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Use case · Freight forwarding and logistics sales teams

Freight quotes from your rate sheet

When a quote request comes in, the quote follows your rate sheet

A forwarding sales team that gets dozens of rate inquiries from shippers every day set up a flow where AI pulls the lane, cargo and dates out of each email, the company rate sheet and surcharges turn into a quote with a validity date, and every quote’s win or loss is kept in one place.

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The problem

  1. 01

    Rate sheets locked in personal spreadsheets

    The latest carrier rates and per-shipper prices sat in spreadsheets on each rep’s PC, so a handover or a day off meant hunting for rates from scratch.

  2. 02

    Slow replies lose shipments

    While reps gathered the ocean rate, THC, trucking and customs fees from different places and added them up, the shipment went to whoever answered first.

  3. 03

    No record of what was won

    Nobody could say how many quotes were sent, how many were won, or which shipper left over price, so the next price was a guess.

How Trackit solves it

  1. 1

    When a request email arrives, AI pulls the conditions and opens a quote request

    Shippers keep sending rate inquiries by email. When one lands in the quote inbox, the Email received trigger starts the workflow and an AI prompt pulls the port of loading, port of discharge, pickup point, container type and count, cargo and weight, and requested ship date. A create-record block opens a quote request with those conditions, marked as drafting.

  2. 2

    Trackit gathers the rates valid on the ship date and builds the quote

    A find-records block looks up carrier rates on the company rate sheet for the same lane and container type that are still valid on the requested ship date, and the THC, document fee, trucking and customs fees from the surcharge table. Expired rates never make it into a quote, and if no rate is valid the rep gets a task to update the rate sheet. An AI document block then fills the company quote form with each charge, the totals and the quote’s validity date.

  3. 3

    The rep checks and sends it, and prices and results build up

    The quote is attached to the quote request and the rep gets a task to check it. Once the rep sends it to the shipper and updates the amount and status (sent, won, lost), each shipper’s prices and outcomes stay in the quote request list. A dashboard counts quotes by status, showing how many were sent and how many were won.

Features usedAI WorkflowsDataCustomizationDashboards
  1. TriggerEmail receivedStarts when a quote request email arrives.
  2. AIAI PromptPulls the lane, containers, cargo and ship date.
  3. ResultCreate recordOpens a quote request with those conditions.
  4. ActionFind recordsFinds rates and surcharges valid on the ship date.
  5. AIAI Document GenerationBuilds the quote and attaches it to the request.

What changed

Before TrackitReps look up rates in their own spreadsheets
With TrackitRates valid on the ship date come from the company rate sheet
Before TrackitRates and surcharges are found and added up by hand
With TrackitA draft quote is ready as soon as the request arrives
Before TrackitNobody records how quotes turned out
With TrackitEach shipper’s prices and wins and losses build up on the requests

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