7 mistakes to avoid when starting with a 3PL

Making the switch to a third-party logistics provider is one of the smartest moves a growing business can make. But how you set it up from the start makes a big difference to how smoothly it runs — and how quickly you start seeing the benefits.

Here are the seven most common mistakes businesses make when starting with a 3PL, and how to avoid them.

1. Not having accurate stock data before you transfer

Rubbish in, rubbish out.

If your inventory records aren't clean and accurate before your stock is handed over, those problems follow you straight into the new system. Discrepancies that were easy to overlook when the stock was in your garage or spare room become real operational issues when someone else is managing it on your behalf.

Before your stock moves, do a proper count. Reconcile your records. Make sure your SKUs, quantities, and product details are accurate. It's worth the effort upfront — it saves a lot of headaches downstream.

2. Underestimating your order volumes

When your 3PL is resourcing for your account, they're working from the information you provide. If your volume estimates are too low, it affects staffing, space allocation, and turnaround times.

Always round up, not down. If you're averaging 80 orders a week but expecting a promotion to push that higher, tell us. If your peak season doubles your normal volume, we need to know that before it happens, not during it.

3. Not telling us about promotions or sales in advance

A volume spike is completely manageable — with enough notice.

Without it, things can slip. Lead times stretch. Dispatch falls behind. And that reflects on your brand, not ours.

Whether it's a flash sale, a social media promotion, or a seasonal push, let your 3PL know as early as possible. Even a few days' notice makes a significant difference to how well we can service your customers.

4. Expecting overnight perfection

The first few weeks of any new 3PL relationship are a settling-in period. New processes take time to bed in, your team learns your products, and small inefficiencies get ironed out as everyone finds their rhythm.

The businesses that get the best start are the ones that communicate openly during this period. If something isn't working the way you expected, say so early. Give feedback. Ask questions. A good 3PL partner will want to know, and will act on it quickly.

5. Not using the technology available to you

Most modern 3PLs, including Custom 3PL, give you access to a client portal where you can see your stock levels, order status, and dispatch history in real time.

Use it.

Clients who engage with the technology get far more value from the relationship. You can see exactly what's happening with your inventory without picking up the phone. You can track orders, monitor stock levels, and spot issues before they become problems.

If you're not sure how to use your portal, ask. It's there to make your life easier.

6. Treating it like a transaction instead of a partnership

The businesses that get the most out of their 3PL relationship are the ones that treat it as exactly that, a relationship.

Share information. Let us know what's happening in your business. Tell us about new product lines, packaging changes, or upcoming campaigns. The more context we have, the better we can support you.

A transactional mindset - send us the stock, process the orders, send us the invoice, leaves a lot of value on the table. A partnership mindset unlocks it.

7. Forgetting that the whole point is to free you up

This is the big one.

Once your stock is with us, your hands and eyes are off it and that is exactly the point. But too many business owners make the switch to a 3PL and then spend just as much time worrying about their stock as they did before.

The businesses that truly thrive after outsourcing their fulfilment are the ones who use the freedom it creates. They reinvest their time into sales, marketing, product development, and growth. They take their eye off the stock and put it firmly back on the prize.

That's what a great 3PL partnership is really for. Not just to move boxes. To give you your business back.

Ready to make the switch?

At Custom 3PL, we work with businesses across the Hunter and beyond to take fulfilment off their plate, so they can get back to growing.