A freight brokerage
AI-assisted shipment request processing
A review queue that reads emailed shipment requests, extracts the load details, flags missing fields, assigns a coordinator, and exports approved requests for quoting.
The situation
Coordinators worked from a shared inbox and typed emailed shipment requests into the quoting process by hand. Missing load details meant more emails, and an urgent request could sit in a thread without anyone owning it.
What we built
- Integration with the Microsoft 365 shared inbox
- Extraction of six shipment fields from email bodies and text-based PDF attachments
- The source document shown beside the extracted fields, so a coordinator can check in seconds
- Missing-field checks that flag a request before it reaches quoting
- Coordinator assignment, so every request has an owner
- Export of approved requests as CSV for the quoting process
Scope and support
Pricing and outbound replies stay with staff. The pilot ran seven weeks for one operations team and one inbox, with evaluation on representative requests, access controls, training, and thirty days of support.
Result
Coordinators work from one queue with an owner per request instead of a shared inbox.
“Our coordinators worked from a shared inbox and typed emailed shipment requests into the quoting process. Missing load details meant more emails, and an urgent request could sit in a thread without anyone owning it. CodeAspen built a review queue that extracts the shipment details, flags missing fields, assigns a coordinator, and exports approved requests for quoting.”