Every shipment update, handled.
Zero manual review.
An AI workflow that pulls shipment details straight out of emails, PDFs, and tracking pages, updates your Google Sheet or CRM automatically, flags anything missing or delayed, and drafts the customer update message before your team even opens the inbox.
Three failure modes slowing dispatch down.
Every dispatch team juggling multiple carriers and formats hits the same three walls. Different symptoms, same root cause: shipment data that was never built as one system.
Shipment data lives in four different places
Emails, PDFs, tracking portals, and spreadsheets each hold half the picture, so someone has to manually stitch them together before anyone can trust the status.
Manual review means missed and delayed shipments
Without a system flagging gaps automatically, a delayed shipment or a missing tracking number sits unnoticed until a customer asks first.
Customer updates get written from scratch every time
Every status change means someone drafting a fresh message by hand, the same repetitive admin work that eats the day instead of moving freight.
One workflow, every source covered.
A workflow built around Claude doing the reading and reasoning, with n8n or Make handling the orchestration underneath. Every shipment email, PDF, and tracking page gets ingested, and Claude extracts the shipment ID, carrier, status, and delivery date into structured fields, regardless of which format or carrier it came from. The extracted data writes directly into your Google Sheet or CRM, so the system of record updates itself instead of waiting on someone to type it in. Missing information and shipments running behind schedule get flagged automatically, so delays surface the moment they happen instead of when a customer calls asking. Claude also drafts the customer update message in your voice, ready for a one click send instead of a blank page. The first version ships lean, on the tools already in your stack, with room to add carriers and sources as the workflow proves itself.
What you get. Phase by phase.
Every phase ships with concrete deliverables you sign off on before the next begins. No vague "ongoing collaboration" hours, no mystery scope.
- Email and PDF ingestion pipeline built to catch shipment updates from every source you currently use
- Claude powered extraction pulling shipment ID, carrier, status, tracking number, and delivery date from unstructured emails and documents
- Format testing against your actual carrier and customer email samples to confirm extraction accuracy before automation goes live
- n8n or Make workflow scaffolded as the orchestration layer connecting every step
- Automatic Google Sheets or CRM update the moment a shipment status changes
- Field mapping built to match your existing tracker structure, no manual re-entry required
- Duplicate and conflict handling so the same shipment never gets logged twice
- Historical backfill option for shipments already in flight when the workflow goes live
- Automatic flagging for shipments missing tracking numbers, carrier confirmation, or delivery dates
- Delay detection comparing expected versus actual delivery windows per carrier
- Alert routing to the right person or channel the moment a flag fires
- Escalation rules for shipments flagged more than once without resolution
- Claude drafting customer update messages in your voice and format the moment a status changes
- Template library covering on time, delayed, and missing info scenarios
- Draft review step built in before anything sends, removable once trust is built
- Tone and format tuned against real examples of what your team sends today
- End to end test run against a full week of real shipment data before go live
- Documentation and Loom walkthrough for adjusting extraction rules or adding new carriers
- All workflows, accounts, and API keys transferred to full ownership
- 30 day support window for tuning extraction accuracy and alert thresholds
Four weeks. Inbox chaos to automated.
Each week ships a working deliverable. Click any week to see exactly what lands in your stack by Friday.
Deliverables this week
- Email and PDF ingestion pipeline built to catch shipment updates from every source you currently use
- Claude powered extraction pulling shipment ID, carrier, status, tracking number, and delivery date from unstructured emails and documents
- Format testing against your actual carrier and customer email samples to confirm extraction accuracy before automation goes live
- n8n or Make workflow scaffolded as the orchestration layer connecting every step
Deliverables this week
- Automatic Google Sheets or CRM update the moment a shipment status changes
- Field mapping built to match your existing tracker structure, no manual re-entry required
- Duplicate and conflict handling so the same shipment never gets logged twice
- Historical backfill option for shipments already in flight when the workflow goes live
Deliverables this week
- Automatic flagging for shipments missing tracking numbers, carrier confirmation, or delivery dates
- Delay detection comparing expected versus actual delivery windows per carrier
- Alert routing to the right person or channel the moment a flag fires
- Escalation rules for shipments flagged more than once without resolution
Deliverables this week
- Claude drafting customer update messages in your voice and format the moment a status changes
- End to end test run against a full week of real shipment data before go live
- Documentation and Loom walkthrough for adjusting extraction rules or adding new carriers
- All workflows, accounts, and API keys transferred to full ownership
Let's build the first version.
A 30 minute call where I share my screen, walk through the extraction approach on a real shipment email or PDF, and confirm scope against your current Sheet or CRM setup. Happy to walk through commercials on the call.