Purchasing Guides / Freight Order Entry

Freight Order Entry

A purchasing guide to buying a workflow that reads shipper order emails and attachments and prepares checked load records for your transportation management system.

Yearly running cost

Assuming 12,000 orders a year

By hand
$30K / year
1,200 hours of work
Subscription
$2.4K+ / year
This workflow
$403 / year
Machine usage only; setup, hosting and review are extra.
What should it do with each order?

Turn shipper order emails into load records. Your team checks the prepared loads instead of typing them.

One order includes up to 3 attachment pages with the order email.

Your team approves every load. No carrier booking, rate quotes or replies to shippers.

What is included

Read order emails, spreadsheets and PDF tenders, match the customer and facilities to your records, and prepare a load record with every missing or conflicting detail flagged.

Start with your customer list, facility addresses, equipment types and checked example orders. The connected option creates approved loads in your system; it does not book carriers, quote rates or reply to shippers.

How accurate should the load records be?

A load that looks complete can still carry a wrong date or address. Choose how many fields and whole orders must be right, and which problems it must flag.

How these standards are measured

Test on held-out orders from customers and lanes not used for setup. Measure each required field and complete orders separately. Missing dates, unknown facilities and conflicting references must be flagged; a guessed value counts as an error.

Targets for your selected standard
What is checkedTarget
Required fields correctCorrect required fields, such as customer, stops, dates, equipment, weight and references, divided by all required fields in the test orders.≥98%
Complete orders correctOrders where every required field is correct divided by all test orders; an order sent for review counts as not complete.≥90%
Problems flaggedOrders with labelled missing, ambiguous or conflicting details that were sent for review, divided by all such labelled orders.≥95%
Complete source linksEvery load field must point to the email text, attachment page or master record it came from.≥100%

Pickup and delivery dates, addresses, equipment and reference numbers must come from the order or your records. A filled field without a source is an error, not a convenience.

How quickly should an order be ready?

Choose how quickly a prepared load should appear after the order email arrives. Your team’s review time is separate.

Timing details

Time from a received order email to a stored load record, including attachment reading, matching, queueing and retries. Confirm attachment sizes and peak volume with your provider.

The target applies to at least 95% of agreed test runs, with 4 in progress at a time.

How much do you want to spend per order?

Choose the machine budget for reading each order and its attachments. Tighter budgets may use smaller models or fewer checks.

Cost details

Includes model calls, retries and shared hosting allocation. Human review, your transportation management system, email service and the calling agent are separate. Failed and repeated runs also consume resources.

Reference machine cost: $0.05 – 0.09 per order at 1000 orders a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Keep order processing in your cloud or on your own server. Choose whether order text and attachments may go to an approved AI service.

Data and access details

Runs in a cloud account you control, with access controls and logs.

Order emails and attachments go to the selected external model for reading. Agree access and retention first.

Read only the order inbox you approve and keep customer rate details out of model calls where possible. No external calls uses uploaded files and private inference; it cannot use the connected option.

How do you want to use it?

Use a review page, your current AI agent or a dedicated order entry agent. You can choose more than one.

Anything else your provider should know?

Optional. Your choices are included automatically.

Common questions

Do I need this if my transportation system already imports electronic tenders?

Not necessarily. Electronic tenders from large shippers already arrive structured. Buy this when a meaningful share of orders still arrives as email text, spreadsheets or PDF forms that your team retypes.

Will it book carriers or quote rates?

No. It prepares the load record from the order. Carrier selection, pricing and replies to the shipper stay with your team or other tools.

What happens when an order is missing information?

The load is held with the missing or conflicting detail named, so your team can ask the shipper. It does not fill gaps with guesses.

Can it handle scanned or handwritten forms?

Clear scans usually can be read, but quality varies. Include your hardest examples in the test set and agree how unreadable pages are handled.

Can I run it without an external AI service?

Yes, with uploaded files and private inference on hardware you supply. Measure reading quality and running cost during the pilot.

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