OCR or AI assistant — which solution better streamlines work in transport and freight forwarding?

In the world of transport, every minute spent manually transcribing data from orders is time lost for planning, contacting customers or searching for new loads. No wonder that more and more companies are looking for ways to automate office processes. Two solutions are most commonly used: classic OCR (Optical Character Recognition) solutions and artificial intelligence-based tools that can load shipments into the system in seconds, such as the AI assistant in fireTMS. Which one works better in practice? Let’s take a closer look at both solutions.

OCR in transport management systems

OCR, or optical character recognition, is a technology that has been helping to convert paper documents into digital data for years. In the transport industry, it is used to read information from documents such as consignment notes (CMR), proof of delivery (PoD), invoices and customs documents. Modern OCR systems, often referred to today as IDP (Intelligent Document Processing), are supported by artificial intelligence, which means that they not only read text, but can also recognise its context.

As a result, a process that once required manual data entry is now largely automated. All you need to do is scan the document and the system will recognise the sender, recipient, date, order numbers, weight and other key information. This is a huge help in large organisations that process thousands of documents every month. However, full-scale OCR implementation often requires integration, configuration and adaptation to existing processes. For the vast majority of transport and freight forwarding companies, this can mean longer implementation times and higher start-up costs.

AI solutions – AI assistant in fireTMS 

A completely different approach lies behind simpler AI-based tools. One of them is the AI assistant in the fireTMS transport and freight management system, available in the Enterprise plan. This solution works directly in the system and does not require additional integration, servers or external tools. The tasks of such solutions are simpler, e.g. the AI assistant in fireTMS is designed to speed up the entry of orders into the system.

How does the AI assistant work in practice? After uploading a document – it can be a PDF, JPG, PNG, TIFF, GIF, DOCX, TXT or ODT file – the tool automatically reads the most important information from it. This includes:

• the name of the load,
• loading and unloading dates,
• addresses of loading and unloading points and company names,
• the dimensions and weight of the cargo,
• customer order number.

After being processed by artificial intelligence, the data is transferred to the load form in fireTMS, where it can be further verified. Importantly, the system allows you to view the original document and compare it with what the artificial intelligence has recognised, giving you full control over the accuracy of the data. Another advantage is that you can start using the assistant immediately after launching the system, without having to learn the technology or configure recognition models.

Text recognition tool or AI assistant? Comparison

Both solutions – OCR and AI assistant – have the same purpose: to reduce manual work with documents in transport and shipping. However, they differ in scope and mode of operation.

Feature	Classic OCR/IDP	AI assistant in fireTMS
Scope of documents	Very broad: invoices, CMR, B/L, PoD, packing lists, customs documents	Focused: orders
Integration	Requires implementation and connection to TMS/ERP systems. Sometimes available within these systems.	Built-in fireTMS function (Enterprise plan), works immediately after starting the system
Complexity	High – field mapping and testing required	Simple and intuitive – the system fills in the specified fields itself
Implementation time	From several weeks to months	Implemented together with the fireTMS cloud system
Cost of entry	Depends on the provider and the number of documents	Included in the Enterprise plan (50 queries per month included in the price)
Data validation	Often requires an additional tool or integration	Built-in document and data comparison function

OCR is a very versatile solution, but its features may be too extensive for the needs of transport and freight forwarding companies, and therefore mostly unused. The AI assistant in fireTMS, on the other hand, was created with the daily work of freight forwarders and carriers in mind, who do not want to waste time on tedious office tasks related to entering orders into the TMS system.

Why might the AI assistant in fireTMS be a better choice than OCR?

The above comparison shows that, from the point of view of transport and freight forwarding company owners, choosing a simpler solution may be a more economical option and better suited to their needs. This is in contrast to investing in a complex tool that will not be fully utilised on a daily basis.

Response to specific needs

With classic OCR, you often have to build an entire document processing infrastructure, integrate with various systems, and match fields. The AI assistant, on the other hand, works directly in fireTMS, where orders are created and handled. To use it, you don’t need to connect to external applications, as all you need to do is upload the relevant file in the load addition form.

Speed and simplicity

The AI assistant is an easy-to-use tool, so any fireTMS user, regardless of their technical skills, can use it. The solution eliminates the need to manually transcribe data from documents and does not require any specialist knowledge on the part of the user. The entire process is based on uploading a file, and the rest is handled by artificial intelligence, which reads the information and matches it to the fields in the form. This significantly reduces the workload for the office, especially when there are a large number of daily tasks.

Text recognition in different languages

A major benefit of using AI tools is their multilingualism. The AI assistant recognises different languages, making it an essential support for international companies or businesses that work with foreign partners. This also eliminates the need to translate orders before entering them into fireTMS. 

Full integration with the transport process

It is also worth remembering that the data entered by the AI assistant does not go to a separate programme, as it is immediately entered as an order in the fireTMS system. This means that after importing the data, you can immediately start planning the route, then assign the task to the driver and move on to the next order.

Who is better suited to OCR, and who to an AI assistant?

Choosing the right solution is not easy, as it depends on individual needs, customer service paths, and the possibility of integration with other systems in the company. In addition, freight forwarding and transport companies differ in terms of the scale of their operations, the number of documents processed, and the degree of digitisation.

OCR/IDP solutions work better where there are a lot of documents and their types are very diverse, e.g. in corporations that process hundreds of invoices, customs and transport documents every day. It is also a good solution for organisations that have their own IT team and can afford to integrate, configure and maintain the system.

The AI assistant in fireTMS, on the other hand, is the perfect tool for:

• small, medium and large transport companies that primarily process orders,
• freight forwarders who create many similar orders every day,
• companies that want to immediately speed up their work and reduce repetitive tasks without costly implementation,
• fireTMS users who want to maximise the capabilities of their system.

AI is not the future – it is the present of transport

Just a few years ago, automatic document processing was the domain of large players in the logistics industry. Today, thanks to solutions such as the AI assistant in fireTMS, even small transport companies can use the same technology. In practice, relying on AI means shorter order processing times, fewer errors, faster transport and faster invoicing. 

Implementing the fireTMS system with an AI assistant gives you more time for what really matters: acquiring customers and planning profitable routes. Most importantly, artificial intelligence in the TMS system does not replace humans, but allows them to focus on tasks that require experience and decision-making, rather than tediously rewriting data from documents.

Want to see how a modern AI-powered TMS system works? Sign up for a free fireTMS account now to test fireTMS for 14 days with the highest Enterprise plan, which includes an AI assistant.