AI workflows for freight and logistics teams
Koya places trained AI automation developers into businesses full-time to build internal tools, automate manual workflows, and help your team move faster without adding more headcount.
Our developers build around your actual tools, team, and workflows. The examples below show the kinds of projects they could take on.
Examples of systems our AI automation developers could build
These are example builds for freight and logistics teams. Your developer would scope the real version around the tools, data, and approval steps you already use.
Shipment intake that reads BOLs, PODs, rate confirmations, and customer PDFs
This system reads the documents that start or update a shipment, then turns them into clean records for the TMS or dispatch board. It is built for freight forwarders, brokers, 3PLs, customs brokers, and logistics teams where BOLs, PODs, rate confirmations, commercial invoices, packing lists, and customer PDFs arrive in different formats every day.
- 01 The workflow picks up shipment documents from inboxes, shared folders, customer portals, scans, and forwarded PDFs.
- 02 The system classifies each file by type: BOL, POD, rate confirmation, commercial invoice, packing list, customs document, receipt, or unknown.
- 03 It extracts the fields the freight desk needs: shipper, consignee, pickup, delivery, reference numbers, weights, dimensions, freight class, charges, dates, equipment, and special instructions.
- 04 It checks extracted fields against the booking, customer record, carrier details, and any rules for the lane or shipment type.
- 05 It prepares clean records for TMS entry, while low-confidence fields and mismatches go into a review queue.
The freight desk gets shipment records ready for review instead of opening PDFs and retyping fields by hand. Standard loads move from "sitting in the inbox" to "ready for approval in minutes," while messy documents are flagged before they create dispatch, billing, or customer-update issues.
Freight quotes drafted from lane details, rate history, and carrier options
This system turns inbound rate requests into draft quotes a rep or dispatcher can review. It reads the lane, shipment details, service requirements, and customer context, then checks rate sheets, carrier options, accessorial rules, and margin guidelines before preparing a response.
- 01 A quote request arrives through email, website form, spreadsheet, rep note, or customer portal.
- 02 The system extracts origin, destination, dates, equipment type, freight class, dimensions, weight, commodity, service level, and special requirements.
- 03 It checks historical lanes, rate sheets, carrier portals or APIs, fuel surcharge rules, accessorial tables, and customer-specific pricing guidance.
- 04 It flags missing shipment details, margin-risk pricing, unusual lanes, and quotes that should not be sent without a human decision.
- 05 The rep receives a draft quote with the assumptions, suggested carrier options, and any open questions to confirm.
Reps spend less time switching between inboxes, rate sheets, old quotes, and carrier portals. Quote requests move from "someone needs to price this later" to a same-day review queue with the key assumptions already pulled together.
A live exception queue for late loads, stale tracking, and missing paperwork
This system watches active shipments and flags loads that need attention before the customer asks for an update. It combines TMS status, carrier updates, GPS or ELD feeds, appointment times, check-call notes, and inbox activity to surface late pickups, stale tracking, missing documents, and delivery risks.
- 01 The workflow monitors active shipments from the TMS, dispatch board, carrier portals, tracking links, email updates, GPS feeds, or ELD data.
- 02 The system checks each load against expected milestones: booked, picked up, in transit, arrived, delivered, POD received, and billed.
- 03 It flags shipments with stale tracking, missed appointment windows, no pickup confirmation, missing paperwork, unusual route movement, or delayed carrier updates.
- 04 It ranks exceptions by customer impact, delivery deadline, lane sensitivity, and how long the issue has been sitting.
- 05 The team receives a priority queue, internal alert, and draft customer update with the latest known status.
The team sees the loads that need attention without scanning every shipment manually. Customer updates move from reactive status chasing to proactive exception handling, with the highest-risk loads surfaced first.
Billing-ready shipment packets with PODs, invoices, and accessorials matched
This system checks whether each shipment has the paperwork and charge details needed for billing, carrier payment, or customer invoicing. It matches PODs, rate confirmations, carrier invoices, lumper receipts, accessorial paperwork, and shipment records, then flags anything missing or inconsistent.
- 01 The workflow collects PODs, carrier invoices, rate confirmations, receipts, detention notes, and accessorial paperwork from inboxes, portals, folders, and the TMS.
- 02 The system links each document to the right shipment using load number, reference number, carrier, customer, lane, dates, and amount.
- 03 It checks charges against the agreed rate, accessorial rules, customer contract, and shipment notes.
- 04 It routes missing PODs, duplicate invoices, mismatched charges, unclear accessorials, and paperwork gaps into a review queue.
- 05 It marks clean shipment packets ready for billing or payment review, with the audit trail attached.
Billing and carrier payment stop depending on someone remembering which paperwork is missing. The team gets a clean billing-ready queue, fewer charge disputes, and a clearer path from delivered load to invoice.
What clients say about Koya developers
Joshua quickly became a key part of our team. He handles complex automation tasks across several client projects, freeing us up to focus on strategy. The process was smooth, and Joshua's skills and communication have been spot on. We're excited to bring on more developers like him as the business grows.
Koya made the process easy to get started. We were paired with an AI automation developer whose experience and past projects we reviewed in his portfolio. He has now been on our team for 9 months, and I'd definitely recommend Koya to any business looking to improve its operations.
Start with one workflow, built on the house
You see the work before any commitment. We handle recruiting, payroll, compliance, and coaching.
- 01 You pick a workflow, or we help choose one on the call
- 02 We scope the first build around your tools and process
- 03 A Koya developer builds that workflow on the house
- 04 If you want to bring them on full-time to build more, the placement starts with a 30-day trial window
- 05 If it's a fit, the developer continues as full-time automation capacity for your team
Ready to see what this could look like inside your business?
On the call we pick one workflow, scope it around your tools, and a Koya developer builds it for free. You decide what happens next.