AIstap

Use case · Logistics

The trip is done, but the invoice waits for the signed note.

Signed consignment notes (CMR) arrive as a photo or a scan and your admin team looks up the trip before the invoice can go out. The automation prepares a draft invoice; your admin team checks it and sends it.

CMR: the consignment note.

Show us your process See the difference

Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT

How the work runs

  • Photo
  • PDF
  • Email

AIstap

the automation

  • Reads
  • Validates
  • Prepares

Your accountingFICTIONAL EXAMPLE

Draft invoice · trip 4471Draft

Trip
Breda → Duisburg
Delivered
02-10
Signed
yes
Remark
none1 pallet damaged

In doubt? To your team first.

The consignee wrote on the consignment note: 1 pallet damaged. Your admin team decides.

Sound familiar?

  • Note still in the cab

    The signed consignment note stays in the cab for days, and until then the invoice cannot go out.

  • Which trip is this?

    For a photo or scan, someone looks up the right trip in the planning software.

  • Friday: a pile of notes

    At the end of the week there is a pile of consignment notes that still has to be invoiced.

Today. And with AIstap.

Today

4 steps by hand

  1. Signed consignment note
  2. Look up trip
  3. Read the remarks
  4. Type the invoice
  5. Send the invoice

With AIstap

2 steps for your team

  1. Signed consignment note
  2. The automation reads
  3. Links it to the trip
  4. Your admin team approvesyour team
  5. Your admin team sends ityour team

Possible impact

  • Less searching for notes and trips
  • Less chance of a forgotten invoice
  • A clearer view of uninvoiced trips

Possible impact, not a promise: what it brings depends on your process.

What AIstap can build.

An example. What we build for you is agreed upfront.

  • One place for notes

    The driver's photo or scan arrives here.

    A connection to the mailbox where photos and scans of the consignment notes arrive.

  • Reading the note

    Trip, date, quantity, signature and remarks.

    Reading the consignment note: trip, date, quantity, signature and the consignee's remarks.

  • Finding the trip

    The note linked to the trip in your planning.

    Finding the matching trip in your planning software, so note and trip belong together.

  • Preparing a draft invoice

    Final only once your admin team has approved.

    Preparing a draft invoice in your accounting software; final only once your admin team approves.

Checked by your team.

The automation prepares. Your people approve and decide when something is unclear.

The automation

Your admin team

  1. DetectThe automation sees what arrives.
  2. PrepareReading, checking and getting it ready.
  3. ApproveSomeone on your team approves, or decides when in doubt.
  4. ExecuteAfter approval it is final in your system.
  5. Follow upWhatever is open stays in view.

Your team stays in control.

  • Try it yourself

    Draft invoice · trip 4471Draft

    Remark1 pallet damaged

    Invoice already?

    Your admin team decides when unsure

    If the consignment note mentions damage or a shortage, your admin team sees the trip first. The automation does not guess.

  • The automation

    • Reads
    • Validates
    • Prepares

    Your team

    • Judging damage
    • Agreeing surcharges
    • Sending invoices

    Judging damage stays with people

    Whether a damage report is right and whether a surcharge applies is for your team. In this set-up the automation does not judge damage.

  • Sending stays with your team

    Your admin team sends an invoice to your customer itself. In this set-up no invoice goes out without your admin team.

In the systems you already have.

Which connection is possible is something we look at in the free analysis.

Notes arrive in your own mailbox, the trip is in your planning software and the draft invoice lands in your accounting software. Whether that can be connected is looked at in the free analysis.

  • Mailbox (In this example)
  • Planning software (In this example)
  • Accounting (In this example)
  • Order system
  • Spreadsheet
  • Customer portal

In this example

What it costs to start.

Signed note to draft invoice: one process, three systems. The size of a pilot.

  1. STEP 0

    Free analysis

    €0

    You show us one process.

    • 30 minutes online
    • A one-page summary
    • Free, no obligation
  2. STEP 1 Recommended first step

    Pilot

    from€2,450

    One working automation.

    • Max. 2 systems
    • 1 to 2 weeks
    • Fixed price, upfront
  3. ONGOING · AFTER A PILOT

    Monthly package

    from€295/month

    We keep it running.

    • Hosting and monitoring
    • Fixes and AI costs
    • Cancel any month

Prices excl. VAT

All prices and steps

Questions about this use case.

Our drivers take a photo with their phone. Is that enough?

Often it is, if the photo is sharp. We test that in the pilot with your real consignment notes. Whatever cannot be read with certainty goes to your admin team first.

Does the automation send the invoice itself?

No. In this set-up the invoice is prepared as a draft. Your admin team checks it and sends it.

What happens with a remark the consignee wrote on the note?

It is read and shown. If it mentions damage or a shortage, the trip goes to your admin team first.

More use cases.

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Stop retyping drivers' timesheets.

Hours per driver prepared; your admin team approves.

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Stop retyping invoices into customs documents.

Customs declaration drafted; your customs clerk files it.

Logistics Wholesale Manufacturing

TMS: the software you plan your trips in.

See all use cases

Step 0 · free

Show us your process.

  1. We call or emailTo schedule a time
  2. You show us30 minutes online
  3. You get a summaryOne page

Free, no obligation

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