Services

Email Automation

Your AI agent processes 100-300 logistics emails per day, automatically, 24/7, without human intervention.

3h/day

saved per employee

80%

emails fully automated

24/7

continuous processing

<30s

average response time

The problem: email overload in logistics

A typical logistics operator at a freight forwarder or customs broker in Rotterdam receives between 100 and 300 emails per day. The overwhelming majority are carrier pre-alerts, customer status inquiries, B/L instructions, booking confirmations, ETA updates and CMR confirmations. Manually reading, triaging, forwarding and responding to these messages consumes a minimum of 3 hours per employee, per day.

The consequence: slow customer response times, missed pre-alerts, errors when transferring reference numbers, and staff spending their time on repetitive work rather than on client relationships and problem-solving. During peaks, such as when a vessel enters the Europoort, the inbox grinds to a halt entirely.

How the AI agent processes your inbox

The Logentic AI agent connects directly to your existing mail environment, Gmail, Microsoft Outlook or a shared mailbox, and processes incoming emails in real time. Every email is automatically classified, analysed and handled according to workflows we configure together with your team.

Intelligent triage

Every email is automatically categorised: pre-alert, status inquiry, B/L instruction, booking confirmation, complaint or internal request. The agent assigns priority and routes the message to the correct workflow.

Automated replies

Standard questions about ETAs, tracking status and documentation requirements are answered instantly using live data from your TMS. Customers receive a professional reply within seconds.

Data extraction

Reference numbers, container numbers (MSCU, CMAU, TRHU), vessel names, ETAs and Incoterms are automatically extracted from the email body and attachments, then entered directly into your system.

Smart routing

Emails that require human attention, complaints, non-conforming shipments or exceptional requests, are forwarded to the right employee with a summary and an urgency indicator.

Pre-alert processing: from carrier to customer

Pre-alerts make up a large share of daily email traffic at freight forwarders. Whenever a carrier such as Kuehne+Nagel, MSC or Maersk sends a pre-alert, the AI agent recognises it automatically. It extracts the container number, vessel name, ETA Rotterdam, B/L reference and any special remarks.

The customer is then notified automatically by email or WhatsApp Business, with all relevant details: expected time of arrival, container number, terminal and any required actions (such as providing a certificate of origin). The full process, from incoming carrier email to customer notification, takes less than 30 seconds.

Integrations with your existing systems

The AI agent works seamlessly with the tools your team already uses. No migration required, we integrate with what you already have in place.

Email & communication

Gmail, Microsoft Outlook, shared mailboxes and WhatsApp Business. The agent manages multiple mailboxes simultaneously and keeps all communication centralised.

TMS systems

CargoWise, Softpak, Descartes and Exact Online. Extracted data is entered directly into your TMS, without manual re-keying or copy-paste errors.

Carrier portals

Direct connections with MSC, Maersk, CMA CGM and Hapag-Lloyd to retrieve live ETAs, tracking information and booking updates.

Portbase & Customs

Portbase declarations are created automatically from incoming pre-alerts. MRN numbers are tracked and Customs notifications forwarded to the right operator.

Automated customer notifications

Your customers expect fast, proactive communication. The AI agent automatically sends notifications for key events: ETA changes, vessel arrival, container availability at the terminal and document requests. Every notification is sent in your company's name, with your branding and tone of voice.

Customer communication runs on the channel of choice: email, WhatsApp Business or both. The agent keeps track of which notifications have already been sent, prevents duplicates and automatically escalates when a customer fails to respond to a document request.

GDPR-compliant processing

All email processing takes place within the EU, in line with GDPR requirements. Email content is not stored outside your own environment. Personal data is processed under the Data Processing Agreement we sign with your company. The AI agent only accesses the mailboxes and systems that you explicitly authorise.

As an AEO-certified service provider, we meet the strictest security standards in the logistics sector. Your data remains under your control at all times.