How to Choose the Right Back Office Partner for Your Logistics Business
In today’s fast-moving global supply chain, logistics businesses are under pressure to scale faster, reduce costs, and deliver flawless service—all while managing a growing volume of back office work. And this matters: according to a Cleo-sponsored survey cited by BusinessWire and DC Velocity, 34% of logistics firms lose over US $250,000 annually due to poor system integration and fragmented workflows—9% lose a full $1 million each year.
Meanwhile, the global back‑office outsourcing market is booming, valued at US$273.5 billion in 2023, with projections to reach nearly US$ 560 billion by 2032, driven by demand for cost efficiency and tech-enabled solutions
These figures highlight the urgency: inefficient systems and manual workflows are costing logistics leaders real money, while outsourcing represents a massive—and growing—strategic shift. For freight forwarders, NVOCCs, 3PLs, and BCOs, this reality has triggered a shift: non-core operations like documentation, track & trace, billing, and data entry are now being outsourced to specialized back office service providers. But choosing the right back office partner can mean the difference between operational success and customer dissatisfaction.
This guide will help you evaluate and choose the best logistics back office partner for your business needs in 2025.
What Are Logistics Back Office Services?
Back office services in logistics refer to the non-customer-facing but mission-critical tasks that keep freight operations running smoothly. These services typically include:
- Bill of Lading (B/L) preparation and documentation
- Freight billing and invoice processing
- Track and trace support
- Manifest filing (AMS, ISF, AES)
- Proof of delivery (POD) collection
- Data entry and document indexing
- Carrier booking confirmations
These functions are often repetitive and time-consuming, yet crucial to maintaining compliance, cash flow, and customer satisfaction. Outsourcing them to a logistics BPO service provider allows logistics companies to focus on core operations like sales, carrier management, and customer experience .
Why Freight Companies Are Outsourcing in 2025
The demand for logistics outsourcing companies is accelerating due to both cost optimization goals and advances in automation and AI . Here's why more freight businesses are adopting this strategy:
2.1 Labor Cost Pressures
Maintaining an in-house documentation or billing team across time zones is increasingly cost-prohibitive. Outsourcing offers 30-50% cost savings without compromising quality.
2.2 24x7 Operations
With global shipments moving round-the-clock, businesses need support that aligns with different geographies and time zones. Back office outsourcing ensures a continuous workflow without interruptions.
2.3 AI-Powered Efficiency
Modern logistics BPO services leverage AI to:
- Auto-extract data from shipping documents
- Trigger workflows via OCR and RPA tools
- Provide intelligent exception handling
- Reduce turnaround time and human error
2.4 Talent Shortages
As skilled labor becomes harder to retain in the logistics industry, outsourcing provides access to trained personnel with domain expertise.
Criteria for Choosing the Right Back Office Partner
Not all BPO providers are equal. When selecting the right partner for your logistics business, consider these key factors:
3.1 Domain Expertise
Choose a company that specializes in logistics BPO services. Industry experience ensures understanding of shipping documents, carrier rules, compliance needs, and TMS platforms.
3.2 Technology Integration
The right partner should offer seamless integration with your existing systems via APIs or custom connectors—whether it’s InfoX digital platform, Cargorates AI, Descartes, or your in-house TMS.
3.3 Data Security & Compliance
Verify that the provider is compliant with ISO 27001, and other data protection protocols. This is non-negotiable for handling sensitive customer and shipment data.
3.4 SLA Commitments
Ensure clear Service Level Agreements (SLAs) around:
- Turnaround times (TATs)
- Accuracy rates
- Communication protocols
3.5 Scalability
Can the provider scale up or down based on your seasonal or business cycle demands? Flexibility is crucial for high-volume shipping periods.
3.6 Cost Transparency
Avoid vendors that bury fees in vague pricing models. Demand clear per-transaction or per-FTE pricing structures.
Red Flags to Avoid in Logistics BPO Selection
Be cautious of these warning signs when evaluating a back office support provider:
| Red Flag | Why It’s a Problem |
|---|---|
| No logistics | Leads to high error rates due to a lack of domain knowledge |
| Manual processes only | Slower TATs and higher labor costs |
| No clear SLAs or KPIs | Impossible to measure performance objectively |
| Poor data handling practices | Risk of compliance violations and breaches |
| One-size-fits-all approach | Lack of customization to your operational workflow |
Benefits of Working with a Specialized Logistics Outsourcing Company
Partnering with a logistics-focused outsourcing company delivers:
- Faster Document Turnaround: Reduced cycle times with real-time processing
- Improved Accuracy: Fewer errors in B/Ls, invoices, and customs filings
- Better Visibility: Centralized dashboards and real-time updates
- Resource Optimization: In-house teams can focus on high-impact areas
- Scalable Operations: Expand or reduce support based on shipment volumes
Info-X, with over 20 years of experience in logistics technology, is a recognized leader in providing end-to-end back office services tailored for freight forwarders, NVOCCs, and 3PLs. Its blend of domain-trained experts and automation technology ensures higher efficiency, accuracy, and compliance.
How Info-X Solves These Challenges
Logistics businesses partnering with Info-X benefit from:
- Human + AI-powered execution, minimizing manual errors and reducing processing time
- Digital Back Office Platform, offering complete visibility and seamless integration with all major TMS systems
- End-to-end managed services, covering documentation, billing, audit, and exception resolution.
With a proven track record of helping logistics companies scale with precision and control, Info-X is trusted by hundreds of global operators.
Frequently Asked Questions (FAQs)
Back office services in logistics refer to non-customer-facing operations such as billing, documentation, track and trace, freight quoting, customs filing, and data entry that support freight execution.
Outsourcing helps logistics companies cut costs, scale faster, and access expert resources while leveraging automation for better accuracy and 24x7 coverage.
AI-powered documentations accelerate processing, automate repetitive workflows, and reduce errors through OCR, RPA, and intelligent validation tools.
Info-X combines 20+ years of domain experience with a Human + AI approach and a proprietary digital platform that integrates with all major TMS systems.
Use a structured checklist covering expertise, compliance, technology integration, automation capabilities, SLAs, and references.
Final Takeaway
Outsourcing back office services is no longer just a cost-cutting measure—it's a strategic move for logistics businesses aiming to scale efficiently and stay competitive. But success depends on choosing the right partner: one that understands your operations, integrates with your systems, and brings both human expertise and automation capabilities to the table.
Make your decision wisely—and transform your back office into a growth driver, not a bottleneck.