The Client
Global Logistics Co. (name changed for privacy) is a mid-sized freight forwarder based in Chicago. With 300 employees and $50M in annual revenue, they manage complex international shipments for manufacturers.
The Challenge: Drowning in Paperwork
Despite their size, Global Logistics Co. was running on 1990s processes. Their sales team was spending more time fighting with spreadsheets than talking to customers.
- Manual Data Entry: Reps had to manually copy-paste shipment updates from carrier emails into Salesforce.
- Slow Quoting: Creating a quote required checking rates across 5 different carrier portals, taking up to 45 minutes per quote.
- Data Silos: The operations team used a different system than the sales team, leading to constant "Where is my shipment?" emails.
The COO told us: "We are hiring more people, but we aren't moving more freight. We are just creating more admin work."
The Solution: Intelligent Automation
Aiotic conducted a 2-week audit of their workflows and designed a custom automation architecture.
1. Automated Email Parsing
We built an AI agent using OpenAI's API to monitor the `inbound@` email address. When a carrier sends a status update (e.g., "Container #123 has arrived at Port of LA"), the AI parses the email, extracts the container number and status, and updates the corresponding record in Salesforce automatically.
2. Instant Quote Generation
We connected their Salesforce instance to their carriers' APIs via n8n. Now, when a rep needs a quote, they simply enter the origin, destination, and weight into Salesforce. The system instantly queries all carriers, finds the best rate, adds the company's margin, and generates a PDF quote in 3 seconds.
3. The "Self-Healing" CRM
We implemented a data hygiene workflow that cross-references customer data with external databases. If a contact leaves a company, the system flags it and prompts the rep to find a new point of contact.
The Results
The impact was immediate and transformative.
- Time Saved: Sales reps got back 15 hours per week. That is 15 hours they now spend prospecting and closing.
- Faster Deals: Quote turnaround time dropped from 45 minutes to 3 seconds. Customers were blown away by the speed.
- Accuracy: Manual data entry errors (typos in tracking numbers, wrong dates) were eliminated completely.
"Aiotic didn't just install software; they transformed how we work. Our team is happier, our customers are happier, and our margins are up." — Michael T., COO
Facing Similar Challenges?
If your team is drowning in admin work, we can help. Let's build a custom automation roadmap for your business.
Schedule a Consultation