Logistics and transport

Transport orders read, dispatched and tracked without retyping

A forwarder has transport orders read from email, planned on one dispatch board and followed by customers on a status page, with delivery documents matched to the shipment before invoicing.

Freight forwarder with its own trucks, 18 people

Transport order read automatically

Transport order 2291.pdf

Orders inbox · received this morning

Fields are read from the document and compared with the customer record before a dispatcher sees it.

Naručitelj d.o.o. Customer
Tomorrow morning, customer warehouse Loading
In two days, by noon Unloading
12 pallets, stackable Goods

The unloading address differs from the one on file. A dispatcher must check it.

Tools we typically use: Next.js, React Native, PostgreSQL, n8n, Claude or GPT models, Microsoft 365 or Google Workspace, Your accounting software
Services involved: Business automation, AI integrations, Custom software

The build at a glance

5systems connected

2document types read automatically

1dispatch board for all shipments

1check by a dispatcher before an order is confirmed

The sector

A forwarder lives on documents and timing.

A transport order arrives by email, usually as a PDF in the customer’s own layout, and has to become a shipment with a truck, a driver and two time windows. During the trip the customer wants to know where the goods are. Afterwards, the signed delivery document has to come back before an invoice can be issued. Each of these steps is small, and there are dozens of them every day.

Where the time goes

Dispatchers typed every order into a spreadsheet and into the invoicing program. Planning was done in that spreadsheet and on the phone with drivers. Customers called to ask where their goods were, and a dispatcher called the driver to find out. Signed delivery documents arrived as photos in a messaging app and had to be matched to shipments by hand. Invoices went out late because nobody was sure which documents had come back.

Every transport order is typed in twice
Status questions from customers interrupt dispatch all day
Delivery documents arrive as photos and are matched by hand
Invoices wait until somebody confirms the paperwork is complete

One system around how the work is done

Dispatch today

Loaded, on the way to unloadingTruck 107:40
Waiting at loading, time window exceededTruck 208:15
Delivered, document photographedTruck 309:05
Order confirmed for tomorrowPartner09:30

01
Transport orders read from the inbox: customer, addresses, time windows and goods are extracted and shown to a dispatcher for confirmation
02
A dispatch board with shipments, trucks and drivers, where an order is assigned by dragging it to a vehicle
03
A driver app for accepting the job, marking loading and unloading and photographing the delivery document
04
CMR and delivery notes read and matched to the shipment, with missing signatures or remarks flagged
05
A status page for each customer, with a link sent when the shipment is confirmed
06
Completed shipments with documents attached handed to your accounting software as draft invoices

How the project runs

Four steps, one process at a time

01
Map the process
We follow a week of shipments from the order email to the invoice and collect examples of the documents your customers send.
02
Pilot one process
Order intake goes live first, for the customers who send the most orders, with a dispatcher confirming every one.
03
Extend
The dispatch board and the driver app follow, then the customer status page and the handover to invoicing.
04
Care
We watch the reading accuracy as new document layouts appear and keep the integrations running.

What changes for the team

Dispatchers check extracted orders instead of keying them in
Everyone sees the same plan, including who is late
Delivery documents are attached to the shipment when the driver photographs them
Invoices are prepared from completed shipments, not from a list of reminders

An order is confirmed rather than typed, and it stays one record from the email to the invoice. Customers look up the status themselves, so dispatch is interrupted less often. Invoicing starts from shipments whose documents are already attached.

A composite scenario based on typical projects in this sector. It does not describe a named client, and the sample data is illustrative.

The same working day, before and after

What a few ordinary moments look like once the system is in daily use.

BeforeAfter

An order arrives by emailA dispatcher opens the PDF and types it into the spreadsheet and the invoicing program.The order is read, shown beside the original, and the dispatcher confirms or corrects it.

Planning tomorrowThe plan is a spreadsheet tab and a series of phone calls.Shipments are assigned on the board, and drivers see their jobs in the app.

A customer asks where the goods areThe dispatcher calls the driver and then calls the customer back.The customer opens the status page; the driver updated it at loading.

The goods are deliveredA photo of the document arrives in a chat and is saved somewhere later.The photo is taken in the app, read and attached to the shipment.

InvoicingSomebody checks which documents are back before writing each invoice.Shipments with complete documents appear as draft invoices for review.

Questions from this sector

Our customers all send orders in different formats. Can they be read?

In most cases, yes. The model reads the document as a person would, so it does not need a template per customer. Whatever it is unsure about is flagged, and a dispatcher confirms every order before it becomes a shipment.

What about handwritten remarks on a CMR?

Printed fields are read reliably; handwriting less so. The system notes that a remark or a signature is present and shows the image to a person, who decides what it means.

Can it connect to our vehicle tracking?

If your tracking provider offers an interface for reading positions, we can show them on the board and on the status page. We check that during the mapping, before promising it.

We also use partner carriers. Do they need the app?

No. A partner can receive the order by email with a link for confirming it and uploading the delivery document. The shipment is tracked on the same board.