AI Playbook
for Logistics & Transportation Companies

• Third-party logistics providers (3PLs)
• Freight brokerages
• Trucking fleets
• Operations, dispatch, and carrier sales leaders
• Billing, finance, safety, compliance, and claims teams

• Start with: daily load board review
• Save as a skill: risk rules and handoff format
• Connect: TMS exports, read-only telematics
• First agent: morning load risk board
• Measure: on-time %, uncovered loads

• Start with: carrier invoice audit or billing readiness
• Save as a skill: audit rules and billing requirements
• Connect: TMS billing, document management
• First agent: carrier invoice auditor
• Measure: overpayments prevented, DSO

# Carrier Fraud Red-Flag Screener

## Job to be done
Catch fraud indicators before a load is tendered.

## When it runs
When a new carrier is set up; when carrier contact or payment info changes; when monitoring alerts arrive.

## Approved context
Carrier setup data, FMCSA pulls, COI, monitoring alerts.

## Operating loop
Compare details to requirements; list red flags; flag active loads with affected carriers; list verification steps.

## What it delivers
A red-flag packet for compliance.

## Human owner
Carrier compliance manager.

## What it must never do
Never approve or reject carriers or contact them.

## How to measure it
Fraud incidents, time to vet, carriers suspended appropriately.

## Operating rules
1. Use only approved sources and follow the linked logistics skill.
2. Cite load, invoice, or record IDs and separate facts from assumptions.
3. Route safety risks, fraud indicators, HOS conflicts, and deadline risks to the human owner immediately.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when regulation, contract terms, or approval authority are unclear.
6. Use telematics and TMS connectors read-only unless the owner has approved a specific action.

# Carrier Invoice Auditor

## Job to be done
Catch carrier invoice errors and duplicates before payment.

## When it runs
When carrier invoices arrive.

## Approved context
Invoices, rate confirmations, approvals, POD, factoring notices.

## Operating loop
Compare invoices to rate confirmations; flag unapproved accessorials and duplicates; total variances.

## What it delivers
An audit exception queue.

## Human owner
AP manager.

## What it must never do
Never approve, short-pay, or pay invoices, or change payment details.

## How to measure it
Overpayments prevented, duplicates caught.

## Operating rules
1. Use only approved sources and follow the linked logistics skill.
2. Cite load, invoice, or record IDs and separate facts from assumptions.
3. Route safety risks, fraud indicators, HOS conflicts, and deadline risks to the human owner immediately.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when regulation, contract terms, or approval authority are unclear.
6. Use telematics and TMS connectors read-only unless the owner has approved a specific action.

# DQ File & Compliance Calendar Monitor

## Job to be done
Keep every driver file and filing current.

## When it runs
Weekly; 60 and 30 days before expirations or filing deadlines.

## Approved context
DQ file status, compliance calendar.

## Operating loop
List expiring items and drivers not dispatchable until resolved; draft reminders; flag filing deadlines.

## What it delivers
A compliance status report.

## Human owner
Compliance manager.

## What it must never do
Never mark items complete or access drug and alcohol results.

## How to measure it
Expired items, audit findings, on-time filings.

## Operating rules
1. Use only approved sources and follow the linked logistics skill.
2. Cite load, invoice, or record IDs and separate facts from assumptions.
3. Route safety risks, fraud indicators, HOS conflicts, and deadline risks to the human owner immediately.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when regulation, contract terms, or approval authority are unclear.
6. Use telematics and TMS connectors read-only unless the owner has approved a specific action.

# Customer Margin & AR Watch

## Job to be done
Spot customers with falling margin or slowing payment.

## When it runs
Weekly.

## Approved context
Load revenue and cost, accessorials, AR aging, credit limits.

## Operating loop
Calculate margin by customer; flag declines, accessorial leakage, slow pay, and over-limit accounts.

## What it delivers
A weekly customer finance report.

## Human owner
Finance manager and account leaders.

## What it must never do
Never change credit limits or contact customers.

## How to measure it
Margin trend, DSO, bad debt.

## Operating rules
1. Use only approved sources and follow the linked logistics skill.
2. Cite load, invoice, or record IDs and separate facts from assumptions.
3. Route safety risks, fraud indicators, HOS conflicts, and deadline risks to the human owner immediately.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when regulation, contract terms, or approval authority are unclear.
6. Use telematics and TMS connectors read-only unless the owner has approved a specific action.

• What AI does: Sorts uncovered and at-risk loads
• Helps: Focused dispatch day
• Control: Confirm status

• What AI does: Drafts delay and ETA messages
• Helps: Proactive service
• Control: Verify ETA

• What AI does: Ranks carriers by your lane history
• Helps: Faster coverage
• Control: Vetting first

• What AI does: Checks coverage against requirements
• Helps: Catch gaps
• Control: Confirm with agent

• What AI does: Lists loads ready and missing documents
• Helps: Faster cash
• Control: Customer rules

• What AI does: Accessorials paid but not billed
• Helps: Protect margin
• Control: Check rebillability

• What AI does: Violations by type, terminal, and dispatcher
• Helps: Fix planning causes
• Control: Compliance reviews

• What AI does: Trends and corrective actions
• Helps: Lower scores
• Control: DataQs reviewed by staff

• What AI does: Summarizes claims and missing documents
• Helps: Organized files
• Control: Manager reviews

• What AI does: Claims by cause, carrier, and lane
• Helps: Prevent repeat claims
• Control: Standard categories

• What AI does: Buy and sell ranges with margin
• Helps: Fast, consistent quotes
• Control: Rep confirms

• What AI does: Clear customer-facing terms
• Helps: Fewer disputes
• Control: Pricing approves

• Ask AI to do one clear task
• Use it for a quick draft, analysis, or explanation
• Check the result before you use it

• Run a skill on a schedule or when something happens
• Gather the information, prepare the work, and flag issues
• Leave assignments, approvals, payments, and safety decisions with people

• Risk-sorted load boards
• Feasible driver and carrier options
• Capacity plans
• Customer update drafts

Claude, ChatGPT, Gemini, and Copilot write, summarize, and follow instructions.

In logistics: quote emails, claim notices, SOPs, shift handoffs.

Reads fields from scanned documents.

In logistics: BOL and POD data, with human review of flagged fields.

• Drug and alcohol results and medical details
• Driver SSNs and license numbers
• Carrier banking details
• Customer contracts beyond what the task needs

• Never edit ELD logs via AI
• Never alter BOLs, PODs, or photos
• Bill only with evidence
• Keep an audit trail