Software for road freight forwarders who arrange trucks they do not own
Same team. 5x more business. You arrange the trucks. FreighAI takes the work around them.
Every email your company receives is read, understood and turned into a task for the right person, with the answer already drafted. Your team approves. Nobody lives in the inbox any more.
Fleet and dispatch stay where they are.
need DHL quote Gurugram → Ajman, 72kg, by Friday. express.
packing list attached. urgent pls 🙏
Pls quote for shipment as below. Confirmed pkg dims attached, IEC docs to follow…
- 01You arrange trucks you do not own. FreighAI does not try to run them. Fleet, dispatch, driver records and vehicle position stay where they are.
- 02FreighAI takes the commercial side. The enquiry, the transporter rates, the quote, the booking, the paperwork chase and the update.
- 03Road rates come back from people. FreighAI asks every transporter on the corridor, chases the quiet ones, and prices the replies.
- 04Your team approves every reply before it sends. Replies go out in the name of the person who owns the conversation.
- 05Nothing is assumed about your corridors. The first workflow is scoped with your team.
A road move is a conversation before it is a trip
A forwarding business grows one shipment at a time. Every shipment brings more enquiries, more emails, more rates to find, more people to chase and more hand-offs between pricing, operations and accounts. Almost none of that work lives in a system. It lives in inboxes, browser tabs, WhatsApp and people’s heads. So the only way to handle more business has been to hire more people.
Road freight sharpens that. The asset is not yours. Every enquiry becomes a question to somebody who owns a truck, answered as a message.
An enquiry lands. A full vehicle, a corridor you run often, ready in three days. The weight is not there and nobody has said whether either end is a border crossing. So the asking starts. One transporter replies with a number. One sends a photograph of a rate sheet on WhatsApp. One does not reply until you chase, twice. The vehicle that was free this morning has gone to somebody else.
By the time the quote goes out, the price is a day old and the truck may be gone.
If the customer accepts, it becomes paperwork. A vehicle has to be placed and confirmed. A border adds a document set that travels with the truck. Then the questions start. Where is it. Has it loaded. Has it crossed. You ask, and you wait.
- The customer’s enquiry
- The transporter’s rate
- The documents at the border
- The bill at the end
None of those four conversations has a system of its own. They live in email and WhatsApp.
What changes when FreighAI takes the inbox
FreighAI takes over the inbox. It watches every company mailbox, pricing, operations, tracking and accounts, and follows each conversation from start to finish, not one message at a time. It works out what each email is and what it needs. It writes the reply, creates the task, and puts it in front of the right person in the right department. That person reads it beside the original conversation and approves. They do not compose, forward, file or chase. The reply goes out in their name. The follow-ups happen on their own.
On a road desk, the agents in that sentence are the transporters you buy capacity from. FreighAI emails all your agents for a lane in one go, with the route and charge lines filled in, then chases the ones who do not reply. It suggests a price from what that customer paid on that lane before, within your margin rules.
The replies do not have to be tidy. Reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. A rate sheet photographed on a phone is read the same way as a typed reply.
FreighAI spots what is missing in an enquiry and drafts the email asking for it. So the weight nobody sent is asked for while the corridor is still being priced, not the morning after.
Your people work in FreighAI. Not in the inbox. Not in five browser tabs.
Every road enquiry arrives as a finished task
Writes the reply, creates the task, and puts it in front of the right person in the right department, beside the original conversation. Your team approves. They do not compose, forward, file or chase. The reply goes out in their name.
- Every conversation, not every messageFreighAI watches every company mailbox, pricing, operations, tracking and accounts, and follows each conversation from start to finish.
- The legwork already doneFreighAI pulls your rate cards, checks the carrier, looks up the customer’s history, reads the shipment status, and talks to your TMS or accounting system.
Which parts of FreighAI would a road desk use first?
Start with the corridor that costs you the most time, not the product list.
Quotation Agent
Relevant when corridor pricing waits on people replying. FreighAI spots what is missing in an enquiry and drafts the email asking for it. It emails all your agents for a lane in one go, with the route and charge lines filled in, then chases the ones who do not reply. Quotes expire on their own and can be revived if you want.
Booking and Job Orders Agent
Relevant when an accepted rate has to become a vehicle placement and a document set. A won quote becomes a job on its own, fully filled in. What moves into your dispatch system, and how, is decided in scope.
Tracking Agent
Relevant when “where is the truck?” is answered by asking somebody else. FreighAI answers “where is my cargo?” on the customer’s own thread, from carrier status, for approval. On a road move that status is what the transporter sent back, not a device reading.
Payment Collection
Relevant when the money takes longer than the move. Follow-ups, chasers and reminders happen on their own, on the same conversation.
What every workflow shares
Whichever corridor comes first, the same engine runs it. Chasing, tracking checks, quote expiry and follow-ups run on their own. Nobody has to remember. Work passes from pricing to operations to accounts with the email and everything it found attached. Nobody forwards it, re-keys it or asks for an update.
One corridor and one workflow is a complete first step. Expand when the next is worth doing.
What happens to one road enquiry
Pricing is where a road desk feels the difference first.
An enquiry arrives. FreighAI reads it, notices the weight is missing and asks for it. It pulls your rate cards, checks the carrier for a live rate, and emails your agents for the lanes you do not hold, then chases them until they reply. It drafts the quote with your margin rules and what that customer paid on that lane last time. Your pricer approves and it goes. It follows up. When the customer pushes back, the counter-offer is already drafted. When the quote is old, it expires. When it is won, the job is created.
Where the rate can be fetched without waiting on a person — a carrier API, a portal read in the background, or your own uploaded rate cards — a priced quote goes out in 10–15 minutes instead of 1–2 hours. That holds for ocean and air just as it does for express; the mode does not change it. Where a lane has to be priced by another agent or over the phone, the wait belongs to whoever is answering — not to the software. FreighAI still writes the RFQ, chases the reply, and turns whatever comes back into a priced, margin-checked quote the moment it lands.
Your dispatch system did not change. It received a confirmed job.
need DHL quote Gurugram → Ajman, 72kg, by Friday. urgent pls 🙏
Hi Marco — DHL Express, AED 425 + AED 35 handling. ETA Thu·18:00, valid 24h. PDF attached.
- 01Enquiry arrivesOne full vehicle, one corridor
- 02Missing detail askedWeight and ready date
- 03Transporters askedEvery partner on the corridor
- 04Quiet ones chased
- 05Quote draftedRate card plus the replies
- GATEYour pricer approves
- 07Sent and followed up
- 08Won jobVehicle placement drafted
- 09DispatchTruck assigned where it always was
At Infinity Logistics, average response time fell from more than 60 minutes to about 15 minutes, and the win rate rose from 35% to 73%. Those are one customer’s attributed results, not a promise to every business.
What stays in your fleet or dispatch system, what FreighAI adds and what must be scoped
FreighAI does not do fleet or transport management. That is the line, and it is the same line on every page of this site.
| Area | Stays in your own system | FreighAI adds | Decision required |
|---|---|---|---|
| Vehicles and drivers | Vehicle master, driver records, trip sheets, fuel, maintenance and anything a device on the truck reports | Nothing. FreighAI does not run fleet or transport management | Does the first workflow need vehicle status for context, and who supplies it? |
| Dispatch and vehicle placement | Assigning the vehicle, loading instructions, gate-in and gate-out, yard and driver control | Drafts and chases the placement request on the thread with the transporter, then hands the confirmed detail on | Who confirms placement, and where is that detail recorded? |
| Corridor rates | Your transporter contracts and the rate cards you maintain | FreighAI emails all your agents for a lane in one go, with the route and charge lines filled in, then chases the ones who do not reply. It suggests a price from what that customer paid on that lane before, within your margin rules. | Which corridors are priced from a rate card, and which are asked every time? |
| Cross-border documents | The declaration itself, direct customs filing, duty and classification decisions | FreighAI reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. It spots what is missing in an enquiry and drafts the email asking for it. | Which documents may FreighAI read or assemble, and who approves them? |
| Transit updates | Any live position you already have, from a device or the transporter’s system | FreighAI answers “where is my cargo?” on the customer’s own thread, from carrier status, for approval. | Where does status come from, and what happens when nobody replies? |
| Transporter bills and collection | Statutory books, ledgers and reconciliation | Follow-ups, chasers and reminders happen on their own, on the same conversation. | Which system stays authoritative for the ledger? |
- Vehicles and drivers
- Stays in your own system
- Vehicle master, driver records, trip sheets, fuel, maintenance and anything a device on the truck reports
- FreighAI adds
- Nothing. FreighAI does not run fleet or transport management
- Decision required
- Does the first workflow need vehicle status for context, and who supplies it?
- Dispatch and vehicle placement
- Stays in your own system
- Assigning the vehicle, loading instructions, gate-in and gate-out, yard and driver control
- FreighAI adds
- Drafts and chases the placement request on the thread with the transporter, then hands the confirmed detail on
- Decision required
- Who confirms placement, and where is that detail recorded?
- Corridor rates
- Stays in your own system
- Your transporter contracts and the rate cards you maintain
- FreighAI adds
- FreighAI emails all your agents for a lane in one go, with the route and charge lines filled in, then chases the ones who do not reply. It suggests a price from what that customer paid on that lane before, within your margin rules.
- Decision required
- Which corridors are priced from a rate card, and which are asked every time?
- Cross-border documents
- Stays in your own system
- The declaration itself, direct customs filing, duty and classification decisions
- FreighAI adds
- FreighAI reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. It spots what is missing in an enquiry and drafts the email asking for it.
- Decision required
- Which documents may FreighAI read or assemble, and who approves them?
- Transit updates
- Stays in your own system
- Any live position you already have, from a device or the transporter’s system
- FreighAI adds
- FreighAI answers “where is my cargo?” on the customer’s own thread, from carrier status, for approval.
- Decision required
- Where does status come from, and what happens when nobody replies?
- Transporter bills and collection
- Stays in your own system
- Statutory books, ledgers and reconciliation
- FreighAI adds
- Follow-ups, chasers and reminders happen on their own, on the same conversation.
- Decision required
- Which system stays authoritative for the ledger?
Keep your TMS for the records. FreighAI runs the work around them. The same holds for a dispatch or fleet system. No row here is a promise about a connector. They are what a scoped first workflow answers.
What is different about a cross-border road move?
A domestic move creates one set of paperwork. A border creates several, each with an owner and a moment where it has to be right.
In India the rules are specific about what travels with the vehicle. An e-way bill is carried by the person in charge of a conveyance carrying a consignment of goods of value exceeding fifty thousand rupees. It is generated on the common portal by the registered person or the transporter who causes that movement, before it starts.
The board’s own circular is blunt about the consequence. The person in charge should carry the invoice or delivery challan and a valid e-way bill for verification. Where Part B has not been furnished, the e-way bill is not a valid document for movement by road, except for a move of up to fifty kilometres within the state to or from the transporter’s premises.
Vehicles change mid-corridor. The board’s own e-way bill FAQ is clear that for each movement from one place to another the transporter updates the vehicle number in Part B. Somebody has to notice.
Across the Gulf the shape differs and the burden is the same. Under the Common Customs Law of the GCC States, a manifest of the total cargo of the land means of transportation is prepared and signed by the carrier or his representative and submitted immediately on arrival. Transit goods travel through specified routes at the carrier’s responsibility.
For a truck in transit the GCC unified guide adds more.
- the declaration is completed electronically by the freight agent or the authorised customs broker,
- a financial security or bank guarantee equal to the applicable duties is presented, and
- the vehicle meets sealing conditions before the exit order is issued.
Dubai Customs lists the land channel documents: a land manifest or truck way bill with the invoice and packing list.
None of that is filing work FreighAI does. The declaration stays with you or your broker, and so does duty and classification. FreighAI takes the part that eats the day. It reads each document as it arrives and drafts the message asking for whatever is not there.
This page describes the paperwork the work creates. It is not legal advice.
Generates the e-way bill on the common portal, before the movement starts.
Carries the invoice or delivery challan and a valid e-way bill for verification. Without Part B it is not a valid document for movement by road.
Updates the vehicle number in Part B for each movement from one place to another. Somebody has to notice.
The manifest is signed and submitted on arrival. The transit declaration is completed electronically by the freight agent or the authorised customs broker.
Reads each document as it arrives and drafts the message asking for whatever is not there.
Where does FreighAI sit if we already run dispatch software?
Keep your TMS for the records. FreighAI runs the work around them. The same answer holds for a dispatch or fleet system.
Three layers, and only the middle one is new. Your own system keeps the vehicles, the trips and the records unchanged.
We scope the first workflow, integration requirements and implementation plan with your team. That scope should answer:
- which corridor or which customer the first workflow covers
- which transporters are asked, and through which channel
- which actions wait for a person, and which run on their own
- where the confirmed job and the vehicle detail are recorded
- how your team will judge whether the workflow improved
Pricing, operations, tracking and accounts, followed from start to finish, not message by message.
Enquiries read, transporters asked and chased, quotes drafted, documents assembled, tasks handed to the right person.
Vehicles, drivers, trips, placement, and anything a device reports. Unchanged.
The objections we hear most
We already run software for our trucks. Does this replace it?
No. Fleet, dispatch, driver records and vehicle position stay where they are. Keep your TMS for the records. FreighAI runs the work around them. FreighAI takes the enquiries, the rates and the documents.
Our transporters reply on WhatsApp, and half the time it is a photograph of a rate sheet.
Reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. The reply is read on the thread it arrived on, and the number goes into the quote your pricer approves.
Corridor rates move with fuel and with whatever is standing free that week. Will it quote a stale number?
FreighAI suggests a price from what that customer paid on that lane before, within your margin rules. Quotes expire on their own and can be revived if you want. Your team approves every reply before it sends.
We do not own a single truck. Is there enough here for us?
The truck was never the work. The work is the asking, the chasing and the writing, and there is more of it when the vehicle is somebody else’s.
Will FreighAI start messaging our transporters on its own?
Your team approves every reply before it sends. Any change to that supervision has to be deliberate and workflow-specific.
Common questions
Does FreighAI track the truck?
Not from a device. FreighAI answers “where is my cargo?” on the customer’s own thread, from carrier status, for approval. On a road move that status is whatever the transporter sent back. Live position stays with whoever owns the truck.
Does it generate the e-way bill?
No. Generating the e-way bill on the government portal stays with you or your transporter, and so does any direct customs filing. FreighAI reads what comes back and drafts the message asking for whatever is missing.
Do we have to change how we buy from our transporters?
No. You keep your own carrier accounts and negotiated rates. FreighAI never sits between you and your carrier relationship. FreighAI asks, chases and prices against the contracts you already hold.
Which workflow should we start with?
Usually quotation, because the enquiry, the corridor rates and the reply all arrive as messages. If your delay is really at the border, start there. We scope the first workflow, integration requirements and implementation plan with your team.
- Central Board of Indirect Taxes and Customs — e-way bill FAQ, 18 June 2019verified 2026-09-03
- CBIC Circular No. 64/38/2018-GST, 14 September 2018verified 2026-09-03
- GCC Secretariat General — Common Customs Law of the GCC Statesverified 2026-09-03
- GCC Secretariat General — Unified Guide for Customs Procedures at First Points of Entryverified 2026-09-03
- Dubai Customs — Customer Guideverified 2026-09-03
Regulatory wording comes from the official bodies above and nowhere else. E-way bill validity carries no figure here, because the official pages that would confirm the current distance rule were not reachable on the day this was written. Transit times, freight indices and market sizes are deliberately absent.
Send us one corridor and one week of email.
Bring one real enquiry from last week and the thread it turned into, transporter replies and all. We will show what FreighAI would have read, asked, chased and drafted, and what stays yours.