Registration Process

Getting Started with CargoPay

Our registration process is designed to be thorough, secure, and straightforward. Whether you are a carrier offering transport services or a broker arranging freight movement, this guide explains exactly what to expect when you sign up.

Register as Carrier Register as Broker
Why Registration Matters

CargoPay operates within EU regulations, handles financial transactions, and connects businesses that depend on trust and reliability. Taking time to verify each member properly protects everyone on the platform and maintains the high standards our community expects.

Two Types of Accounts

Our platform serves two distinct groups, each following a similar path through the registration and approval process.

For Carriers

Transport companies and fleet operators

Transport companies, independent drivers, and fleet operators who provide shipping and logistics services. Carriers are the backbone of the platform, moving freight and ensuring goods arrive safely at their destinations.

  • Provide shipping and logistics services
  • Move freight and ensure safe delivery
  • Operate vehicles and manage transport

For Brokers

Freight forwarders and logistics intermediaries

Freight forwarders, logistics intermediaries, and brokers who arrange freight movement for shippers. If you negotiate rates, coordinate transport services, or manage shipments for clients, this is the account type for you.

  • Arrange freight movement for clients
  • Negotiate rates with carriers
  • Coordinate transport services

The Registration Journey

Eight clear steps from initial submission to full account activation. Each step is designed to verify your business and ensure platform security.

Step 1

Submit Your Company Information

The process begins with a simple form where you provide essential details about your business.

What you'll need ready:
  • Valid business email address
  • Company's legal name
  • EU VAT number
  • Complete business address
  • Fleet size and vehicle types (for carriers)
Automatic validation includes:
  • Email verification (no existing account)
  • Address validation (trusted databases)
  • VAT validation (EU VIES database)
  • Country consistency check
Step 2

Automatic Validation

Once you submit your information, our system immediately begins validating your details.

Address matching levels:
  • 85%+
    High match – Proceeds automatically
  • 60–84%
    Moderate match – Brief review
  • <60%
    Low match – Additional verification
Step 3

Address Similarity Check

As an additional security measure, we compare the address you provided with the address registered with your VAT number.

Account status types:
Pending Payment Setup fee required
Pending Documents Awaiting document submission
Active Fully operational
Suspended Temporarily deactivated
Step 4

Account Status Assignment

After validation, your account receives an initial status that determines the next steps.

Typical documents required:
Business licenses Insurance certificates Fleet documentation Brokerage certifications Authority to operate
Detailed Requirements

Each document category has specific requirements. View the complete documentation guide

Step 5

Document Verification

If required, you will be asked to submit business documentation for administrative review.

Secure payment includes:
  • Encrypted transaction
  • PCI-DSS compliant processing
  • All major payment methods
Step 6

Payment Processing

If your account type requires a setup fee, you will be directed to a secure payment page.

Stripe Connect includes:
  • Identity verification
  • Payment method configuration
  • Compliance checks
Step 7

Stripe Connect Verification

This is the final integration step. CargoPay uses Stripe Connect to handle payments securely between carriers and brokers.

Welcome email contains:
  • Remaining steps instructions
  • Support contact information
Step 8

Account Access

Once your registration is complete, you will receive a welcome email with your login credentials.

After Registration: What's Next

Once your account is active, you can immediately begin using CargoPay.

Register as Carrier
Register as Broker
First Steps After Registration

These steps are required for all new accounts

Create Your First Customer

Add a customer record to begin. All users must create customers before processing payments.

Create a Payment Request

Once your customer is set up, you can create payment requests to process transactions through the platform.

Common Questions

Everything you need to know about the registration process.

This can happen for several common reasons:
  • Incorrect format: EU VAT numbers start with a two-letter country code followed by alphanumeric characters.
  • Newly registered VAT number: It can take several days for new VAT numbers to appear in the VIES database.
  • Weekend or holiday timing: The VIES system occasionally undergoes maintenance.
  • Special characters included: Use only letters and numbersβ€”no spaces, hyphens, or punctuation.

If the issue persists, our support team can help verify your VAT status manually.

Minor differences are normal and expected. Common acceptable variations include "Street" versus "St." or different formatting of postal codes. Our system accounts for these normal variations. Only significant discrepancies trigger a review.

  • Form submission: 1–2 minutes
  • Automated validation: 5–10 seconds
  • Document review: Between 3 and 7 business days
  • Stripe verification: Usually instant, up to 48 hours in some cases

For a complete list of required documents, see our Required Documentation page

First, check your spam or junk folder. If the email is not there, verify you entered your email address correctly during registration, wait up to 15 minutes, and contact support if the email still has not arrived.

Yes. Most information can be updated through your account settings. However, changes to your VAT number or legal company name may require revalidation and could temporarily affect your account status.

Security and Privacy

We protect your information with industry-standard encryption and comply with all data protection regulations.

  • Encrypted at rest and in transit
  • Personal identifiers masked in logs
  • No data sold or shared
  • Right to deletion at any time

GDPR Compliance

As an EU-based platform, we fully comply with all GDPR requirements:

  • Right to access your data
  • Right to correct inaccurate information
  • Right to erasure
  • Right to data portability

Audit and Compliance

Every action taken on your account is logged in a secure, immutable audit trail.

  • Complete transparency
  • Regulatory compliance
  • 7-year retention period

Support During Registration

Our support team is available to help with any registration questions.

When to Contact Support
  • Error messages you don't understand
  • VAT validation consistently fails
  • Special circumstances registration
  • Missing emails after reasonable time
What to Have Ready
  • Email address used to register
  • Company's VAT number
  • Brief description of difficulty
  • Any error messages received
Response Times
  • Business hours Usually within 2 hours
  • Evenings Next business day
  • Critical Prioritized immediately

Ready to Get Started?

Begin your registration today and join the CargoPay network of verified carriers and trusted brokers.

Register as Carrier Register as Broker