For owner-operated carriers · roughly 10-120 trucks
We build custom AI operations systems that chase PODs and BOLs, assemble detention evidence, and keep driver documents current, so your office stops chasing paper and your dispatchers stop answering "where's the invoice copy?"
A 20-minute call where we map where paperwork stalls in your operation. Fixed-price builds from $5k to $25k, scoped per engagement. No guaranteed outcomes: we show you what we would build and what it depends on.
Where the paperwork leaks cash
If you own the trucks, you feel this every week. Four leaks we see described again and again in asset-based carrier back offices.
The load is empty, the driver is on the next one, and the POD, BOL or lumper receipt is somewhere in a text thread. Billing waits until someone chases it, and the load sits uninvoiced for days.
"Anyone heard from Mike on that Tuesday drop?"
The driver sat at the dock, but the arrival and departure times, the rate-con terms and the BOL stamps never got pulled together while the customer would still listen. So it goes unbilled.
"We probably should have billed that."
CDL, medical card, insurance certificates, W-9: onboarding and renewals run on texts, phone calls and a spreadsheet of expiry dates that is only as current as the last person who touched it.
"Who has Dave's new med card?"
Customers email and call for a POD, an invoice copy or a "where's my truck." Every one pulls a dispatcher off the board to dig through folders.
"Can you resend that invoice with the POD attached?"
Three named systems
Each system is a custom build scoped to your workflow. Most engagements start with one or two. By default, your team reviews and approves anything that goes to a customer.
Watches for delivered loads, requests missing POD, BOL and lumper receipts from drivers by their preferred channel, follows up on a schedule, matches incoming documents to the right load, and flags loads that are billing-ready or stuck.
Gathers the evidence for a possible detention or accessorial charge (arrival and departure times, rate-confirmation terms, BOL and receipt images, driver notes) into one review-ready packet per load, so your team can decide and bill while it is fresh.
Collects onboarding and renewal documents from drivers, reads and files them, records expiry dates, and sends reminders to drivers and your office ahead of each date, replacing the spreadsheet with a living list.
This tracks dates your team records. It is not compliance advice, and your team remains responsible for qualification-file decisions.
Before and after
A simplified view of the delivered-to-invoiced path. Your real workflow will differ, and mapping it is what the teardown is for.
Diagram is illustrative only. It shows the kind of change we build toward, not measured results or guaranteed timing.
How the engagement works
A custom build scoped per engagement, with the price agreed before work starts.
A 20-minute call. We walk through delivered-to-invoiced, detention, driver documents and customer requests, and tell you honestly which are worth automating and which are not.
You get a written scope, price and timeline per system. We build against your real documents and tools, and your team tests it before it goes live.
After go-live we spend 30 days adjusting for real driver behaviour, odd customers and document edge cases that only show up in live use.
Fixed price, agreed before the build
What drives scope:
Illustrative only: a single system fed by email and a TMS export sits toward the lower end; several systems with multiple integrations and high document volume sit toward the upper end. Your exact price comes from the teardown.
Tools we connect to
Described by category. We do not claim partnerships with, or ready-made integrations for, any specific vendor. Feasibility depends on what your software allows, and we confirm it before you commit.
Request your teardown
Send a few details and we will reply from julien@relaycairn.com to set up your 20-minute operations teardown.
Questions owners ask