Faster response
Customers get a structured response and quotation without waiting for someone to process every enquiry by hand.
Logistics and shipping
Enquiry to delivery, automated end to end
One connected workflow from an incoming vehicle enquiry through quote, payment, cargo booking and proactive customer updates.
The situation
A vehicle import and export business was handling customer enquiries across web forms and email. Staff had to read each request, capture the vehicle and shipping details, prepare a quotation, reply to follow-up emails, monitor payment, arrange cargo booking and repeatedly update customers about vehicle location, pickup and delivery dates. Aivomate connected those steps into a single AI-powered workflow.
Shipment status
Southampton → Mombasa Booking VX-4471 · ETA 14 May On time
- Collected
- At port
- In transit
- Customs
- Delivered
Customer notified automatically at every stage change.
The workflow, before and after
Same process, same people, same systems. What changes is how much of it has to be carried by hand.
How it works today
Every step needs someone- 1 Enquiry read manually
- 2 Details copied into records
- 3 Missing information chased by email
- 4 Quote calculated and sent by hand
- 5 Follow-ups written individually
- 6 Payment watched manually
- 7 Booking arranged manually
- 8 Status updates written one by one
With Aivomate
People handle the exceptions- 1 Enquiry recognised automatically
- 2 Details extracted and structured
- 3 Missing information requested automatically
- 4 Quote generated from pricing rules
- 5 Routine replies handled
- 6 Payment confirmation triggers next stage
- 7 Cargo booking created or sent for approval
- 8 Customers updated proactively
Stage by stage
Every stage of the process, and exactly what changed at each one.
| Stage | Before | After, with Aivomate |
|---|---|---|
| Enquiry | Customer completes a form or sends an email. Staff manually open, read and interpret the request. | AI identifies the message as a vehicle-shipping enquiry and starts the workflow immediately. |
| Information capture | Staff copy vehicle details, origin, destination and customer information into the relevant records. | AI extracts the vehicle, customer, origin and destination details and structures them for processing. |
| Missing details | Staff email the customer when information is incomplete, then wait for a reply before continuing. | The system detects what is missing and asks the customer for those specific details automatically. |
| Quote | Staff calculate the shipping price, prepare the quotation and send it manually. | The workflow applies the approved pricing rules, generates the quotation and sends it. |
| Email and follow-up | Staff reply to routine questions, check whether the customer has responded and send reminders by hand. | Routine replies and follow-ups are handled automatically, while unusual or high-risk enquiries go to staff. |
| Payment and booking | Staff monitor payment and, once paid, manually arrange the cargo booking. | Confirmed payment triggers the next workflow and the cargo booking is created or prepared for approval. |
| Shipment tracking | Staff check shipping status and vehicle location across separate systems. | Shipment events and vehicle status flow into the workflow, so the latest position is always available. |
| Customer updates | Staff repeatedly send updates about pickup, vehicle location, estimated arrival and delivery. | Customers receive proactive updates on pickup, location, ETA and delivery without staff writing each message. |
The automated journey
- Enquiry arrives
- Details extracted and validated
- Missing information requested
- Quote generated and sent
- Follow-ups handled
- Payment confirmed
- Cargo booking triggered
- Shipment tracked
- Customer updated
What the organisation gets
Less repetitive admin
Vehicle details, emails, follow-ups and status updates no longer have to be copied or written repeatedly.
A consistent process
Every enquiry follows the same controlled workflow, which removes missed steps and inconsistent communication.
Automatic hand-offs
Payment triggers the next stage on its own, including cargo booking or an approval step where the rules require one.
Proactive communication
Customers are told where their vehicle is instead of having to ask.
People on the exceptions
Staff spend their time on complex enquiries, relationships and decisions that genuinely need judgement.
What changes
Eight manual stages become one connected workflow. Information is captured once and reused, and each stage triggers the next without someone remembering to start it.
What stays human
Pricing exceptions, unusual shipments, compliance checks, high-value cases and cargo-booking approvals are routed to a person rather than completed automatically.
The goal is controlled automation, not automation without oversight. Business rules decide what runs automatically and what waits for approval.
What process could we transform for you?
Show us one repetitive task or an end-to-end workflow. We will map the current process, identify where AI and automation create value, and design the future flow.