5 key challenges for freight forwarders and how a 360° AI-powered TMS can help

Freight forwarders face a range of daily challenges – from organising transport and managing paperwork to keeping a close eye on order budgets. With so many tasks to complete, the right tools are essential. That is precisely why we have created fireTMS, a 360° transport and freight management system supported by artificial intelligence. See how our solution supports freight forwarders in five crucial areas of their work.

Entering freight orders

Entering documents into the system is a tedious and time-consuming task. It is often done under time pressure, increasing the risk of errors when transcribing documents, especially in paper form. This is also the case when entering data from orders in e-mails or notes.

Thankfully, fireTMS automates this process with our AI Assistant. This feature allows you to import data from documents in the form text files, images, scans or even emails into the system. Within seconds, our assistant processes the content and fills in key details such as:

• cargo name,
• loading and unloading dates,
• loading and unloading addresses with company names,
• cargo size and weight,
• customer cargo number

Based on this information, you will easily create new cargo in fireTMS.

What does our AI Assistant in fireTMS offer you?

• Time saving: it takes seconds to enter cargo;
• Error reduction: automated data processing eliminates manual entry;
• Higher efficiency: you can enter more orders per day;
• Faster transport planning: choose your route, vehicle and driver more quickly.

Finding the right carrier

Once you have entered your cargo, it is time to assign a carrier to transport it. But what is the best way to do that? You can turn to tried-and-tested partners from previous successful collaborations. Similarly, you might rely on carriers recommended by trusted contacts. Alternatively, you could search online. Bear in mind, though, that the last method is time-consuming and risky, considering that you may lack access to essential documents that confirm the carrier’s credibility.

This is where fireTMS comes in, along with fireXgo, its integrated freight exchange platform. It allows you to quickly list your cargo and specify transport details along with order costs without the need for additional external tools. Carriers will then respond to your offer, and you will not need to verify their credentials on your own. The reason is that we verify every company that starts using fireXgo. In addition, you can use the chat to discuss the terms of each order. 

Benefits of the fireXgo freight exchange

• Access to both the freight exchange and fireTMS.
• A database of verified carriers.
• Quick assignment of freight transport.
• Ability to view carriers with whom you have a shared order history.
• Tools for managing your freight forwarding business.

Transport execution and route documents

Once an order is assigned, your responsibility as a freight forwarder is to monitor the transport and ultimately collect all documents related to the order, including CMRs or invoices from the carrier. As with job documents, these tasks also involve paperwork. A particular challenge here is communication with the carrier and the time it takes to receive the physical documents.

The solution for you is the Carrier Portal. This fireTMS feature allows for the swift submission of transport documents once the order has been completed. You can send the carrier a link, through which they can attach scans of relevant documents, i.e. a waybill with confirmation of order completion and an invoice for the service provided, or to complete the invoice details. Crucially, this speeds up order settlement and improves communication between you and the transport provider.

Accounting documents and late payments

Another essential part of working as a freight forwarder is keeping in touch with your customers, i.e. cargo owners. This involves issuing invoices for freight forwarding services and often making sure that payments are made on time. This is one of the most time-consuming tasks, but the good news is that it can be automated with fireTMS.

Our TMS system allows for automatic invoice generation upon receipt of all documents confirming that the transport has been completed. This helps to significantly speed up the payment and job settlement process. Even better, the system includes automated debt collection features. Our fireTMS enables you to set up automatic reminders about payment due dates or overdue payments, so you no longer need to regularly send emails to customers about payments.

Access to data and order profitability

The final challenge, particularly for managers at freight forwarding companies, is analysing order profitability and making business decisions based on accurate up-to-date data. This means knowing which customers generate the most profit, tracking freight forwarder performance and understanding up-to-date daily turnover figures.

Since our solution is a comprehensive TMS that collects all data and documents related to freight forwarding orders, you can automatically generate reports based on the latest data. This means you can keep track of your company’s turnover, identify the most profitable orders and gain insight into the performance of your freight forwarders.

Reports available in fireTMS

• Daily turnover overview
• Turnover and commission by branch
• Customer profitability
• Forwarder productivity
• Carrier commissions
• Information about third-party vehicles providing services for you

You can see for yourself how our 360° TMS supports freight forwarders. Simply register to start a 14-day trial for free. Experience firsthand how fireTMS can transform the way you work.