Brightmark Imaging Shipping Quote Tool — how to use it

For the Keystone / Brightmark Imaging team. This covers day-to-day quoting and the admin tasks (updating products, managing the quote log). For behind-the-scenes setup — sign-in access, UPS keys, deploying — see Maintenance.

The tool: https://keystone-freight-tool.<your-account>.workers.dev

Signing in

1. Go to the link above. You'll be asked for your email.
2. Enter your @keystonerecognition.com email. UPS sends a one-time code to your inbox.
3. Type the code in. You're in for about two weeks before it asks again.

"I never got a code." Almost always a typo in the email, or an address that hasn't been added yet. The sign-in screen says "we sent you a code" even for addresses it doesn't recognize (that's a security feature, not a bug) — so double-check the spelling first. If it's right and still nothing, the address needs adding (see Maintenance).

Your email shows in the top-right while you're signed in, with a Sign out link.

Getting a quote

The form is one screen. The fastest path:

1. Part number — start typing; matching part numbers appear in a dropdown. Pick one.
   • The tool auto-fills the carton weight and dimensions and works out how many cartons your quantity needs.
   • A part marked "no carton data" has no measurements on file — you'll need to type the carton weight and dimensions in by hand.
2. Quantity — how many units. The Cartons count recalculates automatically (it rounds a partial carton up to a full one).
3. Destination ZIP — the 5-digit ZIP you're shipping to.
4. Residential — tick this only if it's going to a home address (UPS charges more). Leave it off for businesses.
5. Click Get rates.

You can override any field — if the auto-filled weight or dimensions are wrong for a particular order, just type over them before clicking Get rates. The numbers in the carton fields are what actually get quoted.

No part number? You can skip it entirely and just enter carton weight, dimensions, ZIP, and how many cartons — handy for one-off or custom items.

Reading the results

A table of every UPS service, cheapest first:

The line above the table shows the route, carton count, total weight, and — for a catalog part — the declared value (quantity × the item's price). That figure is for your records and the actual shipment; it is not added to the quoted rates. If you ever see a yellow "published rates" notice, it means UPS didn't return your negotiated rate for that quote — rare; let us know if it keeps happening.

Quoting several orders in a row

The simplest way to start each new quote clean is to refresh the page and begin again, rather than clearing fields by hand.

"It couldn't rate this"

If UPS can't quote a shipment, the tool shows UPS's own reason — most often a bad destination ZIP. Fix the ZIP and try again. (Every quote you successfully run is saved to the log automatically — see below.)

Admin tasks

Open the Admin section at the bottom of the page (click to expand). Two things live there.

Updating the product list

When the catalog changes (new products, new dimensions, price updates), upload a fresh export:

1. Export the product list (the "Freight Inputs" export) — item number, price, carton weight, units per carton, and carton dimensions. Both Excel (.xlsx) and CSV (.csv) work.
2. In Admin → Catalog, click Choose file, pick the export, and click Upload new spreadsheet.
3. The tool replaces the whole catalog with the new file and tells you how many products loaded (and how many had no carton data). The "last updated" line shows who uploaded it and when.

The tool finds the columns by their header names (Item No, Saleprice, Case Weight, Case Quantity, Case Length/Width/Height), so column order doesn't matter. Products with no weight or units on file load fine but show as "no carton data" — those need carton weight and dimensions typed in by hand at quote time, until the export includes them.

If the upload is rejected, the message says why — usually it didn't recognize the columns. Check the headers against the list above, or send the file to us.

Managing the quote log

Every quote anyone runs is recorded automatically. In Admin → Quote log:

• Download log (.xlsx) — gives you an Excel file with two tabs:
  • Quotes — one row per quote (date/time, who ran it, part, quantity, cartons, weight, origin/destination ZIP, residential, declared value, and the cheapest service + cost).
  • Rates — one row per service for every quote (the full UPS service table), ready for applying markup.
  • Date/time is shown in your local time.
• Clear the log — permanently deletes every logged quote and cannot be undone. To prevent accidents, you have to type DELETE in the box before the button works. Download a copy first if you might want the history.