Cross-border freight opens the door to new markets, but it also comes with its own unique risks. One misstep can derail a shipment, hurt customer trust, and cut into margins. The good news? Most challenges are avoidable with the right preparation and partners.
Here are the nine most common cross-border freight challenges and how to solve them.
Challenge #1: Missing or incomplete customs info
A top cause of border delays is missing information, such as a commercial invoice or customs broker details. If a carrier reaches the border without paperwork, the shipment will be delayed.
Solution: Always collect customs broker details and commercial invoices before dispatch. Double-check with the shipper: “Do you have a customs broker? Where do they want the freight to cross?” If the shipper doesn’t have one, arrange one in advance. Provide all information (invoice, packing list, etc.) to the customs broker as early as possible, even before pickup, so they can start the clearance process. No one should be scrambling for paperwork last minute.
Challenge #2: Delays at the border
Even with everything in order, delays can happen: customs backlogs, random inspections, or procedural hiccups. Every extra day is costly and delays delivery.
Solution: Build in a buffer, keep everyone informed, and set customer expectations. Track the clearance process, and call the customs broker for status updates. Having a good relationship with customs brokers can expedite resolution of any holds. Ensure carriers know the SOP at the border: where to drop the trailer, where/when to pick up documents, etc., to avoid delays. If a trailer is stuck due to an inspection, inform the receiver and provide updates. Cargado can help if something seems off (e.g., if a local contact is needed to push paperwork).
Challenge #3: Carrier no-show or capacity fall-through
Cross-border moves can intimidate inexperienced carriers. A booked carrier can sometimes back out at the last minute, and finding a carrier for a specific Mexico location on little time is hard.
Solution: Use a vetted cross-border carrier network like Cargado’s and maintain backup options. Since carriers in Cargado’s network are vetted for their service and reliability, no-shows are less common. It’s still wise to have a contingency: If carrier A falls through, quickly re-post the load or have carrier B in mind. When you first engage a carrier, communicate the load details and make sure they are comfortable with the route and procedures (e.g., “You will need to drop at this broker’s yard in Laredo, then continue.”). If needed, Cargado can help source a replacement carrier in minutes.
Challenge #4: Insurance and liability surprises
U.S. carriers are required to have cargo insurance as mandated by the Federal Motor Carrier Safety Administration, but what happens to that coverage once the load enters Mexico? Over- or underestimating coverage can derail a move.
Solution: Verify the cargo value and that carriers have adequate insurance on each side. If a load’s value exceeds standard coverage, arrange additional cargo insurance or talk to the carrier about adding a rider for an extra cost that should be included in the quote. Don’t over-require insurance unnecessarily (e.g., asking every carrier for $250,000 coverage will drastically shrink the capacity pool). Instead, match requirements to the load. Clarify when liability shifts from U.S. to Mexican carriers (the Mexican carrier’s insurance usually takes over at handoff). Work only with reputable carriers, and encourage shippers to insure sensitive cargo like electronics.
Challenge #5: Communication and language barriers
Coordination can break down if there are language issues or just too many parties not aligned. Maybe the Mexican driver doesn’t speak English and the U.S. broker can’t reach him for an update, etc.
Solution: Get bilingual support. Cargado’s team speaks English and Spanish, bridging gaps between brokers and Mexican carriers. Provide written instructions in both languages and provide the necessary details: addresses, contact names, reference numbers, dispatch contact information, and so on. Before a load moves, make sure all parties know the plan. The more clarity up front, the fewer panicked calls later.
Challenge #6: Operational differences
Operational differences in Mexico can surprise some U.S. brokers. For example, Mexico City has truck traffic restrictions: No heavy trucks in city limits during certain daytime hours. If unaware, a broker might schedule an 8 a.m. delivery in Mexico City, not realizing the driver must park overnight and only move after 11 a.m.
Solution: Ask carriers about local restrictions before quoting. Cargado’s experts or carriers themselves often know these nuances. Build schedules that account for them, like plan for overnight staging if delivering in big cities in the morning.
Another example: fuel or toll costs in Mexico. Carriers price these in, but a route with a lot of tolls might raise the rate. Understanding these factors (or at least trusting the carrier’s rate to account for them) is important. Always encourage an open conversation with carriers: “Is there anything unusual about this lane or destination that we should know?” They might tell you, for instance, that a remote location in Mexico requires an empty backhaul fee. Better to know upfront.
Challenge #7: Border transfer confusion
A common point of confusion is the border transfer. If not arranged properly, a trailer could end up sitting because the receiving carrier thought the other would handle the dray.
Solution: If you split a load between a U.S. carrier and a Mexican carrier, explicitly arrange the dray or confirm that the Mexican carrier has authority to pick up the trailer on the U.S. side. In many cases, the through-carrier will subcontract or handle the drayage.
Cargado often simplifies this by bundling it, but you should fill in the transfer carrier details in the load information or let Cargado know if you need them to handle that segment. All documents should be sent to the transfer carrier, who will print them out and carry them across. A best practice is to treat the transfer like a mini-shipment: Document the handoff location and ensure both sides know who to call.
Challenge #8: Transloading
Sometimes, a shipper might insist on transloading because they don’t want their trailer to leave the U.S., or a situation arises where a through-trailer isn’t possible, but transloading (unloading and reloading freight at the border) adds risk and time.
Solution: A through-trailer, where the freight stays in the same trailer door-to-door and only the tractors change, is almost always faster and safer. With Cargado, most cross-border moves are through-trailer unless otherwise requested. One box, one border crossing, less complexity. If transloading is unavoidable, use secure, professional warehouses and document every step.
Challenge #9: Pricing mistakes
Cross-border pricing includes the U.S. line-haul, drayage, Mexico line-haul, and sometimes separate broker fees. Miss one component and you either underquote and lose margin, or over-quote and lose the business.
Solution: Break down the costs, and verify who pays what (for instance, if your quote accidentally included customs fees that the customer was going to pay separately, you’d be too high). Transparency with carriers helps: If a carrier gives a lump sum rate, ask if it includes the transfer. This prevents miscommunication where, say, a U.S. carrier expected the broker to hire the Mexican truck separately. Clarify responsibilities to ensure the price covers the entire move as promised.
For pricing peace of mind, use Cargado Market Rates, built on 35,000+ verified carrier bids across 2,000+ lanes, to quote confidently. Rates are refreshed weekly, so you’re never guessing or leaving money on the table.
Cross-border doesn’t have to be complicated
Yes, U.S.-Mexico freight is more complex than domestic. But with knowledge and preparation, the right carriers, and real-time pricing intelligence, you can avoid costly mistakes and deliver consistently for your customers.
Cargado was built to simplify cross-border freight. With our reliable network, pricing insights, and bilingual support team, we help brokers turn cross-border complexity into confidence.