An AI agent checks whether the order fits on the truck, chooses the forwarder and freight cost from your freight rate table and prepares the freight order, pickup date and delivery note.
Anything that goes to customers or forwarders is approved by a member of your team first.
Truck load34 of 34 pallet spaces
Freight order awaits your approval
For every delivery, inside sales calculates pallets and pallet spaces, looks for the cheapest forwarder, fills in the freight order and follows up on the pickup and the pallet account. This stretches over several days.
Much of this is in no system: which forwarder serves which customer and which items can be stacked is often known to only one or two people.
When the order comes in
About a week before the delivery date
On the loading day
After pickup
In between, the delivery sits in the calendar as a placeholder.
Mistakes that surface late:
If a pallet is wrongly counted as stackable, pallets are left behind on the loading day.
If a delivery sits in the calendar as a placeholder for a long time, often no truck has been booked by the time the goods are ready.
Purchased pallets are charged to the forwarder, or exchange pallets are missing. The statement then does not match.
The agent takes over the checks before the freight order and the follow-up afterwards, by your rules and with your tools.
The agent does thisYour team decides this
Order 26-04711 of 14 Oct 2026, Customer 30871
| Line | Item | Quantity |
|---|---|---|
| 1 | Wall enclosure 600 x 600 x 250 | 320 pcs |
| 2 | Floor-standing cabinet 2000 x 800 x 600 | 12 pcs |
| 3 | Mounting plate 600 x 600 | 250 pcs |
| 4 | Plinth 100 mm | 40 pcs |
Pallets and pallet spaces per line item
Total58pallets36pallet spaces
The truck takes 34: 2 pallet spaces too many
Packing unit and stackability from the item master
“Your order comes to 58 pallets on 36 pallet spaces; the truck takes 34. Possible options would be, for example, 2 fewer floor-standing cabinets or 4 fewer pallets of wall enclosures, which is 32 pieces. What may we reduce?”
Reply from Customer 30871: 2 fewer floor-standing cabinets
Line 2 reduced to 10 pcs, 56 pallets on 34 pallet spaces in total
Freight rate table, full truckload, postcode area 37
| Forwarder | Vehicle | Price |
|---|---|---|
| Forwarder D | no semi-trailers | €640 |
| Forwarder A | Semi-trailer | €690 |
| Forwarder B | Semi-trailer | €745 |
| Forwarder C | Semi-trailer | €812 |
Register by your rule
One week before the delivery date, once the goods are in stock
Registered with the forwarder on 15 Oct
All line items from the main warehouse, no pick list for an external warehouse
Forwarder A: confirmed for 21 Oct
Dispatch calendar Forwarder A, 21 Oct: “56 pallets, Customer 30871, Göttingen”
Loading on 21 Oct
Delivery note main warehouse56 pallets registered
56 of 56 scanned
| Line | Quantity | Pallets | Spaces |
|---|---|---|---|
| 1 Wall enclosure | 320 pcs | 40 | 20 |
| 2 Floor-standing cabinet | 12 pcs10 pcs | 1210 | 1210 |
| 3 Mounting plate | 250 pcs | 5 | 3 |
| 4 Plinth | 40 pcs | 1 | 1 |
| Total | 5856 | 3634 |
2 pallet spaces too many34 of 34 pallet spaces, fits
Approved by your team
Example with fictional data
Everything that leaves your company or changes your systems is approved first, with the source of every figure.
For customers who regularly order part loads, the agent does not ask about topping up the load and chooses a low-cost forwarder for it.
Where your groupage rates end, it compares two groupage shipments with one part load and proposes the cheaper option.
If the customer wants the available goods in advance, it prepares a partial delivery. Your team decides whether to deliver this way.
It proposes the next suitable forwarder and points out any extra cost for the customer.
If no price is on file, it prepares price requests and compares the quotes with your usual prices.
If goods are stored at the forwarder, it creates the pick list and a separate delivery note for each warehouse.
If the completion notice is missing, it reminds your team. With payment in advance, it registers the shipment only after payment is received.
If the scanned quantity differs or goods are missing at the loading dock, it reports this at once, before the invoice.
It books pallets picked up and pallets brought back to the pallet account. It does not charge purchased pallets to the forwarder.
It calculates with the quantity and maximum height per customer and rounds odd quantities up to full pallets by your rule.
Worked example
If 12 deliveries leave by freight forwarder every day and your team needs 20 minutes per delivery, that is 4 hours of clerical work a day, or half a full-time position.
The agent sends nothing to customers or forwarders and changes nothing in your systems unless a member of your team approves it.
Processing takes place in data centres in the EU under the General Data Protection Regulation (GDPR), with a data processing agreement. The provider of the language model does not use your data for its own training.
Freight order created
Your team
ApproveForwarder A receives the freight order by email
Packing unit: item master, 8 pcs per palletor
Freight price: freight rate table, Forwarder A, postcode area 37, and the result of every check
Together with your team, we map your shipping process on real orders, including the rules that so far exist only in people's heads. Your team should plan for about 2 to 3 working days.
We keep the onboarding fee small and agree it before the start. Already in the test phase, the agent prepares real deliveries, with your approval. After that you pay a monthly fee, set individually and can be cancelled flexibly.
Onboarding
Extra effort for your team2 to 3 days
Test phase
Extra effort for your teamno extra effort
Benefit visible, then subscription
Operation
Your costsmonthly fee priced for mid-sized companies, can be cancelled flexibly
Extra effort for your teamno extra effort
You start with the step that takes the most time, such as full truckloads, and add the rest later.
The agent works through your ERP system and with the tools you use today. Your forwarders continue to receive the freight order by email.
Who serves which route and what can be stacked is then recorded with the agent. Anyone standing in sees the status on the order.
The agent uses the interface of your ERP system. For shipping it needs orders, stock with storage location, packing units and stackability from the item master, and delivery notes. Before the start, we check whether your interface can read and write all of this.
No. The agent works with the freight rate table, the freight order template, email and the calendar, just as your team does today. If you already use a transport management system, we clarify the connection before the start.
No. If a detail is missing, the agent asks at the first order and stores the answer for the next ones. Where a one-off update of the item master is easier, we tell you during onboarding.
With a full truckload, a truck carries only your goods, usually at a fixed price per route. Groupage means single pallets that the forwarder combines with shipments from other customers and charges by number of pallets and postcode. A part load lies in between. Which shipping method pays off depends on the number of pallets and the destination, and that is exactly what the agent checks for every order.
Yes. Freight order, forwarding order or transport order: each means registering a shipment with the forwarder, with the number of pallets and the loading and delivery dates. Some call the whole process shipping, others shipping planning, dispatch preparation or forwarding management. Checking whether an order fits on the truck is also called load planning.
No. This page describes shipping pallets by freight forwarder. Parcel shipping with labels and parcel services is a separate topic.
Using a sample order, we show you how order quantities become a freight order and a calendar entry.
Your contact