to businesses that are looking for a 3PL or are about to start the 3PL onboarding process. It might all begin with a Google search for 3PL providers and their expertise, and the next step, looking through 3PL websites and resources. But good due diligence comes from digging deeper into the process and identifying common pitfalls—just to avoid them.

For instance, an ecommerce business owner can ask others what to look out for when choosing a 3PL, including lessons, red flags, common processes, and more. They can explore different cost structures, fit, and expertise, and learn things like “don’t go for the cheapest,” “look for transparency,” “know their capabilities,” or “make sure you’re allowed to walk into the warehouse to see your inventory.”

This way, when it’s time to talk directly with these 3PLs, a business knows what to ask and what information to provide.

Why is that important? It’s because before selecting a logistics partner, it’s critical to have clear 3PL onboarding expectations in place and be able to ensure that a prospective provider can handle them.

A strong onboarding process lays the foundation for accurate warehousing, distribution, and fulfillment, efficient operations, and a successful long-term relationship.

By setting up systems, data, and communication channels correctly from the start, businesses can avoid costly errors and ensure a smooth transition into outsourced logistics.

Setting the stage for a successful 3PL onboarding

3PL onboarding sets the stage for how a business’s operations will run day to day. Before the first order is picked, packed, and shipped, expectations must be outlined. This means aligning systems, integrating platforms, and creating an operational playbook that outlines product details, inventory setup, and shipping preferences.

Before onboarding, businesses will need to provide complete information, including SKUs, packaging, order volume, forecasting, and anything else that lets a 3PL plan resources effectively and in a way that prevents errors down the line.

Providers should offer 3PL onboarding processes as well, from what expert support they give to a phased approach to implementation and strategies for ensuring a smooth transition.

Done well, onboarding becomes the launchpad for operational excellence and a lasting, strategic partnership; and currently 84% of shippers and 97% of 3PLs agreed that there’s a need for more strategic and longer-term 3PL/shipper agreements.

3PL onboarding best practices

The foundation of successful long-term, strategic logistics partnerships begins with collaboration, sharing information, and setting expectations. Prior to 3PL onboarding, a business and their 3PL fulfillment partner should cover:

Product and inventory setup

Accurate product data is critical to the onboarding process. Before a 3PL can ship a single order, they need complete and reliable information about SKUs, barcodes, and product attributes. This step eliminates errors, prevents costly delays, and ensures inventory is tracked correctly from day one. During onboarding the following should occur:

• SKUs and barcodes: Assign every product a unique SKU and barcode for accurate tracking and fulfillment.
• Product details: Provide actual and dimensional weights, cost, sale price, and country of origin for each item.
• Product categories: Flag items that are fragile, hazardous, or temperature-sensitive so they’re handled and stored correctly.

Technology and integration

Seamless data flow is essential to avoid bottlenecks once orders start moving. During onboarding, confirm that business systems and 3PL platforms work together. The right technology setup will give visibility into performance metrics that matter. During 3PL onboarding, expect:

• Platform integration: Ensure the 3PL connects directly to the business’s ecommerce platform, ERP, or WMS.
• Data migration: Work with your provider to migrate and validate order history and inventory records.
• Reporting and analytics: Confirm access to real-time dashboards with KPIs, order status, and inventory levels.

Operational and shipping preferences

Every business operates differently, making it essential to establish operational expectations during onboarding. Clear communication around order volumes, shipping requirements, and packaging preferences allows the 3PL to allocate resources effectively and align fulfillment with customer expectations. The onboarding process should cover:

• Order volume and forecasting: Historical data, seasonal peaks, and growth projections should be shared to guide warehouse staffing and capacity planning.
• Shipping preferences: Preferred carriers, service-level agreements (SLAs), and delivery requirements must be outlined at the start.
• Custom packaging: Decisions should be made regarding whether the 3PL supplies packaging or the business provides its own customer packaging materials.

Provider expertise and process

The success of onboarding depends on the expertise and structure of the 3PL guiding it. A provider with proven experience offers more than infrastructure. It means they bring tested processes, dedicated resources, and the ability to mitigate risks during the transition. Make sure a 3PL provider has:

• Proven experience: Providers with a history of supporting similar businesses or industries, for example, particularly during peak demand, demonstrate reliability.
• Expert support: Guided setup, dedicated onboarding specialists, and detailed documentation create a smoother process.
• Phased implementation: A staged rollout by product line, channel, or region allows testing and refinement before full scale implementation.

How WSI enables successful onboarding

“At WSI, we believe seamless onboarding is the foundation of lasting partnerships,” says Abbey Diedrich, Director of Customer Success at WSI. “From day one, our Customer Success and Operations teams work side by side to deliver a smooth and tailored transition that reflects each customer’s unique needs and sets them up for confidence and success from the start.”

When a brand chooses WSI as its fulfillment partner, the onboarding process is designed to remove friction, align teams, and build trust right from the beginning. Rather than jumping straight into operations, we take the time to understand each customer’s products, systems, and goals. This discovery process allows us to configure technology, set expectations, and ensure every stakeholder is on the same page before the first order ever ships.

Here’s a look at a sample of our onboarding checklist, built to give brands confidence as they scale:

Step	Owner (Role)	Key Deliverables
Customer Collaboration Site Created	Onboarding Team	Customer communication site created & welcome email sent
Internal Kick-Off	Sales + Onboarding PM	Internal team alignment on project scope
External Kick-Off	Sales + Onboarding PM	Kick-off with client, share process overview & set expectations
Questionnaire Call Scheduled & Held	Onboarding PM	Customer questionnaire completed to capture requirements
Internal Alignment Meeting	Onboarding PM	Align on go-live dates, testing schedule, and next steps
Statement of Requirements (SOR) Created & Signed	Onboarding PM	Document finalized and signed off by key stakeholders
Weekly Internal Project Updates	Onboarding PM	Ongoing internal check-ins to ensure progress
Customer Flow Document Completed	WMS Implementation Lead	Document mapping customer process finalized
SOR/Project Plan Review with Customer	Onboarding PM	Review plan with client and secure sign-off
Recurring Cadence Calls Scheduled	Onboarding PM	Weekly calls scheduled for updates and support
Rate Letter Review	Onboarding PM	Pricing and storage structure validated
Order Testing & Production Test	IT PM	Test orders processed and verified with client
Go-Live	Onboarding PM	First live orders fulfilled and monitored
Hand-Off to Customer Success	Customer Success Lead	Official transition to CS team with post-go-live support

Every customer is unique, and we take that into consideration at every step. While we follow a proven onboarding framework, we adapt it based on your brand’s specific requirements, timelines, and challenges. This ensures the process feels collaborative and tailored, not rigid or cookie-cutter.

Onboard with WSI today

Successful 3PL onboarding goes beyond the checklist to build a foundation of trust, accuracy, and alignment between your business and your logistics provider. WSI’s proven expertise helps manufacturers and retailers move faster, ship smarter, and stay resilient in a changing market. Contact our team today to learn more.