Freight forwarding software for Indian forwarders
Most freight forwarding software in India is bought to hold the record. The job file, the house and master bills, the shipping bill, the books. FreighAI is not that. It takes over the part of the day that never reaches a system at all.
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.
Keep your TMS for the records. FreighAI runs the work around them.
- 01FreighAI is sold in India today. The company behind it, AggAiLabs Software Solutions Private Limited, is based in Pune, India and holds DPIIT recognition DIPP232097. Quotes are priced in rupees from your own rate cards and margin rules.
- 02The work that costs an Indian forwarding team its day is mail work. Enquiries with no weight on them, packing lists sent as photographs on WhatsApp, agents who have to be chased, a transporter wanting the e-way bill before the truck moves.
- 03FreighAI takes over that mail. It reads each thread, finds the rate, chases the agent, drafts the reply and hands a finished task to the person who owns it. Your team approves.
- 04Your filing chain does not move. Bills of entry and shipping bills stay on ICEGATE, with your CHA and the software they file through. Your statutory books stay in Tally, Zoho Books or wherever your accountant closes the year.
- 05There is no named Indian customer yet. Our published customer, Infinity Logistics, is a forwarder in the UAE. We would rather write that than imply otherwise.
- 06Bring one thread out of your pricing mailbox and we will show you what would have happened to it.
Where the day goes in an Indian forwarding office
Freight forwarding software in India is usually chosen for what it stores. The job file, the bills, the shipping bill, the accounts. That software does its job. It is not where your day goes.
Your day goes into the mail. An exporter in Ludhiana writes to sales@ asking for a rate on two 40-foot containers from Nhava Sheva to Jebel Ali. The gross weight is not stated. Twenty minutes later the same customer sends the packing list on WhatsApp, as a photograph of a printout. Your pricing person reads it, writes back asking for the weight, mails three agents for the lane, and makes a note to chase two of them tomorrow.
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.
So the useful question is not which freight forwarding software has the longest feature list. It is how much of your day never touches software at all. Look at your own desk:
- Which enquiries arrive on WhatsApp before anything is written down anywhere?
- How many people touch a rate request before a single quote leaves the building?
- Which agent chasers depend on one person remembering to send them?
- How many attachments a day are read by a person and then typed in again?
- The rate you quoted this customer last time, remembered not looked up
- The agent who has not come back on the Jebel Ali lane
- The packing list that arrived as a photograph and has to become a clean file
- The e-way bill the transporter needs before the truck moves
None of it is in a system. It is in an inbox, a WhatsApp group and somebody's memory.
Your people stop working in the inbox
FreighAI takes over that mail. It watches every company mailbox, pricing, operations, tracking and accounts, and follows each conversation from start to finish. It works out what each email is and what it needs, then takes the action that message calls for. It 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.
The email is only the start. The real time goes on what comes after it. It 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. FreighAI talks to carriers, portals, your TMS and your accounting system itself. Nobody hops between websites to put an answer together. 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.
It matters more here than in most markets, because so much of the work arrives on WhatsApp and as pictures of paper. 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.
What stays with your filing software and your books
FreighAI does not file customs entries or look up duty. That is a separate, regulated chain and it stays where it is. Bills of entry and shipping bills go to ICEGATE through your CHA and the software they file through.
Your statutory books stay put as well. Bank reconciliation, accruals and provisions belong in Tally, Zoho Books or whatever your accountant closes the year in. If your customers already have a portal to look up their shipments, they keep it. Warehouse and fleet management stay where they run today.
Keep your TMS for the records. FreighAI runs the work around them. FreighAI is an AI-first freight operations platform that can run standalone or work alongside an existing TMS or ERP. It does not require a forced replacement.
Enquiries, agent replies, booking confirmations, documents, tracking questions, carrier bills, the transporter asking for an e-way bill.
Reads each thread, does the legwork behind it, drafts the reply and hands a finished task to the right person. Your team approves.
ICEGATE bills of entry and shipping bills through your CHA, eSANCHIT uploads, duty, the job file, the accounts in Tally or Zoho Books.
What is specific to India
The parts of the job that genuinely differ here — not a translated version of the same page.
ICEGATE filing stays with your CHA
ICEGATE is the Indian Customs National Trade Portal, run by the Directorate General of Systems and Data Management at the Central Board of Indirect Taxes and Customs. Bills of entry and shipping bills are filed through it, by RES package, service centre, web upload or webform. Get the format wrong and, in ICEGATE's own words, the document is rejected as soon as it reaches ICEGATE for processing. FreighAI works upstream of that chain, where the enquiry is read, priced, chased and won.
eSANCHIT, and the attachment nobody wants to handle
CBIC launched eSANCHIT, e-Storage and Computerized Handling of Indirect Tax documents, for paperless processing and the uploading of supporting documents. Its process guide is specific about the file: PDF/A, not less than 200 dpi, no more than 75 kb per A4 page, one document to one file. Those documents reach you as email attachments and WhatsApp photographs, and somebody has to turn them into that. Reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans. So what is written on them becomes part of the task instead of something a person retypes. Preparing and uploading the compliant file stays with whoever files.
The GST e-way bill on the road leg
The national portal states it plainly. The e-way bill system is for a GST registered person or an enrolled transporter, generating a document to be carried by the person in charge of the conveyance, on commencement of movement of goods exceeding Rs. 50,000 in value. Generation is blocked for a taxpayer who has not filed GSTR-3B for two consecutive months. Making the bill stays on the portal. The transporter's message asking for it becomes a task with an owner and a chaser.
DGFT and the IEC
DGFT puts it in one sentence. The Importer-Exporter Code is mandatory for exports or imports, and no person shall make any import or export except under an IEC number granted by the DGFT. Since GST the IEC is the same as the firm's PAN. DGFT has also told traders that IECs not updated under Notification 58/2015-2020 will be deactivated. For a forwarder that arrives as an email saying a shipment has stopped. Follow-ups, chasers and reminders happen on their own, on the same conversation.
Quoting in rupees
Quotes are priced in Indian rupees from your own rate cards and margin rules, so the decision is made in the currency you price in.
The enquiry lands on WhatsApp. The quote is already drafted.
In most Indian forwarding businesses the enquiry turns up long before anything exists in a system, and often it turns up as a photograph.
- Reads what came inReads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans.
- Asks for the missing weightSpots what is missing in an enquiry and drafts the email asking for it.
- Chases your agentsEmails 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.
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…
What FreighAI connects to for India operators
Connects so FreighAI can read every conversation and send replies in your people’s names. Your team works in FreighAI, not in the inbox.
Connects so FreighAI can read every conversation and send replies in your people’s names. Your team works in FreighAI, not in the inbox.
Handles RFQs and customer updates on the channel most forwarders actually use.
Your own DHL account, your own negotiated rates, your own carrier relationship. FreighAI reads those rates through your credentials.
Your own FedEx account, your own negotiated rates, your own carrier relationship. FreighAI reads those rates through your credentials.
What happens to one enquiry
Quotation is the usual first workflow here. The enquiry is where an Indian team loses the most time to the inbox.
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.
The scope decides what approved information leaves FreighAI and where it lands. We scope the first workflow, integration requirements and implementation plan with your team.
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.
- 01EnquiryLands in sales@ or on WhatsApp
- 02Reads itA photo, a PDF or a forwarded mail
- 03AsksGross weight and cargo ready date
- 04RatesYour rate cards, the carrier, three agents
- 05ChasesThe agents who have not come back
- 06Drafted quoteIn rupees, beside the thread
- GATEYour pricer approves
- 08Follow-upAnd the counter-offer, if the price is pushed
- 09Won quoteBecomes a job, filled in
- 10Your systemThe agreed hand-off
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%. Infinity Logistics is in the UAE, not India, so read those figures as evidence of the mechanism, not as local proof.
What Indian forwarders already run
Almost every forwarding business here is already on something. A full Indian freight ERP. A regional system bought when the company was half the size. Or spreadsheets that quietly became the way the company works. FreighAI does not ask you to leave any of them.
The books are the clearest case. Statutory accounts, bank reconciliation and provisions stay in Tally, Zoho Books or whatever your accountant closes the year in. FreighAI reads a carrier bill and matches every airway bill back to its job, checking line by line before it is booked.
Where you are today decides what the first workflow looks like:
Worth reading next
Two comparisons are worth your time if you are already looking at rate and quoting tools, and one guide covers the filing chain.
Common questions
Does FreighAI file our bills of entry on ICEGATE?
No. Filing stays with your CHA and the software they file through. FreighAI does not file customs entries or look up duty. It works upstream, on the commercial side. Your ICEGATE registration and your filing route stay as they are.
Can it generate e-way bills for our road legs?
Making the e-way bill stays on the GST portal, with your team or your enrolled transporter. What moves is the work around it. The transporter's message asking for it becomes a task with an owner, beside the thread it arrived on, and the chaser runs on its own.
Do you have Indian customers we can call?
Not a named one yet, and we would rather write that than imply otherwise. Our published customer, Infinity Logistics, is a forwarder in the UAE. The company behind FreighAI is Indian and based in Pune, India. If an Indian reference is a requirement for you, we are not there yet.
Our enquiries come on WhatsApp, not email. Does that work?
Yes. WhatsApp is a live connection and it is treated like any other mailbox. FreighAI follows the conversation, reads what came in, and turns it into the same task with the same approval step. Reads PDF, Excel, Word, forwarded email, WhatsApp messages, photos and scans.
We already run an Indian freight ERP. Do we have to replace it?
No. Keep your TMS for the records. FreighAI runs the work around them. The pages under /from/ set out what stays, what FreighAI adds and what the first workflow has to scope.
Do we price in rupees?
Yes. Quotes are priced in INR from your own rate cards and margin rules, so the number your pricer approves is the number you sell in.
- ICEGATE — the Indian Customs National Trade Portal, run by the Directorate General of Systems and Data Management, CBICverified 2026-09-03
- ICEGATE — Electronic Filing: RES package, service centre, web upload, webform and signing with a digital signatureverified 2026-09-03
- ICEGATE — FAQs: a document in the wrong format is rejected on arrivalverified 2026-09-03
- CBIC — eSanchit process guide v1.1: PDF/A, 200 dpi, 75 kb per A4 page, one document to one fileverified 2026-09-03
- GST e-Way Bill System — the Rs. 50,000 threshold, transporter enrolment, blocking after two unfiled GSTR-3B returnsverified 2026-09-03
- GST e-Way Bill System — FAQs: GST-registered persons register again using their GSTINverified 2026-09-03
- DGFT — the Importer-Exporter Code is mandatory, is the firm's PAN, and is deactivated where it is not updatedverified 2026-09-03
- Infinity Logistics customer reference, 15 May 2026 — response time and win rate, attributed to Infinity in the UAEverified 2026-08-31
The ICEGATE and eSANCHIT detail here is deliberately short: the filing chain has its own guide. No Indian customer, office, price or partner claim is made on this page.
Send us one thread out of your pricing mailbox
Pick a real one from last week. The enquiry with no weight on it, or the packing list that came through as a photograph. We will show you what FreighAI would have read, what it would have asked and what your pricer would have been handed to approve.