AI agent for logistics companies: transport inquiries, shipment documents and customer updates
The agent takes over the office work around every trip: it turns an inquiry into a draft quote from your price list, prepares the driver's order and a draft CMR for a confirmed job, keeps customers updated on status and collects the proofs for the invoice after delivery. Prices, confirmations and invoices stay with the dispatcher.
Author: Žiga Flis ·
Where the hours go
In a logistics company the same office work repeats around every trip. The dispatcher reads an inquiry, extracts the route and cargo, checks the price list and free vehicles and writes a quote. For a confirmed job someone prepares the driver's order, the CMR and the notice to the consignee. During the trip customers ask where the shipment is, and someone answers them. After delivery someone looks for the signed delivery notes and CMR before an invoice can go out.
The work needs care but creates no value; the hours come out of a dispatcher who could be planning trips. What that means in hours for your company you calculate yourself in the savings calculator.
What the agent takes over and where it stops
Below are the four processes we most often suggest to logistics companies. Each one shows what triggers it, what the agent does, what stays with the dispatcher and where the agent stops. In the analysis we pick the one you start with. During the pilot the agent first works in suggestion mode: a person reviews every quote and every document before it moves on.
- 01
Transport inquiries into a quote
Trigger: An inquiry arrives by email or from a freight exchange (Timocom, Trans.eu).
- Takes over
- Extracts the route, cargo, dates and special requirements, checks your per-kilometre price list and free vehicles in Excel or a TMS export, and drafts a quote.
- Stays with a person
- The dispatcher sets the price and approves the quote.
- Stops at
- The agent never sends a binding quote and never confirms a transport.
Integrations:- Outlook
- Excel
- Freight exchange export
- 02
Shipment documents
Trigger: The customer confirms a transport order.
- Takes over
- Prepares the driver's order, a draft CMR and the notice to the consignee from your templates.
- Stays with a person
- The dispatcher reviews and approves the documents.
- Stops at
- The agent does not prepare customs declarations.
Integrations:- Word or PDF templates
- WhatsApp Business for drivers
- 03
Customer status updates
Trigger: A driver reports a status change on WhatsApp or Teams.
- Takes over
- Updates the shipment spreadsheet and informs the customer on the agreed channel.
- Stays with a person
- The dispatcher handles delays above the agreed threshold.
- Stops at
- The agent never promises the customer a new delivery date.
Integrations:- WhatsApp Business
- Teams
- Excel
- 04
Collecting proofs for invoicing
Trigger: A trip is marked as completed in the spreadsheet.
- Takes over
- Checks whether the signed CMR and delivery note are in the folder, reminds the driver or partner and prepares the invoice data for Pantheon or Minimax.
- Stays with a person
- Accounting or the dispatcher issues the invoice.
- Stops at
- The agent never issues an invoice itself.
Integrations:- OneDrive or Drive
- Pantheon or Minimax
Where the agent works: Email, Teams, WhatsApp Business. How the channels work.
Which tools we connect
The agent works in the tools the company already uses: Outlook, Excel, Teams, WhatsApp Business for drivers, OneDrive or Drive and Word or PDF templates. Invoice data is prepared for Pantheon or Minimax. Inquiries from a freight exchange such as Timocom or Trans.eu are read from the email notifications or an export. If you use a TMS, we connect to it through exports and imports or through its API where one exists. The base package includes up to two integrations; if the process needs a third, the analysis says so, with a price.
For WhatsApp we use the official business API and only texts you approve.
How it runs for you
On a free 30-minute call we pick the process, for example transport inquiries. The analysis takes one week and costs 490 €, which is deducted from the agent's price. Then comes a pilot on your inquiries in suggestion mode (2–3 weeks), followed by production and handover in weeks 4 to 5, with documentation and a repository that sits in your organisation from the start. Maintenance from 190 € per month is optional. After any phase you can stop and pay only for completed phases. The full process and pricing are on the main page.
What we do not promise
- Hours or money saved. You estimate that yourself in the calculator, and the pilot then counts the cases actually handled and the exceptions.
- Binding quotes. The agent drafts; the dispatcher sets the price and approves the quote.
- Customs documents. The agent does not prepare customs declarations.
- New delivery dates. When a shipment is late the agent does not promise a new date; the dispatcher does that.
An automation blueprint for your process
Pick your sector and describe a repetitive task in two to four sentences (up to 700 characters). Claude suggests three ideas in a few seconds: the first in full, the other two by email. No savings figures; we estimate those on the intro call.
Suggestions are written by AI (Claude by Anthropic) and pass an automatic filter before display, not a human review. Your inputs are processed by Anthropic (USA), without your email; see the privacy policy.
Frequently asked questions
Do you work with our TMS?
Yes, through exports and imports or through its API if your TMS has one. The analysis names the program and the route we use.
Can the agent talk to drivers on WhatsApp?
Yes, through the official WhatsApp Business API and only with texts you approve. The driver replies from the phone and the agent moves the data into the spreadsheet.
What if the documents are poor photos?
The agent reads the text from the photo as far as that is possible. Illegible or incomplete documents are flagged and handed to a person; it does not guess.
Other industries
- Law firms→
- Accounting firms→
- Manufacturing→
- Clinics→
- Retail and e-commerce→
- Real estate agencies→
- Construction→
Back to Business process automation: process, channels, ownership and FAQs.
Savings calculator: what the process is worth in hours and euros, from your own numbers.
Ta stran v slovenščini: Logistika.
A 490 € analysis, credited to an agent from 4,900 €.
On a 30-minute call we pick the process. Within a week you get a written analysis and a fixed-price offer, or an honest answer that an agent is not (yet) worth it. Prices are final; the provider is not VAT-registered.