Purchasing Guides / Shipment Check Calls

Shipment Check Calls

A guide to buying an AI workflow that calls drivers for shipment updates and flags delays for your team.

Yearly running cost

Assuming 18,000 loads a year

By hand
$60K / year
2,400 hours of work
Hosted PAYG
$3.8K – 16.7K+ / year
This workflow
$2.4K / year
Machine usage only; setup, hosting and review are extra.
What should it do for each load?

Keep a status report, or also update your transportation system and customers.

Your team handles every raised load. It never rebooks freight, changes appointments or promises customers a new time.

What is included

Place check calls at your check points, record location, arrival time, loaded or empty and any problem, retry unanswered calls and raise late, stopped or troubled loads.

Start with your check points, your call script, the phone numbers carriers gave for each load and a set of past calls or notes with known problems. The connected option writes each status to your transportation system, skips calls when a tracking feed already shows the load, and sends routine updates to customers under your rules.

How accurate should the load status be?

Set targets for accurate arrival times, completed checks and problems flagged to your team.

How these standards are measured

Test on held-out recorded or role-played calls covering on-time loads, delays, breakdowns, wrong numbers, voicemail and drivers who refuse to talk to an automated caller. Measure each status field against the recording, and count every labelled problem that was not raised as a failure.

Targets for your selected standard
What is checkedTarget
Status fields correctCorrect location, arrival time, loaded or empty and problem fields compared with the recording, divided by all such fields in the test calls.≥95%
Problems raisedLabelled delays, breakdowns, refused loads and other problems raised to your team, divided by all labelled problems.≥95%
Checks closedScheduled checks that end with a recorded status or a raised load after the agreed retries, divided by all scheduled checks.≥99%
Status with recordingEvery status note must link to the call recording, transcript or tracking feed it came from.≥100%

Location and arrival time must come from what the driver or dispatcher said or from a tracking feed. A status filled in without a source is an error, and an unanswered check is raised rather than assumed on time.

How quickly should a status be recorded?

Choose how soon after a check point is due the status is recorded or the load is raised to your team.

Timing details

Time from the scheduled check to a stored status or a raised load, including dialling, the call, retries after no answer, summarising and queueing. Calls that are not answered after the agreed retries are raised, not left open.

The target applies to at least 95% of agreed test runs, with 10 in progress at a time.

How much do you want to spend per load?

Set the calling and AI processing budget for each load.

Cost details

Includes phone minutes, speech recognition, synthetic voice, model calls, retries and a shared hosting allocation. Phone numbers, tracking feed subscriptions, your transportation system and your team’s time are separate. Extra calls on delayed loads cost more.

Reference machine cost: $0.15 – 0.19 per load at 1500 loads a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Run it in your cloud or on your own server. Choose whether call audio and transcripts may go to approved AI services.

Data and access details

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

Call audio goes to the selected speech services and transcripts go to the selected external model. Agree access, recording and retention first.

Call only the numbers carriers gave for the load, say that the caller is automated and follow your call recording consent rules. Private model only keeps transcripts and summaries on your hardware; calls still go through your phone provider.

How do you want to use it?

Choose where you want to use it. You can select more than one.

Anything else your provider should know?

Optional. Your choices are included automatically.

Common questions

Do I need this if most of my loads already have tracking?

Not necessarily. If your carriers share electronic tracking on nearly every load, a tracking feed may be enough. Buy this when many loads still need a phone call for status, or when tracking shows a position but not the reason for a delay.

Will drivers talk to an automated caller?

Many will answer simple status questions, but some will not. The call says it is automated, offers a person and raises the load when a driver refuses or cannot be understood.

Will it change appointments or rebook loads?

No. It records status and raises problems. Your team decides on new appointments, recovery loads and what to tell the customer.

Can it call in more than one language?

Yes, if the speech services and script support it. Include calls in each language you need in the test set.

Can I run it without an external AI service?

Partly. Transcripts and summaries can use private models on your hardware, but calls still go through a phone provider. Measure voice quality and running cost during the pilot.

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