Apex Logistics: Transport Order and Shipping Document Handling

!The Challenge

Order information was scattered across emails, PDF attachments, photos of documents from drivers and the order register. The team re-typed data by hand, matched documents to shipments, checked whether completed transports were ready for invoicing, chased missing proofs of delivery and went back to drivers and subcontractors. The goal was to reduce this work without replacing the transport management system and without handing commercial decisions to AI.

⚡Our Solution

We implemented four areas in which the system prepares data and documents, and the team makes the decisions:

• ✓Reading orders from messages and attachments: AI reads the customer details, order number, loading and unloading places and dates, cargo, and agreed rate and currency, then prepares a draft entry in the order register. A team member gets a form with a preview of the source document, missing or conflicting data is flagged, and a freight forwarder approves the order.
• ✓Collecting shipping documents: drivers send photos through a simple form on their phone, and documents from email enter the same process. The system recognises the document type, finds the order and checks completeness against the customer's requirements; unreadable photos and discrepancies go to a team member, and the system sends automatic reminders about missing documents.
• ✓Preparing orders for invoicing: once the documentation is approved, the system prepares invoice data and a set of attachments, compares billing data with the approved order and flags differences. A team member checks the package and passes it to the invoicing software; invoices are issued by the company's software, not by AROG.
• ✓Operations dashboard and daily summaries: a shared dashboard with the status of every order (data to approve, missing documents, discrepancies, readiness for invoicing) and a short daily summary of cases that need action.

📈Example simulation (assumptions)

Assumed volume: 600 transport orders per month. The figures below are assumptions for an example scenario, not a measured result.

• The times cover only data entry, document handling and preparation for invoicing, not the whole of a freight forwarder's work.
• Under these assumptions, the recovered time equals 10 eight-hour working days per month. With a working assumption of PLN 60 per hour for labour cost, the value of the recovered time in the model is PLN 4,800 per month. This is not a cash saving or profit; the calculation does not include the costs of implementing and maintaining the system.