As a busy freight broker, your email likely holds load orders, quote requests, tracking updates, customer service issues, and more. When your business has grown beyond the start-up phase into a mid-market or large enterprise, every minute counts, instead of letting your inbox become a source of lost time and stress, look at it as an opportunity to improve efficiency.
Tai TMS integrates directly with your inbox to manage important tasks, freeing you from routine data entry and manual work. This blog will explore three practical use cases illustrating how email integration can simplify your daily workflow and boost revenue.
Use Case 1: Accelerate the Quoting Process
Tai TMS empowers your team to achieve up to a 97% efficiency rate for email-related tasks. The system uses advanced Natural Language Processing (NLP) to scan incoming emails and extract essential shipment details. Information such as origin, destination, pallet counts, weights, freight class, and accessorials is captured automatically. Once Tai extracts these details, it builds the load in the system and notifies you or a team member to respond to the customer.
Within Tai’s dashboard, you’ll view load details, contracted rates, and relevant historical data. External market intelligence, including platforms like Greenscreens or DAT, is available to inform your decisions. The original email appears in the dashboard for easy review and response, giving you everything you need to finalize a quote quickly and accurately.
This automation allows you to respond to quote requests faster and more accurately, relieving you from the time-consuming manual entry. One client noted that their time spent on manual entry dropped significantly, enabling them to focus on more revenue-building activities.
Use Case 2: Effortless Communication
Tai will replace your email inbox as a more organized and functional communication hub. You can communicate with both carriers and customers directly from the platform. The system uses NLP and Generative Artificial Intelligence (AI) to examine incoming emails, identify key data points, and generate draft responses based on the context. You or your team can quickly review and manage customer inquiries and carrier shipment updates without switching between multiple screens or tools.
Use Tai’s AI to create ready-to-send message templates for quoting, tracking updates, and delivery notifications, including standard brand messaging and essential business details. You can personalize these templates to meet each customer’s or carrier’s needs. You can also review the entire message, make adjustments, and verify details before hitting send.
Tai also allows you to broadcast load details and updates to multiple carriers with just one click. Branded custom templates are available for rate requests, tracking notifications, or document submissions.
Tai stores all messages within the load record. This enhances transparency and consistency among your crew. It also enables better customer service. Tai lets you send quick, precise customer and carrier replies with meaningful personalization in every email.
Brokers have found that Tai’s email integration leads to more timely responses and helps them maintain clear, documented interactions that drive better business results.
Use Case 3: Optimize Back Office Workflows
Managing shipment documents through your email inbox is frustrating and time-consuming. Tai TMS automates these tasks with the AI Document Processor. The Document Processor scans your inbox and identifies attachments such as carrier invoices, rate confirmations, proof of delivery (POD), bills of lading, and lumper receipts. Using Optical Character Recognition, the system extracts crucial details from each attachment and converts them into actionable data within the corresponding load record. The actual document is also stored in the load record, creating a detailed audit trail for invoicing, compliance, and reporting.
When an email contains multiple documents in a single PDF, Tai separates them into individual files so each document is accurately categorized and linked to the correct load. Once Tai matches a carrier invoice to a load, the system verifies that the billed amount matches the expected rate. Discrepancies are flagged for review, and the correct team member is notified. If there are no red flags, the system automatically sends out an invoice.
Tai’s automated back-office workflow through email integration reduces manual data entry and errors. Some customers report saving more than 10 hours per week per team member, along with faster invoicing and better cash flow.
Break Free of Your Email Inbox
Your inbox no longer needs to be a source of inefficiency or missed revenue. With Tai’s AI-driven email automation, your logistical challenges turn into strengths. You’ll save countless hours of manual work, improve quoting accuracy, automate document handling, and enhance communication with customers and carriers. When you eliminate manual email tasks, you can focus on strengthening business relationships and boosting profitability. In a market where speed is critical, and margins are slim, automated email management can be the key differentiator for your business.
Ready to shake up your email workflow? Download our whitepaper on email integration to discover how you can leverage AI to optimize your operations.
