Paperwork, Exceptions and Customer Updates in Transport

Bookings still arrive as emails

Despite every portal and platform, a large share of transport bookings arrive as free text in an email, with the details in an inconsistent order and half of them in an attachment.

Extraction into a structured booking, validated against your rate card and service areas, removes the re-keying and the errors that come with it.

Documents in every direction

• Proof of delivery, matched to the consignment
• Customs and dangerous goods paperwork, checked for completeness
• Supplier and subcontractor invoices, matched to jobs
• Rate confirmations against what was actually agreed

Exception communication is the differentiator

Customers accept delays. What they do not accept is finding out from their own customer. Proactive notification the moment an exception is detected is the cheapest reputation improvement available.

1. Detect the exception from tracking, driver notes or ETA drift
2. Assess who is affected and how much it matters
3. Draft the notification with the specifics and a revised expectation
4. Send after review, or automatically for low-stakes categories

Driver notes contain the operational truth

Free-text notes about access problems, waiting times, difficult sites and recurring issues are written every day and read by nobody at scale.

Classified and aggregated, they show which sites and which customers are costing you money, which is usually a surprise.

Be clear about what this is not

Route optimisation, load planning and scheduling are operations research problems with mature specialist software. A language model is the wrong tool for them.

Use the right tool for each: optimisation software for the maths, AI for the documents and the language.

Frequently asked questions