Keep the trucks moving and the paperwork from piling up.
Trucking, freight brokerage, auto transport and last-mile delivery all share the same problem: a few people in the office keep a lot of moving parts on schedule. Rate requests, load boards, check calls, driver files, bills of lading, PODs, invoices and factoring all land on the same desk. AIVH has its own ventures in transportation and automotive, so we know these workflows firsthand. AI can take much of the repetitive coordination and paperwork off dispatch and the back office.
Sound familiar?
- "My dispatcher spends all day on the phone doing check calls and updating customers."
- "We can't get PODs and BOLs back fast enough to invoice, so we're always waiting on cash."
- "Rate requests come in faster than we can quote them, and the slow quote loses the load."
- "Driver files, medical cards, IFTA and insurance renewals are tracked on a spreadsheet and something always slips."
- "Auto transport customers call five times asking where their car is."
What we fix first
Quote and book loads faster
The problem: Rate requests and shipper inquiries arrive by phone, email and load board, and slow responses lose the load to whoever answers first.
The fix: AI reads incoming requests, pulls lane, equipment, dates and vehicle or freight details, drafts a rate from your lane history and rules for dispatcher approval, and follows up on every open quote. For auto transport, it collects year, make, model, running condition, and pickup and delivery locations before quoting.
What changes: Quotes go out while the customer is still shopping, and dispatchers spend their time on pricing decisions, not typing.
Speed-to-Lead & Lead Qualification · Quote & Estimate Generator · Inbox Triage & Drafting
Dispatch, check calls and customer updates
The problem: Dispatchers juggle driver assignments, route changes and constant where-is-my-load or where-is-my-car calls.
The fix: Dispatch suggests driver and truck assignments by location, hours and equipment, pulls location updates from your ELD or tracking where available, and texts shippers and auto transport customers automatic pickup, in-transit and delivery updates. An AI phone line answers status calls from that same data.
What changes: Far fewer status calls into the office and more of each dispatcher's day spent moving freight.
Dispatch & Routing Optimization · AI Voice Receptionist · Website & SMS Chat Assistant
Paperwork to invoice to cash
The problem: BOLs, PODs, rate confirmations, lumper receipts and vehicle condition reports come back as blurry photos, and invoicing waits until someone sorts them out.
The fix: Drivers text or upload photos. AI reads and checks each document against the rate confirmation, flags missing signatures or damage notes, builds the invoice packet, and sends it to the customer or your factoring company the same day. Unpaid invoices get automatic follow-up.
What changes: Less time between delivery and invoice, fewer rejected packets, and a back office that isn't buried in paper.
Document Intake & Data Extraction · Invoicing & Accounts-Receivable Follow-Up · Bookkeeping & Reconciliation Assistant
Driver and fleet compliance that doesn't slip
The problem: Driver qualification files, medical cards, CDL expirations, drug and alcohol testing, insurance certificates, IFTA, IRP and maintenance intervals are tracked by hand.
The fix: A compliance register tracks every driver and unit, reminds the right person well ahead of each expiration, collects renewal documents, and keeps an audit-ready file.
What changes: Fewer surprises at roadside inspections, audits and insurance renewals, with less scrambling by the safety manager.
Compliance & Deadline Tracking · Document Intake & Data Extraction · HR Admin & Recruiting Screener
Lane, driver and customer profitability
The problem: Owners don't know which lanes, customers or trucks actually make money after fuel, deadhead and wait time.
The fix: Dashboards combine loads, revenue, fuel, miles and pay into per-lane, per-truck and per-customer profitability, with a weekly summary and a rolling revenue forecast.
What changes: Clearer decisions about which freight to chase, which customers to reprice and where trucks sit idle.
Reporting & KPI Dashboards · Sales Forecasting
Do this week
- Set up one dedicated text number or email address where drivers send every BOL and POD photo, and require it before a load is marked delivered.
- Build a spreadsheet of every driver's CDL, medical card and other expiration dates, and set calendar reminders 30 days ahead of each.
- Write a standard pickup, in-transit and delivered text message and send it to every customer on every load this week.
- Pull your last 90 days of loads and calculate revenue per mile by lane. You'll likely spot at least one lane worth repricing.
- Create a quote-request form that captures every detail you need (for auto transport: vehicle, condition, pickup and delivery locations, dates) and put it on your website.
Numbers to watch
- Quote response time and quote-to-booked rate
- Days from delivery to invoice sent
- Days to payment, including factoring turnaround
- Revenue per mile and deadhead percentage
- Compliance items current vs. expiring, per driver and unit
By team size
- Just you
- As an owner-operator or one-truck hauler, you're driving and running the office. Start with document capture to invoice so you get paid faster, plus an AI line that answers customers while you're behind the wheel.
- 2–10 people
- With a few trucks, the owner usually dispatches. Automate customer updates and paperwork first, then add compliance tracking before the next audit or insurance renewal.
- 11–50 people
- With a dedicated dispatcher and a growing fleet, focus on dispatch support, check-call automation and same-day invoicing, then lane profitability dashboards.
- 51–250 people
- At this size you have dispatch, safety and billing teams. AI goes after volume: rate request handling, document processing at scale and fleet-wide compliance.
- 250+ people
- With multiple terminals or a brokerage desk, standardize quoting rules, customer communication and reporting across offices, and connect TMS, ELD and accounting data.
Questions owners ask
Does this work with my TMS, ELD and load boards?
We check your transportation management system, ELD provider and load boards during scoping. Many offer connections; where they don't, we work from email, exports and document photos so the workflow still runs.
Can it work with my factoring company?
Yes, by building complete invoice packets in the format your factor requires and sending them on your schedule. Direct connections depend on the factoring company.
We're an auto transport company. Is this different from freight?
The workflow is similar, but the details differ: vehicle information, operable or inoperable, open or enclosed, condition reports at pickup and delivery, and customers who are often individuals moving one car. We set up the intake, updates and paperwork around those details.
Will AI replace my dispatchers?
No. It handles the repetitive work: status updates, paperwork, data entry and first-draft quotes. Dispatchers keep the decisions and the relationships, and usually handle more loads with less stress.