Files straight from the inbox
Shipment files created and updated from agent, carrier and customer emails. Every message gets read, every file stays accurate.
Logistics · Forwarding
Shipment admin, done while you slept.
Your inbox fills up with updates from agents and carriers, files need updating, deadlines shift and invoices sit waiting to be checked. Good people lose hours a day to it — work that has to happen, but doesn't move your business forward. VLYOU takes over your entire logistics back office: we design the process, automate it with AI and execute it with a dedicated team.
What we take off your plate
ETD and ETA monitoring
Every change to departure and arrival dates is flagged and processed. When a deadline slips, a task lands with the right person immediately.
Invoice checks against files
Purchase invoices checked line by line against the file and job costing. Discrepancies surface before you pay.
Agent and customer communication
Status updates, document chasers and standard correspondence prepared and ready to go. Your team only has to hit send — or adjust first.
Daily task lists
A fresh task list per person every morning: what needs attention today, with the urgent items on top.
Data quality on files
Continuous checks for missing container numbers, agents and documents. Gaps in files get found before they become problems.
One partner, three gears
Design
We map your shipment process: which mailboxes, which systems, which deadlines, who does what. Together we define what makes a file complete and when a flag should go up.
Automate
AI agents read the inbox, update files, monitor ETDs and ETAs and check invoices against job costing — often overnight, always verifiable.
Execute
Our dedicated, university-educated team in the Philippines handles whatever needs a human eye: judgment calls, exceptions, communication. Under Dutch management, every day.
International logistics provider
How that works in practice
The situation
Updates from agents and carriers landed in a shared mailbox and had to be worked into shipment files one by one, by hand. On top of that, deadline monitoring and invoice checks demanded attention every single day. Hours of manual work a day — and still, things occasionally slipped through the cracks.
What we do
We took over the entire shipment administration: from the shared mailbox to task management and invoice checks. The process was redesigned and automated where possible, with our team stepping in wherever a human eye is needed.
What happens overnight
Systems read the updates automatically and keep the files current every day. Anything off — shifted deadlines, missing data, invoice discrepancies — is flagged automatically and turned into a task for the right person.
The result
Hours of manual work a day have become minutes of review. Nothing falls through the cracks anymore.
Frequently asked questions
Do you need access to our TMS or forwarding system?
Yes — we work inside your systems, with our own accounts and only the permissions we need. Everything we do is traceable: you can see exactly who changed what, and when. Data access and confidentiality are agreed and documented up front.
Every customer and trade lane works a little differently here — can you handle that?
That's exactly why we start with design: we document how you work, per customer and per flow, before anything runs automatically. Exceptions never quietly go on autopilot — they land with a human as a task. The process follows your rules, not the other way around.
What if something goes wrong with a shipment overnight?
Everything the AI does is logged and verifiable, and judgment calls are never handled silently — they are queued as tasks. Thanks to the time difference, our team is already at work while it's still night in Europe, so issues are often handled before you log in. And Koen, our Dutch lead, remains personally accountable and your point of contact.
Which mailbox would you rather never open again?
Tell us — you'll get a personal reply from Koen within one working day, with an honest take on whether we can take it off your hands.