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Transport and logistics: orders, transport documents and settlements without retyping

We describe 45 solutions for carriers, forwarders and logistics operators: from orders in the TMS and carrier checks, through CMR and POD, to freight invoicing and driver settlement. Of these, 21 are typical for the industry and 24 are processes shared by many industries. At a fleet operator we delivered automated driver settlement that cut settlement time by 80%.

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Featured solution

Driver settlement

Route, fuel and trip data collected automatically, pay and allowances calculated by your rules, exported to payroll. At a fleet operator settlement time fell by 80%.

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Orders and carriers

From the enquiry to the order in the TMS

Orders arrive by email, from customer portals and by phone, and someone retypes them into the TMS. Add carrier checks before every order, freight quotes and monitored-transport filings that must be ready before the truck leaves.

Supply chainTransport orders into the TMS without retyping

Ninety customers, ninety ways of sending an order, and a forwarder retyping every one into the TMS.

See the solution Supply chainEvery load offered to the right carrier at the right price

Loads go to the carrier who answers first, priced from a rate sheet nobody has updated since March.

See the solution ProcurementThe carrier you booked is the carrier that shows up

Your carrier file is built from documents the carrier chose to send you.

See the solution Sales & marketingA freight quote out while the enquiry is still warm

Your answer goes out Thursday; the load was booked Tuesday with whoever priced it first.

See the solution Supply chainMonitored carriage notified before the truck moves

A dispatcher decides what is monitored, types the notification and hopes nobody swaps the trailer.

See the solution Supply chainExport documents ready while the truck is loaded

Your ERP holds every figure the customs pack needs. Somebody types them in again anyway.

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Documents and settlements

CMR, POD and freight invoiced on the day of delivery

Proofs of delivery chased from drivers, carrier invoices checked by sampling, freight invoiced a month later. The robot collects the documents, compares them with the order and the rate card, and only the differences reach the team.

Supply chainEvery proof of delivery on file before the invoice is due

Freight is delivered, invoiced and disputed before anyone finds the signed document.

See the solution Finance & accountingFreight billed the day it is delivered, not the month after

Orders wait for the month-end billing run, and the accessorials written on a driver's note are never billed.

See the solution Supply chainFreight invoice audit against rate cards and shipments

Carrier invoices are checked on a sample and paid in full; the overbilled lines are the ones nobody opened.

See the solution Finance & accountingWarehouse work billed from what the warehouse actually did

Storage, handling and value-added work are billed from a spreadsheet somebody rebuilds every month.

See the solution Legal & complianceClaim files complete before the deadline, not after it

The customer deducts the damage; the note, the photographs and the temperature record are in four places.

See the solution Customer serviceService levels reported before the customer disputes them

Monthly SLA reports are rebuilt in Excel from ticket exports, and the customer finds the service credits first.

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Fleet and drivers

Driver settlement, fuel cards and valid documents

Allowances and trips calculated in spreadsheets, fuel card transactions without checks, driver and vehicle documents about to expire. These processes come back every month and touch every driver.

HR & peopleDriver settlement

Route, fuel and trip data collected by hand every month, and allowances calculated in a spreadsheet.

See the solution Finance & accountingFleet cards reconciled, anomalies visible at once

A fill-up 300 km off route waits for month-end for someone to notice. Usually nobody does.

See the solution Operations & productionNo driver dispatched on an expired document

Driver and vehicle documents expire on fourteen calendars. Dispatch checks them by asking whoever keeps the file.

See the solution Operations & productionPreventive maintenance that runs to plan

Stop releasing work orders by printer and typing the completion reports back a week later.

See the solution HR & peopleShift cover filled in minutes, with the rules checked

A sick call should not cost a supervisor an hour of phone tag and a payroll correction.

See the solution HR & peoplePayroll inputs consolidated and checked before the run

Payroll errors are found by the employee on payday, not by the team that built the file.

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Services

How we work with transport companies

Process automation: RPA and AI agentsRobots for the processes on this page, connected to the TMS, telematics, fuel cards and payroll.AI agents on Microsoft TeamsAn AI agent works in portals and systems without an API, such as customer booking portals, the way a person does.24/7 application support (AMS)Support for robots and applications under an SLA, also outside office hours.

Case studies and scenarios

What already runs in transport and what you can calculate

Case studies are client projects, described with confidentiality in mind. Scenarios are illustrative models with a calculation, described on an example company.

Case study in briefDriver settlement at a fleet operator

Automated data collection, allowance calculation and payroll export. Settlement time down by 80%.

See the case study in brief ScenarioDigital CMR and POD

Invoicing on the day of delivery, lower DSO, proof of delivery on demand.

See the scenario ScenarioA 2009 system, automated

1,200 bookings a month with no clicking; people handle exceptions only.

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Where to start

Four steps from a call to a working robot

Pick one process

The one that takes people the most hours today or most often comes back with errors. The list on this page is a good starting point.

We measure it on your data

With several processes at once we use task mining and process mining (KYP.ai) to choose the one with the highest return from data.

Value model and implementation plan

Every solution in the library has an economic model to recalculate on your numbers and implementation stages from discovery to optimisation.

Go-live and support

We build, test and launch the solution in your environment, then support it under an SLA, with reporting on your side.

Frequently asked questions

Questions from transport companies

Will you connect to our TMS and telematics?

We connect to popular TMS, telematics, fuel card and payroll systems. Where a system has no interface, the robot works in it the way a person does, through the user interface.

Customer portals have no API. Is that a problem?

Not necessarily. The scenario “A 2009 system, automated” shows an agent that handles bookings in a portal without an API, while people deal only with exceptions.

Can we start with one process?

Yes, and we usually recommend it. Every solution in the library is a separate implementation with its own value model, so you can start with one and add the next once the first is running.

Pick one process in your transport business. We will calculate it on your data.

Tell us about the fleet, the systems and the process that takes the most time today. We will send back a proposal for the first implementation.

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