Order Data Entry Automation for a Global Logistics Provider
Shared station inboxes are triaged, load requests structured, and complete orders posted into the TMS with governed follow-ups.
Workflow snapshot
AI agent monitors station shared inboxes handling daily load requests, classifying each inbound email as a new load request or inquiry.
For load requests, the agent extracts structured fields from email bodies and attachments (origin, destination, dimensions, weight, equipment type, accessorials, special requests).
If information is missing, the agent follows up with the customer and posts the structured load request into the TMS once complete.
Volume: 8,800 quote emails monthly.
Key outcomes
Approvals capture who accepted each quote draft with context for compliance and audit.
- Order intake and quoting automated end-to-end with governance.
- Attachments and email bodies parsed into clean, structured order objects.
- Quote drafts generated with required fields validated up front.
- Exceptions routed to coordinators with full context instead of manual re-keying.
Controls applied
Error handling keeps SLAs intact without sacrificing governance.
- Schema validation for pickup, delivery, equipment, and accessorial requirements.
- Completeness checks and confidence thresholds before TMS write-back.
- Scoped access to inboxes and TMS actions with trace IDs per change.
Data and integrations
Ensures the TMS remains the system of record with full traceability.
- Ingests shared inboxes and attachments; enriches with customer master and lane constraints.
- Applies routing rules and rate cards before drafting in the TMS.
- Logs every field change with user, model, and timestamp metadata.
Exception management
Keeps humans focused on edge cases while the agent handles volume.
- Confidence thresholds trigger reviews with highlighted uncertainties.
- Missing fields prompt auto-replies to customers with structured asks.
- High-risk orders (rush, hazmat, special handling) auto-route to senior coordinators.
Rollout steps
Controlled rollout builds trust with dispatch and pricing teams.
- Pilot on a single region or customer segment to tune rate and routing rules.
- Benchmark first-pass yield and exception volume before expanding.
- Gradually enable auto-drafting and then auto-approval once accuracy targets are met.
Ready to explore
Map this to your workflows
Walk through your back-office operations, systems, volumes, and guardrail requirements. We'll map the workflow, controls, and rollout plan.