Turn emails into audit-ready data
Convert PODs, invoices, RFQs and status updates into structured, audit-ready records; pushed directly to your TMS, ERP or CRM with source-email proof.
We turn unstructured emails into audit-ready data — then route it to the right team and system automatically.
Extract lanes, origins/destinations, dates, modes, and equipment from RFQs, tenders, PODs, and invoices; turning unstructured emails into structured shipment data.
Route shipments to sales, ops, or finance automatically, creating or enriching loads in your TMS.
Reply instantly while syncing structured data to your ERP or CRM. No manual entry, full traceability.
Prototype: Built with n8n for quick prototyping and feature validation.
Production: Runs on a fully isolated, scalable Node.js + Python event pipeline powered by custom AI extraction and classification models.
From emails and attachments (PDFs, Excel and images including multi-lane tables) we extract freight details (lanes, equipment, dates, references and charges). CargoInbox returns clean JSON or CSV with link to source-email for reference, and pushes it to your TMS, ERP or AP.
{ "version": "1.0", "source_email": "rfq@acme.com", "rfq_id": "RFQ-2025-0012", "customer": { "company_name": "Acme Foods", "contact_name": "Laura Chen", "email": "laura.chen@acme.com" }, "mode": "TL", "service_level": "Standard", "respond_by": "2025-10-12T22:00:00Z", "currency": "USD", "lanes": [ { "origin": { "city": "Chicago", "state": "IL", "postal_code": "60632", "country": "US" }, "destination": { "city": "Dallas", "state": "TX", "postal_code": "75212", "country": "US" }, "equipment": { "type": "Reefer", "length_ft": 53 }, "pickup_window": { "earliest": "2025-10-14T13:00:00-05:00", "latest": "2025-10-14T17:00:00-05:00" }, "delivery_window": { "earliest": "2025-10-16T09:00:00-05:00", "latest": "2025-10-16T17:00:00-05:00" }, "temperature": { "required": true, "set_c": -18 }, "accessorials": [ "Appointment", "Reefer Monitoring" ] } ], "instructions": "No weekend pickup. Appointment required." }{ "tender_id": "TND-2025-015", "rfq_ref": "RFQ-2025-0012", "load_ref": "L-001122", "award_status": "accepted", "awarded_to": "Carrier Inc", "currency": "USD", "rate": { "amount": 1480.00, "type": "all_in" }, "lane": { "origin": "Chicago, IL", "destination": "Dallas, TX", "equipment": "Reefer 53ft" }, "valid_until": "2025-10-15T23:59:00Z", "notes": "Maintain setpoint -18°C. Reply via portal OK." }{ "pod_id": "POD-2025-1102", "load_ref": "L-001122", "bol_number": "BOL123456", "pro_number": "PRO987654", "delivered_at": "2025-10-17T15:20:00-05:00", "receiver": { "name": "John Miller", "signature": true }, "photos": [ "pod_001.jpg", "seal_tag.jpg" ], "exceptions": [] }{ "invoice_number": "INV-2025-00012", "invoice_date": "2025-09-30", "carrier_name": "Carrier Inc", "bill_to": "Acme Foods", "currency": "USD", "amounts": { "subtotal": 1500.00, "tax": 0.00, "total": 1500.00 }, "due_date": "2025-10-30", "references": { "load_ref": "L-001122", "bol_number": "BOL123456", "pro_number": "PRO987654" }, "line_items": [ { "code": "LINEHAUL", "description": "Chicago IL → Dallas TX", "quantity": 1, "uom": "ea", "rate": 1500.00, "amount": 1500.00 } ] }{ "event_type": "DepartedPickup", "event_time": "2025-10-02T12:05:00-05:00", "location": { "city": "Chicago", "state": "IL", "postal_code": "60632", "country": "US" }, "load_ref": "L-001122", "bol_number": "BOL123456", "pro_number": "PRO987654", "scac": "CINC", "status_code": "DP", "eta": "2025-10-03T15:00:00-05:00", "note": "All good" }
Different approaches to automating freight inboxes — comparing CargoInbox with Front, Hiver, Sedna, and Power Automate (DIY).
| Capability | CargoInbox | Front | Hiver | Sedna | Power Automate (DIY) |
|---|---|---|---|---|---|
|
RFQ parsing for freight (lanes, origins/destinations, dates) |
Native and freight-specific | No native; possible via rules or API/iPaaS | No native; possible via Zapier or API | AI triage; structured fields via partner | Possible with Document AI and custom flows (IT-led) |
|
Direct TMS connectors (McLeod, MercuryGate, CargoWise) |
Native integrations | No native; API or middleware required | No native; API or middleware required | Via partner integration | Via connectors or custom build (IT-owned) |
| Time to value (deployment)** | Go-live in days — turnkey, no IT build required | Hours–days (setup; adoption varies) | Hours–days (fast for Gmail teams) | Weeks–months (scope-dependent) | Weeks (design/build + IT) |
|
Time saved in daily ops (manual copy-paste, RFQ response speed) |
Typically 30–120 min saved per rep per day* | Limited unless integrated | Limited unless integrated | Some (triage/routing via partner) | High potential if built; IT must maintain |
| Freight-specific automation | Auto-extracts RFQs/invoices + pushes structured data to TMS | General-purpose shared inbox | Gmail-native helpdesk | Freight comms platform with AI triage | General automation platform |
| Traceability / audit trail | Source email preserved with every record; full audit log and reconciliation view | Email context available within shared inbox | Thread history retained in Gmail | Audit trail depends on partner integration | Traceability requires custom logging (IT-built) |
| Pricing model | Usage-based — pay for email volume, not seats | Per seat | Per seat | Enterprise contract | Per user + platform cost |
| Deployment effort | Turnkey setup; IT-light rollout (SSO + minimal training) | Team setup with workflows/rules | Fast (Gmail native) | Enterprise implementation project | IT project; ongoing upkeep |
| Best fit |
Brokers and forwarders processing high RFQ or invoice volumes via quotes@ /
ops@
|
Cross-functional teams with light ops needs | Small Google Workspace teams | Large or global forwarders | Teams with strong internal automation |
* Illustrative calculation: minutes saved × RFQs per rep per day × 22 workdays. Ranges validated in
customer pilots; actual savings depend on email volume and TMS setup.
** Deployment times are typical ranges observed in mid-market brokers; scope and IT dependencies vary by
vendor.
Works seamlessly with your existing TMS, EDI, or portal — no new UI, no process change. CargoInbox simply turns your inbox traffic into structured, audit-ready data.
30-min setup - No IT involvement - No OPS downtime - Results in a few days
Low IT involvement - No OPS downtime - Typically completed in 4–6 weeks
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Enterprise-grade protection, data residency, and traceability — compliance and auditability built in by design.
Let's schedule a demo in a 30-min call or send us a message below.
Schedule a live demo with our team and discover how CargoInbox can streamline your shared inbox operations.
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