Email becomes the file
Every update from agents and shipping lines in the shared mailbox is read and processed automatically. Anything relevant becomes a file update or a task. Nobody retypes anything.
Case · Logistics · Cargocare Netherlands
Shipment administration without the retyping
Cargocare Netherlands, an international freight forwarder in sea and air freight, handed its shipment administration over to us. Email is read and processed automatically, deadlines are monitored, invoices are checked. What used to take hours of manual work a day now takes minutes of review.
The situation
At Cargocare Netherlands, the shared mailbox filled up every day with updates from agents and shipping lines: departures, arrivals, changes, invoices. All of it had to be typed into shipment files in the logistics system by hand.
That system doesn't offer a full integration, so the manual work remained: reading email, updating files, watching deadlines, matching invoices against costs. Hours every day — with the constant risk of something slipping through.
What's running now
We took over the shipment administration: first understand and structure the process, then automate it. Four building blocks have been doing the work ever since.
Deadlines watch themselves
Departure and arrival dates are monitored continuously with automatic colour codes. When something needs action, a task lands with the right owner. If a deadline falls on a weekend or public holiday, it automatically moves to the next working day.
Invoices matched to costs
Purchase invoices are automatically checked against the costs in each file. If everything matches, you never hear about it. If something is off, it becomes a task for the team.
Daily monitoring for exceptions
An automatic daily check flags whatever deviates. The team picks up those exceptions before the customer notices anything.
More in this case
We single out one part of the operation — the complete rate cycle, from requesting rates at agents to the order going to the supplier.
While you were asleep, the work got done
Most of the work happens outside office hours. Overnight and in the early morning, email is processed, files are updated and deadlines are checked. By the start of the working day everything is ready: files up to date, tasks with the right owner, and a clear view of what needs attention.
AI runs the routine, our team does the rest
The logistics system has no API. So early each morning, one of our team members in the Philippines runs the exports, and AI processes them from there. That's not a workaround but a permanent part of the process: wherever an integration is missing, our team bridges the gap — reliably, every day. AI reads, processes, compares and flags; the team reviews the exceptions and steps in where needed. Always verifiable.
The result
Hours of manual work a day became minutes of review. Nothing slips through the cracks anymore: every update, deadline and invoice gets seen. The team spends its time on customers and exceptions, not on retyping — better service, and because AI and our team do the heavy lifting, at a lower cost.
Want to hand off a process like this?
Tell us in a few sentences where the manual work sits in your operation. You'll get a personal reply from Koen within one working day.