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In freight forwarding the day runs on email: freight enquiries, order confirmations, questions about status, delivery notes, damage reports. The Business Optimizer captures each of these emails as a case, prepares the reply draft and tells the client by email how far the transport has got. Delivery notes and proofs of delivery that clients ask for are sent after your approval, without searching through folders. A person on your dispatch or office team still decides and approves.
Anyone who runs a freight or logistics business knows the pattern. The work happens on the road and on the phone, but a lot of it arrives in writing. These frictions are typical:
Each workflow has a case type with its own status values. The software captures and prepares, dispatch decides. Your transport software can report events through an interface, and we connect further systems as needed.
In short: a case is one file per enquiry, with status, history and an owner. In observe mode the software first only reads along and sends nothing; only then do you switch it on.
Input: An enquiry arrives by email or web form, with pickup and delivery address, goods and desired date.
Prepared: The AI reads text and attachments and captures only what is there. Missing details stay empty and trigger a follow-up question. The acknowledgement and a reply draft in your tone wait in the Outlook drafts folder.
You decide: Whether, how and at what price you quote. A person sends the reply.
Input: The client confirms by email that they are booking the transport.
Prepared: The order is created as a case with the captured data and linked to the original enquiry. The confirmation waits as a draft, the case number is in the subject line.
You decide: Whether the order is accepted as it stands. Dispatch stays with you.
Input: The status changes because the team sets it, an email triggers it or your software reports it through the interface.
Prepared: One email to the client per status change, for example "Picked up", "In transit" and "Delivered", with the case number in the subject line. Every change is in the history with a timestamp.
You decide: Which transport steps trigger an update and whether dispatch reads the draft first.
Input: The client asks by email for a delivery note or proof of delivery.
Prepared: The request is captured as a case, the stored documents and attachments are matched, and the reply draft with the document is ready.
You decide: A person checks and approves, only then is the document sent.
Input: An email or form reports damaged or missing goods.
Prepared: The AI assigns the email to the support or complaint type, reads the text and image attachments and creates the case with the person responsible. A reply draft is ready and a deadline runs alongside.
You decide: How you respond. A person sends the reply.
Input: A case, for example an enquiry or complaint, has a deadline by which a reply is due.
Prepared: The deadline runs along in the case. There is an early warning before it ends, the handler is notified when it is missed, and after that the case goes to the administrators.
You decide: How to proceed when a deadline gets tight.
More on the individual building blocks: Requests left waiting, Fewer calls, more clarity and Deadlines and escalation.
This is how a freight enquiry runs from the email to the proof of delivery sent afterwards. All data are invented sample data.
Subject: Enquiry pallet transport (sample)
From: purchasing@example-trading.com
"We would like to have 6 pallets transported from Sampletown to Exampleburg, pickup on 12 Nov, delivery by 14 Nov. Please send a quote."
Only what is in the email and attachment is read. Fields missing there stay empty, and the question asking for them waits as a draft.
Example of a draft: "Good afternoon Mr Example, please find attached the proof of delivery for your shipment V-2026-0412."
The client does not need to call. Anyone on the team who opens the case sees the same steps, and the document only goes out after a person approves it.
In the call we take that question as the example and turn it into a status update, or you can work out the numbers yourself first.
A freight enquiry is first met with an acknowledgement of the captured details. After that the client no longer has to ask, because each step brings an email: picked up, in transit, delivered. If they reply, the email finds its way back to the right transport through the case number. If they want a delivery note or proof of delivery, it arrives after approval, and nobody in dispatch has to dig through folders. A damage report is captured and answered promptly too.
You set the status values, choose which steps are reported to the client and decide whether the update is read beforehand. Replies, follow-ups and documents to be sent later wait as drafts, and a person approves them. At most a case type for which you expressly enable auto-send goes out by itself. Observe mode runs beforehand.
Responsibility for quotes, orders and everything that goes out to clients stays with you. The Business Optimizer does not answer calls; it removes the reason to call. The time gain for your operation is something you work out in the time savings calculator with your own assumptions, while the Business Optimizer page shows how it all fits together.
Tell us which workflow takes the most time in your freight business. Using your own orders as the example, we show how clients get informed automatically in future. Setup and billing on a time-and-effort basis. The intro call is free and non-binding.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
Through an interface, your software reports events to the Business Optimizer, for example "Picked up" or "Delivered". We connect further systems as needed. In the intro call we clarify which connection is possible in your case.
At every status change for which you provide a message. The case number is in the subject line. You decide at which steps this happens and whether a person reads the draft first.
No, not without approval. The Business Optimizer matches the stored document and prepares the reply draft. Only when a person approves is the document sent.
The AI assigns the email to the support or complaint type, reads text and image attachments and creates the case with the person responsible and a deadline. A reply draft in your tone is ready, and a person sends the reply.
First we define your case types and status values together. Then the Business Optimizer runs alongside in observe mode, so you see what it would do without anything going out. Only then do you switch it live. Setup and billing are by effort.
Operation is in Germany, and on request only European AI models are used. The AI reads only what is in the email and attachment, and the content of emails and forms is treated as data, not as commands. Clients are kept separate, and roles control who sees what.