Freight forwarding software for a business still run on spreadsheets
Same team. 5x more business. You do not have to buy a TMS first.
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.
Your rate sheets stay your files. Your books stay where they are. The first workflow is scoped with your team.
- 01You are not behind. A small freight business can run for years on four mailboxes, a WhatsApp number and a rate sheet.
- 02What costs you is not the software you never bought. It is that a person carries every enquiry, rate reply and chaser to the next desk.
- 03FreighAI takes over the inbox and the work behind it. It reads each thread, finds the rate, chases the agent and drafts the reply.
- 04Your team approves. They do not compose, forward, file or chase. The reply goes out in their name.
- 05Nothing is migrated to start. Your rate sheets stay your files.
- 06Your books stay in Tally. No connector to it is claimed here. We scope the first workflow, integration requirements and implementation plan with your team.
Your company already has a system. It is made of people.
An enquiry arrives in pricing@ or on a salesperson’s phone. Someone sees the gross weight is missing and writes back. Someone opens the rate sheet and checks whether it is last month’s. Someone emails three agents and remembers to chase two. Someone builds the quote, someone checks the margin, someone sends it, someone tries to remember Thursday.
Nothing here is broken. It works, as long as the same people are at their desks. Look at where one job lives today.
- The enquiry lives in a mailbox, or in one person’s chat history.
- The rate lives in a spreadsheet, and in the memory of whoever last edited it.
- The quote lives in a sent folder. The follow-up lives in somebody’s head.
- The booking, the tracking question and the carrier bill each arrive on their own thread.
Each tool does the job it was bought for. TallyPrime describes itself as business management software for invoicing and accounting, taxation and compliance, banking and reports. Google describes Sheets as spreadsheets that help you and your team manage, visualize and analyze data. Freight forwarding operations, email handling and quoting are not described in TallyPrime’s published material, checked September 2026. A shared team inbox across staff phones, and a record of what was quoted, are not described in WhatsApp’s published material, checked September 2026.
- Reads every conversation, start to finish
- Finds the rate and chases the agent
- Writes the reply and creates the task
- Hands it to the person who approves
Your rate sheets and your accounts package stay put.
What changes when FreighAI reads the mail
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.
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.
FreighAI 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. The rate sheet you keep is one of the files it reads, and it stays where your team edits it.
One thing is different with no TMS underneath. The record forms as the work happens. The enquiry, what was missing, the agent replies, the quote and the job that followed all sit on one thread. Nobody writes it down afterwards.
You can keep the system you run today and add FreighAI around it, or move on from it and let FreighAI be your main system. Start with pricing and operations either way, and add the rest when you are ready. Here standalone is the normal answer, because there is no second system to argue with.
Chasing, tracking checks, quote expiry and follow-ups run on their own. Nobody has to remember.
Your people work in FreighAI. Not in the inbox. Not in five browser tabs.
An enquiry arrives. The work is already done.
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.
- Every channel, not just emailFreighAI watches every company mailbox, pricing, operations, tracking and accounts, and follows each conversation from start to finish.
- A named person, not a shared queueFreighAI writes the reply, creates the task, and puts it in front of the right person in the right department, beside the original conversation.
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…
Which parts would you use first?
Start with the work that costs you the most mornings, not with a product list.
Quotation Agent
Start here if enquiries and rate hunting eat the day. 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. It suggests a price from what that customer paid on that lane before, within your margin rules. When the customer pushes back on price, a counter-offer is drafted and waits for approval.
Booking and Job Orders Agent
Start here if won work is re-typed from the quote into a new sheet. A won quote becomes a job on its own, fully filled in. With no TMS underneath, that job is where your operational record begins.
Tracking, invoices and collections
Start here if “where is my cargo?”, carrier bills checked by eye, or receivables chasing is where the day goes. FreighAI answers “where is my cargo?” on the customer’s own thread, from carrier status, for approval. It reads a carrier bill and matches every airway bill back to its job, checking line by line before it is booked. Follow-ups, chasers and reminders happen on their own, on the same conversation.
What happens to one enquiry
Quoting is where a business on spreadsheets feels the cost 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.
Nothing was migrated. Your rate sheet was read where it lives, and the record formed as the work was done.
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 arrivesEmail or WhatsApp
- 02Missing detail asked
- 03Your rate sheet readThe file your team already keeps
- 04Agents emailed and chased
- 05Quote draftedWithin your margin rules
- GATEYour pricer approves
- 07Sent and followed up
- 08Won job created
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 with you, what FreighAI takes over and what has to be scoped
There is no system of record to protect here, so the boundary is drawn around your files, your channels and your books.
| Area | Stays with you | FreighAI takes over | Decision required |
|---|---|---|---|
| Rate sheets | Your Excel or Sheets files, edited where they are today | Reads them when an enquiry arrives and prices from them, without moving them | Which file does it read, and who may change it? |
| The enquiry and the reply | Nothing. Today this is a person, a mailbox and a phone | Spots what is missing in an enquiry and drafts the email asking for it. When the customer pushes back on price, a counter-offer is drafted and waits for approval. | Which mailbox and number start it, and who approves? |
| Quote and customer history | Your saved quote files and what is in your sheets | Every version of a quote is kept, and the line that changed is shown. Suggests a price from what that customer paid on that lane before, within your margin rules. | Does the thread become the record, and how much history loads first? |
| The books and tax filing | Tally. Invoicing and accounting, taxation and compliance, banking and reports stay put | Reads a carrier bill and matches every airway bill back to its job, checking line by line before it is booked. | No Tally connector is claimed here. We scope the first workflow, integration requirements and implementation plan with your team. |
| Customs filing and duty | Your broker, or your own filing | Nothing. Filing and duty or HS lookup stay with your broker | Does the workflow need customs status as context? |
- Rate sheets
- Stays with you
- Your Excel or Sheets files, edited where they are today
- FreighAI takes over
- Reads them when an enquiry arrives and prices from them, without moving them
- Decision required
- Which file does it read, and who may change it?
- The enquiry and the reply
- Stays with you
- Nothing. Today this is a person, a mailbox and a phone
- FreighAI takes over
- Spots what is missing in an enquiry and drafts the email asking for it. When the customer pushes back on price, a counter-offer is drafted and waits for approval.
- Decision required
- Which mailbox and number start it, and who approves?
- Quote and customer history
- Stays with you
- Your saved quote files and what is in your sheets
- FreighAI takes over
- Every version of a quote is kept, and the line that changed is shown. Suggests a price from what that customer paid on that lane before, within your margin rules.
- Decision required
- Does the thread become the record, and how much history loads first?
- The books and tax filing
- Stays with you
- Tally. Invoicing and accounting, taxation and compliance, banking and reports stay put
- FreighAI takes over
- Reads a carrier bill and matches every airway bill back to its job, checking line by line before it is booked.
- Decision required
- No Tally connector is claimed here. We scope the first workflow, integration requirements and implementation plan with your team.
- Customs filing and duty
- Stays with you
- Your broker, or your own filing
- FreighAI takes over
- Nothing. Filing and duty or HS lookup stay with your broker
- Decision required
- Does the workflow need customs status as context?
Nothing in the middle column moves a file, an entry or a ledger anywhere. A link to your accounts package is scoped with your team, not assumed here.
Do you need a TMS first?
Most people arriving here have been told to buy a TMS first. Sometimes that is right. The two decisions are worth separating, because they answer different problems.
What a TMS is genuinely for
A TMS is a place to hold records: jobs, shipments, documents, charges and the reports built on them. If a customer, an auditor or a lender wants records you cannot produce, that is a records problem and deserves a records answer.
What a TMS does not fix
A TMS does not read the enquiry that arrived at seven in the morning. It does not notice the weight is missing, email four agents, chase the two who went quiet, or draft the counter-offer. Someone still opens each message and does that work.
You can keep the system you run today and add FreighAI around it, or move on from it and let FreighAI be your main system. Start with pricing and operations either way, and add the rest when you are ready.
Which problem is actually costing you?
Four mailboxes and a WhatsApp number are eating the morning. FreighAI can run standalone, so no system of record has to exist first.
Someone wants job, document or charge records you do not hold. A TMS is the honest answer.
Take the one with the clearer measure first. Neither forces the other.
What the first workflow needs from you
We scope the first workflow, integration requirements and implementation plan with your team.
With no TMS there is little to connect. What matters is that these are decided, not assumed.
- The mailbox or number the work arrives on, and who owns it today.
- The rate sheet that is currently correct, and the person allowed to change it.
- The margin rule a quote has to respect, and the named person who approves.
- The one measure you would judge it by: response time, quotes sent, follow-ups missed or margin held.
That is a morning with the people who do the work, not a migration project. There is no universal timeline and we do not publish one.
The objections we hear most
We do not want our rate cards sitting in someone else’s system.
They do not have to. The sheets stay your files, edited where they are, and FreighAI reads the version you point it at. If you would rather it read a copy on a schedule, that is a scoping decision.
Half our enquiries come to a salesperson on WhatsApp. Are you taking that away?
No. WhatsApp stays a channel your customers use. FreighAI reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. An enquiry that arrives as a photo of a packing list becomes the same task as one sent to pricing@. What changes is that it stops living only on one phone.
Our books are in Tally. Do you connect to it?
No connector to Tally is claimed on this page. TallyPrime keeps invoicing and accounting, taxation and compliance, banking and reports, and goes on doing that. FreighAI reads a carrier bill and matches every airway bill back to its job, checking line by line before it is booked. Whether an approved result reaches your accounts package is decided in scope. We scope the first workflow, integration requirements and implementation plan with your team.
Will it email a customer without us seeing it?
Your team approves every reply before it sends. Your team approves. They do not compose, forward, file or chase. The reply goes out in their name. Any change to that supervision would be a deliberate decision about one workflow, not a default.
Common questions
Do we need any software in place before we start?
No. FreighAI can run standalone. It needs a mailbox to watch, the rate sheet you keep and a named person to approve. Where the finished output belongs is still decided up front, so your team knows what to trust.
What happens to our spreadsheets?
They stay yours. Nothing is imported as a condition of starting. Rate sheets are read where they are, and quote workbooks carry on for as long as your team wants them.
What if two people edited the rate sheet and nobody knows which is current?
Answer that before the first workflow runs. One file is nominated as the one FreighAI reads, and one person owns changes to it. It does not guess between two versions. Missing or contradictory information goes to a person.
Can our salespeople keep working the way they do now?
They keep the customer and the conversation. What changes is where they do the work. Your people work in FreighAI, not in the inbox. The reply still goes out in their name.
- TallyPrime — product overview: banking, invoicing and accounting, inventory, payroll, taxation and compliance, dashboards and reports, credit and cashflow. Freight forwarding operations, email handling and quoting are not describedverified 2026-09-03
- TallyPrime — features: GST-compliant invoices, e-invoicing, e-way bills, GSTR reconciliation, voucher creation from bank statement imports, stock tracking, dashboards and reportsverified 2026-09-03
- WhatsApp Business app — “Connect with your customers, showcase your products, and run your small business more efficiently.” No shared team inbox across staff phones, record keeping or customer history is describedverified 2026-09-03
- Google Sheets — “AI-powered spreadsheets help you and your team manage, visualize and analyze data.” Workflow assignment, approvals and email handling are not part of that descriptionverified 2026-09-03
- Infinity Logistics — the one attributed customer result quoted on this pageverified 2026-08-31
No Tally, Google or WhatsApp capability is claimed beyond what those companies publish, and no connector to any of them is claimed here. Where one of them is said not to describe something, that is limited to its published material on 3 September 2026. Microsoft’s Excel pages did not respond when this page was written, so Excel is named only as a file your team keeps and no Microsoft capability is described.
Bring one thread from last week
An enquiry that came in by email or WhatsApp, with whatever was attached. We will show what FreighAI would have read, what it would have asked for, which agents it would have chased and what the reply would have said. Then judge it against what happened.