Operations and logistics
Transport enquiries, shipment tracking, delivery notes, stock levels, production deviations and service call-outs. The agent takes over the communication and paperwork that keep dispatchers, warehouse staff and technicians at a desk instead of at work.
Logistics and transport
The agent takes over communication with carriers and customers, document processing and shipment tracking – everything the dispatcher currently squeezes in between phone calls.
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Transport enquiries and quotes
The agent reads enquiries from email and freight exchanges, extracts the route, date, dimensions and weight, asks the customer for anything missing and prepares a draft quote based on your price list. The dispatcher confirms the price.
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Shipment tracking and customer updates
The agent keeps checking shipment status in carrier systems and, when a delay is looming, alerts the dispatcher and drafts a notification for the customer – sent according to rules you define, or once the dispatcher confirms. If the route or unloading time changes, it updates the TMS and notifies the consignee.
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Checking delivery notes and CMRs
From photos and scans of delivery notes or CMR consignment notes, the agent extracts the data, compares it with the order and flags differences – missing signatures, damage, a different quantity. Clean documents are filed; disputed ones are passed on for review.
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Invoicing shipments and handling claims
Once delivery is confirmed, the agent prepares the invoice at the agreed rate plus surcharges (waiting time, tolls, fuel), attaches the documents and submits it to the billing clerk for approval – only then does it go to the customer. Claims are sorted, the evidence gathered (CMR, photos, correspondence) and a draft reply prepared; whether a claim is accepted is decided by a person.
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Communicating with drivers and carriers
The agent sends loading instructions to drivers and subcontractors, checks confirmations and documents (insurance, licences) and alerts the dispatcher to anything missing or about to expire. Drivers' questions about the route or paperwork are answered directly.
For example, a small freight forwarder receives transport enquiries by email in dozens of different formats. The agent extracts the route, date, type and quantity of goods from each enquiry, checks them against the price list and prepares a draft quote. The dispatcher reviews the quote and sends it – instead of reading and retyping every email by hand.
Manufacturing and warehouse
The agent takes over order processing, supplier paperwork, stock monitoring and planning inputs – work that currently keeps people at a desk instead of on the shop floor.
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Checking supplier documents
The agent matches delivery notes and material certificates to the purchase order, compares quantities, batches and the required certificates, and passes any deviations to the warehouse or the buyer. Clean receipts are booked directly into the ERP.
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Stock monitoring and material ordering
The agent watches stock levels and open jobs and, when stock drops below the minimum, prepares a purchase order proposal for the supplier based on lead times and prices. The buyer approves it, the agent sends the order and tracks its confirmation.
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Customer quality complaints
From a customer complaint, the agent extracts the part number, batch and defect description, pulls the related production and inspection records and prepares the groundwork for an 8D report. Root cause and corrective actions are determined by the quality engineer.
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Daily production overview and deviations
From production, downtime and quality data, the agent puts together a morning briefing for shift management: what was completed, where things slipped and which jobs are at risk. Questions such as “where are we on job X” are answered straight from the data.
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Customer updates on delivery dates
The agent answers verified customers' questions about job status and dispatch dates from current data and, if a date slips, drafts a notification. The date change is confirmed by the planner.
For example, an engineering company receives dozens of delivery notes and material certificates a day – on paper, by email and through supplier portals. The agent matches each document to its purchase order, compares quantities, batches and certificates, and books clean receipts straight into the ERP. If something does not add up – a missing certificate, a different batch, a quantity mismatch – it puts the receipt on hold and alerts the buyer.
Service and field operations
The agent takes over the intake of service requests, the scheduling of call-outs and the paperwork around each job – so technicians spend their time on repairs, not administration.
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Intake and triage of service requests
The agent reads reports from email, a web form or the customer portal, identifies the equipment, the type of fault and its urgency, adds customer and service contract details from your system and creates the job. If details are missing, it asks the customer directly.
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Proposed daily call-out schedule
The agent groups jobs by location, technician qualifications and availability, and contractual response times, and uses map data to propose the order of call-outs for the day. The dispatcher reviews, adjusts and approves the schedule – only then are the technicians notified.
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Service reports from technician notes
After the job, the technician dictates or types a few sentences and photographs the equipment label. The agent turns this into a service report with the materials used and hours worked; the technician confirms it on their phone, the agent sends it to the customer and passes the details on for invoicing.
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Inspections and preventive maintenance
The agent tracks inspection dates and service intervals from contracts and the equipment register, proposes dates to customers well in advance, agrees them by email and adds them to the schedule. Unanswered requests are escalated to the dispatcher after the agreed time.
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Keeping customers informed on job status
The agent answers verified customers' questions about the status of a repair, the technician's arrival or the delivery of a spare part from the data in the service system, and sends appointment confirmations and change notifications itself. Complaints are passed to the service manager with a summary of the case.
For example, a service company with a dozen field technicians receives fault reports by email, web form and text message, and the dispatcher would otherwise retype them into a scheduling spreadsheet by hand. The agent takes in every report, asks for any missing details, creates the job and suggests a technician based on location and qualifications. The dispatcher simply reviews and confirms the daily schedule.
Where else an agent helps
Sales and customers
Enquiries, quotes, orders, customer support, e-commerce and marketing content.
4 areas · 20 use cases Group 02Finance and documents
Invoices, payment matching, month-end paperwork, contracts and document filing.
2 areas · 10 use cases Group 04People and industries
HR and internal processes, clinics and healthcare, real estate and property management.
3 areas · 15 use cases
Which of these would you hand to an agent first?
In a free consultation we walk through one of your real requests from this area and show which steps an agent would take over and where a person stays in the loop. No strings attached.
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