The challenge
Orders for rail transport arrive by email and were keyed in by hand. Clients, rail operators and truckers lived in separate lists, and for each order someone had to work out which agreements and rates applied.
Buy and sell rates differ per operator and per lane. Without a central system, the margin on an order only shows up after the fact, and the monthly invoicing is a manual job that weighs on the back office.
Our approach
- 01
Relations and orders as the foundation
One central register of clients, rail operators and truckers, and an order cockpit with a file per order, status management and manual order entry.
- 02
AI email intake
Incoming emails are read automatically and turned into a draft order, with dual-model verification and a human-in-the-loop review. The system stages the work, the planner decides.
- 03
Lanes, rates and margin
Buy and sell rates per operator per lane, with automatic rate matching and margin calculation per order. What an order earns is visible the moment it's taken on.
- 04
Invoicing
Monthly invoicing overviews per client with automatic invoice lines and an invoiced status, so the back office no longer re-keys a thing.
The result
The project is still live. The first two milestones, the PRD with scoping and the relations and orders modules, have been delivered and signed off. The AI email intake, the rates module and invoicing are on track towards a Q3 2026 go-live.
Once the platform runs in the daily operation, we'll add concrete figures to this case.