The outcome
Operations receives a source-checked file and a clear exception list before the planned review handoff.
Digital Shipment Coordinator
Give operations a checked shipment file, not another email chain.
Your Digital Shipment Coordinator matches invoices and packing lists, checks the agreed fields and prepares missing-information requests. Start with ten files on one trade lane for $1,500, with the first checked record by business day five.
See the $1,500 launch $1,500 includes role setup and 10 shipment-file records; first worked record by business day five and the batch by day ten after accepted intake.US independent ocean freight forwarders · Owners and operations directorsInvoice and packing-list preparationSF-024
PDFBooking
XLSInvoice
DOCShipment file
One connected record
Source records linkedLinked
Missing facts identifiedLinked
Specialist review queuedReview
Prepared outputShipment handoff
Illustrative example · Human approval required
Digital Shipment Coordinator
A managed AI system for one defined role. AI Acquisition configures and operates it; your named reviewer approves the decisions that need professional judgment.
How you judge it
Inspect the first file against the lane checklist and its original invoice and packing list.
Your first result
First file by business day 5; ten prepared records by day 10 after accepted intake.
Your part
Provide existing shipment documents, cutoffs and an operations reviewer. We reconcile the selected fields and prepare the handoff.
Launch your digital employee
Shipment File Employee Launch
$1,500 includes role setup and 10 shipment-file records; first worked record by business day five and the batch by day ten after accepted intake.
Your investment
$1,500setup + defined pilot batch · USD$750 at accepted intake · $750 after acceptance
Your delivery window
10 business days
First worked record by day 5; the 10-item batch by day 10 after accepted intake.
Our service promise
Checklist passed, or we fix it or refund it.
A failed checklist gets one correction window of five business days at no extra charge. If it still fails, you can cancel for a full pilot-fee refund; the remaining balance is cancelled.
We confirm the scoped sample, delivery owner, reviewer and kickoff date before accepting the engagement or any payment.
The scope, acceptance and fee terms +
Included scope
Ten shipment-file records for one ocean trade lane and one shipper, one review checklist, up to 50 invoice or packing-list lines and 30 source pages per file, with up to two missing-information request drafts per file.
Payment
50% at accepted intake, 50% after your written acceptance. No subscription or automatic rollout; third-party charges require separate written approval.
Acceptance standard
Each record matches the correct shipment and source versions, checks the agreed fields, identifies conflicts and includes the review checklist and request drafts. An exception report is not represented as a cleared shipment. The agreed job brief, source map and included handover assets are delivered with the accepted batch.
Outside this offer
Customs classifications or filings, transport decisions, hazardous-goods judgments, external response times, new freight-system integrations and guaranteed delivery or demurrage savings are outside this pilot.
How the promise works
- Within two business days of receiving the proposed intake, we confirm acceptance or list missing inputs. The delivery clock starts on the agreed kickoff date after scope, records, templates, delivery capacity and reviewer are confirmed.
- You have five business days to review each delivery against the written checklist; silence does not count as acceptance.
- Only documented waits for your missing inputs, approvals or an agreed scope change pause the affected deadline; we confirm the revised date in writing.
- If our work fails the agreed checklist, we correct it at no extra charge within five business days of your notice. If it still fails, you may cancel for a full refund of pilot fees paid; the unpaid balance is cancelled.
- If we miss a delivery deadline for reasons within our control, you may cancel the unfinished pilot for a full refund instead of waiting.
- Refunds are returned within ten business days of cancellation. These remedies cover the pilot fee, not lost revenue or third-party decisions.
- Source inputs needed to perform the agreed checks must be available. Completion means the administrative checks, linked sources, exception record and agreed request drafts are delivered. An unanswered external question may remain visibly unresolved in that record; it does not count as a quote-ready or cleared shipment. Missing inputs that prevent the agreed checks require a substitute item, written schedule change or proportionate fee reduction.
- The engagement uses agreed exports, existing authorized access and editable output formats. New production integrations, unlimited correspondence and ongoing service require a separate written scope; there is no automatic renewal.
- Day 5 and the batch deadline refer to delivery for review. We prepare the remaining items in parallel; your normal five-business-day review window is already allowed for and does not itself pause draft delivery. Acceptance and any correction window follow delivery.
- The pilot prepares requests for your team to send. It includes one status update per item using replies you supply before the batch deadline; external sending, repeated chasing and monitoring after handoff are separately scoped.
Fixed fees are in USD; applicable taxes, if any, are additional. The written scope confirms these terms before kickoff.
The first thing you receive
One checked shipment-file record by business day five, with invoice/packing-list references, the agreed field checks and missing-information drafts.
Provide existing shipment documents, cutoffs and an operations reviewer. We reconcile the selected fields and prepare the handoff.
Request a free fit check A named delivery owner and accepted intake come before kickoff.Check fit · before a deposit
Free fit check first: native document and request tools must leave a measurable preparation job to do. We agree the job, source records, capacity and acceptance checklist.
Review the first result · day 5
One checked shipment-file record by business day five, with invoice/packing-list references, the agreed field checks and missing-information drafts. Your reviewer checks the sample while we prepare the remaining batch in parallel.
Receive the batch · day 10
We deliver the agreed 10 shipment-file records, included handover assets and a preparation/review record for the next decision.
Why act on this backlog now
Choose files against real document cutoffs; the pilot is useful only where missing information is delaying review or handoff. The kickoff is scheduled against your real dates after capacity is confirmed.
The test for continuing
Continue only after the sample passes the agreed checks and saves net operations effort; customs and physical shipment outcomes remain separate.
The reason to add a service
Your software stays.
The unfinished work gets an owner.
This is for incomplete invoice and packing-list work that remains after the current freight platform’s available document and request agents are checked.
Inspect the first file against the lane checklist and its original invoice and packing list. We establish the value on your records before proposing ongoing operation.
The work that keeps coming back
Sound familiar?
The starting point is a real recurring backlog, not a new tool looking for a problem.
An actual document cutoff is approaching while a shipment file still lacks an agreed required input.
Commercial invoices, packing lists and corrections arrive in separate threads.
Operations has to reconstruct the record before it can tell whether a file is ready for review.
The complete role, from setup to handoff
Your digital employee.
The work around the work, handled.
Job setup, source mapping, the agreed batch, review corrections and the included handover assets are part of the stated engagement.
Lane & Document Setup
Every shipment workflow has its own required fields and handoff dates.
We agree one trade lane, one shipper, one checklist and a schedule compatible with the actual cutoffs.
A bounded digital-employee role for document preparation.
Invoice & Packing-List Check
Matching information still sits in separate documents and revisions.
We reconcile the agreed fields across ten files using the available source records.
Ten source-checked file records with versions retained.
Missing-Information Queue
A missing weight, reference or quantity can generate another round of chasing.
We identify missing or conflicting inputs and draft up to two focused requests per file.
One exception list with a responsible owner and next step.
Operations Handoff
A tidy folder is not enough to judge whether the next step can proceed.
We apply the agreed review checklist and separate complete fields from unresolved exceptions.
A checked administrative record for your operations lead.
Included with the engagement
Keep the work useful
after the first batch.
These handover assets are included in the stated scope and fee.
Reusable Lane Checklist
Keep the selected document fields, matching rules and review responsibilities for this lane.
Cutoff & Exception Register
Receive the customer-provided dates and outstanding document actions together for the pilot batch.
Start with a free fit check.
Free fit check on up to three sample records first: native document and request tools must leave a measurable preparation job to do. The fixed fee includes setup and a worked batch. Ongoing service is quoted only after measured volume, review effort and delivery cost are known.
Something concrete to work with
The output you buy.
The result we measure.
Define the output before implementation and check it against the way your team works.
The metric to establishNet preparation time per shipment file
10 shipment-file records prepared within the agreed administrative scope
A focused list of missing or conflicting information and prepared follow-up requests
An operations handoff checklist with sources, unresolved items and net preparation time
Final scope, permissions, review requirements and acceptance criteria are agreed before delivery.
Start with the right fit
A good fit when
the backlog is real.
A good pilot needs a clear owner, usable records and enough recurring work to justify the effort.
- One lane has repeated invoice or packing-list preparation gaps and actual document cutoffs.
- Your freight platform’s available ingestion and missing-information features do not complete the selected work.
- An operations lead can approve the file standard, communications and any final submission.
- The planned batch has enough lead time for the stated delivery and review windows, and a buyer-approved value estimate justifies the fee.
- A recurring workload and a named budget owner justify testing a managed digital employee, beyond a one-off cleanup.
Where the scope stops +
Shipping and customs decisions remain with the responsible qualified professionals.
Physical transport delays, port congestion and demurrage reductions are not promised outcomes.
Before we start
Questions about
this workflow.
What exactly is a digital employee?+
A managed AI system for one defined role. AI Acquisition configures and operates it; your named reviewer approves the decisions that need professional judgment. For this role, its job is to check invoice and packing-list records and coordinate document preparation.
Does this require replacing our freight system?+
The assessment starts with your current system. If a native feature or standard implementation solves the problem, use that before adding another service.
Will documents be submitted without a review?+
Your operations team approves the agreed handoff and any external action requiring authorization. Missing facts or inconsistent records are surfaced for a decision.
How would we evaluate a pilot?+
Measure net preparation time, missing-field rates, review effort and document-caused delays on comparable files. Separate those outcomes from delays caused by the physical movement of cargo.
What does the launch price include?+
Ten shipment-file records for one ocean trade lane and one shipper, one review checklist, up to 50 invoice or packing-list lines and 30 source pages per file, with up to two missing-information request drafts per file. Job setup, source mapping, the agreed batch, review corrections and the included handover assets are part of the stated engagement. 50% at accepted intake, 50% after your written acceptance. No subscription or automatic rollout; third-party charges require separate written approval.
When does the delivery clock start?+
Within two business days of receiving the proposed intake, we confirm acceptance or list missing inputs. The delivery clock starts on the agreed kickoff date after scope, records, templates, delivery capacity and reviewer are confirmed. Only documented waits for your missing inputs, approvals or an agreed scope change pause the affected deadline; we confirm the revised date in writing.
What if the work misses the agreed standard?+
A failed checklist gets one correction window of five business days at no extra charge. If it still fails, you can cancel for a full pilot-fee refund; the remaining balance is cancelled. If we miss a delivery deadline for reasons within our control, you may cancel the unfinished pilot for a full refund instead of waiting. Refunds are returned within ten business days of cancellation. These remedies cover the pilot fee, not lost revenue or third-party decisions.
What happens after the pilot?+
Continue only after the sample passes the agreed checks and saves net operations effort; customs and physical shipment outcomes remain separate. You keep the delivered records and handover assets; ongoing operation is optional and separately scoped.
Your digital employee starts here
Shipment File Employee Launch
One checked shipment-file record by business day five, with invoice/packing-list references, the agreed field checks and missing-information drafts.
Request a free fit check Build a brief first Opens an email to rashad@ai-acquisition.com