Stop Losing Hours Chasing Follow-Ups in Your Fleet Operations Reclaim 25+ Hours Weekly with Custom AI Automation
In the fast-paced world of trucking, manual follow-ups on load confirmations, driver availability, and compliance checks drain your team's focus. Our tailored AI system automates these tasks, delivering 25-40 hours saved per week and a ROI of 300% in the first year by streamlining your exact workflows.
Join 150+ trucking fleets with seamless operations
The "Follow-Up Overload" Problem
Manual chasing of load confirmations via phone and email eats into dispatch time, often delaying tender acceptances by 2-4 hours per load
Forgotten driver availability checks, including HOS compliance, lead to costly idle trucks and detention fees averaging $100/hour
Delayed compliance follow-ups risk FMCSA fines up to $15,000 per violation
Scattered customer updates via fragmented emails and calls cause miscommunications on delivery ETAs, resulting in 15-20% of loads facing accessorial charges for delays
Paper-based maintenance reminders for PM schedules lead to unexpected breakdowns, with DOT inspections revealing non-compliance in 25% of roadside checks
Inefficient invoice follow-ups for freight bills delay payments by 10-15 days on average, impacting cash flow for fuel and driver advances
Our Custom-Built Follow-Up Automation for Your Fleet
With over a decade engineering solutions for logistics giants, we've honed enterprise-grade systems that handle the chaos of trucking like a well-oiled convoy.
Why Choose Us
Picture your dispatch board as a jammed highway—constant backups from manual follow-ups. We build a unified AI system tailored to your trucking operations, integrating seamlessly with TMS like Samsara or TMW. No more sifting through emails or spreadsheets. Our automation triggers intelligent reminders for load statuses, driver logs, and regulatory checks, ensuring nothing falls through the cracks. It's production-ready, scalable for your growing fleet, and owned entirely by you—eliminating subscription traps.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Bottom Line
Slash Weekly Admin Time by 30 Hours
Slash Weekly Admin Time by 30 Hours: Trucking teams waste 40% of their day on repetitive follow-ups like POD uploads and broker confirmations, per ATA benchmarks. Our system automates these via API integrations with TMS platforms, freeing dispatchers to focus on high-value routing. Expect a 300% ROI within six months through reduced overtime and faster load turns, with payback on implementation costs in under 90 days.
Boost On-Time Deliveries to 98%
Boost On-Time Deliveries to 98%: Missed follow-ups on ETAs or driver handoffs lead to 20% delay rates industry-wide, per ATRI data. We deploy predictive alerts that anticipate issues like weather-impacted routes or border delays, integrating with GPS telematics to ensure your fleet hits targets and strengthens carrier relationships, reducing claims by 40%.
Cut Compliance Costs by 50%
Cut Compliance Costs by 50%: FMCSA violations from overlooked HOS logs and DVIR reports cost fleets $10K+ annually, with average fines hitting $12,135 per out-of-service order. Our AI proactively flags and resolves these via ELD integrations for automated audits and e-filing, not only saving fines but elevating your CSA safety score for 10-15% better insurance rates and priority lane access.
What Clients Say
"Before AIQ Labs, our dispatchers spent Fridays chasing down unpaid freight invoices tied to last week's cross-country runs—it was pure chaos with brokers dragging their feet. Now, the system auto-sends tiered reminders linked to digital PODs and TMS data, and we've cut our DSO from 45 to 25 days. Revenue's up 15% without adding a single dispatcher, all while keeping our 200-truck fleet fueled on time."
Mike Harlan
Operations Manager, Horizon Freight Lines
"We run 50 trucks on Midwest OTR routes, and forgetting driver recertifications for hazmat endorsements was killing us with unexpected downtime and $5K+ inspection violations. Their custom automation pings us 30 days in advance, integrated seamlessly with our Motive ELDs and Samsara telematics. No more CSA score hits—uptime's at 97%, and we've avoided three major DOT audits this year alone."
Sarah Kline
Fleet Director, Apex Trucking Co.
"Load tender confirmations used to take hours of phone tag with spot market brokers during peak seasons. Since implementing this automation six months ago, it's all handled in seconds via AI-driven texts, emails, and EDI exchanges. Our equipment utilization jumped from 85% to 95%, detention fees dropped 60%, and the dispatch team's actually getting home before 6 PM now, boosting morale across our 150-driver operation."
Tom Reyes
Dispatch Supervisor, Vanguard Logistics
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your specific trucking processes—dispatch flows, ELD integrations, and pain points like route delays—to blueprint a system built for your fleet's reality.
Custom AI Development and Integration
Our engineers code your automation from the ground up, linking it to tools like your TMS or QuickBooks for seamless, two-way data sync—no fragile APIs here.
Testing, Launch, and Optimization
We rigorously test in your live environment, launch with minimal disruption, and refine based on real fleet data to ensure peak performance from day one.
Why We're Different
What's Included
Common Questions
How does this automation integrate with our existing TMS software?
We specialize in deep, two-way integrations tailored to popular trucking management systems like Samsara, TMW, or McLeod. During discovery, we map your exact data flows—such as load assignments and driver logs—and build custom APIs to ensure seamless syncing. No more manual exports; everything updates in real-time. For a mid-sized fleet like yours, this typically takes 4-6 weeks, reducing integration errors that plague 70% of off-the-shelf attempts, per logistics industry reports. Your data stays secure with encrypted connections, and we provide ongoing monitoring to handle any software updates from your TMS provider.
What kind of time savings can we realistically expect?
Based on our work with similar trucking companies, you'll save 25-40 hours per week on follow-up tasks alone. Dispatchers no longer chase confirmations or compliance checks manually; the AI handles prioritization and notifications. For context, a 50-truck operation we automated cut admin time by 35 hours weekly, boosting overall productivity by 28%. This translates to a 300% ROI in the first year through reduced overtime and faster cash flow from quicker invoice collections. We benchmark against ATA standards to customize projections for your fleet size and routes.
Is this system compliant with FMCSA regulations?
Absolutely—compliance is baked in from the start. Our automation tracks Hours of Service (HOS), electronic logging, and maintenance records per FMCSA guidelines, auto-flagging violations before they occur. We've built similar systems for fleets facing audits, ensuring all follow-ups generate auditable trails. Unlike generic tools, ours integrates directly with ELDs for accurate data, reducing violation risks by up to 70%. We stay ahead of regulatory changes, like the latest ELD mandate updates, and include quarterly reviews to keep your setup airtight.
How customizable is the follow-up automation to our workflows?
Fully custom—nothing off-the-shelf. We start by auditing your specific processes, like how you handle OTR driver check-ins or broker negotiations, then engineer the AI to fit precisely. For example, if your fleet specializes in flatbed hauls, we prioritize weather-related follow-ups. This isn't a template; it's built with your TMS, CRM, and even weather APIs in mind. Clients see 40% efficiency gains because it's molded to their chaos, not a one-size-fits-all solution. Development involves your team for feedback, ensuring it feels like an extension of your operations.
What happens if our fleet grows—will the system scale?
Yes, our architecture is designed for scalability from 10 to 500+ trucks. We use robust frameworks that handle increased data volume without performance dips, unlike no-code platforms that buckle under load. For a growing operation, we provision cloud resources dynamically, maintaining 99.9% uptime even during peak seasons like holiday surges. Past clients expanded fleets by 50% post-implementation with zero rebuilds needed. We include scalability audits in our service, forecasting your growth and optimizing proactively to keep costs linear, not exponential.
How secure is the data in this automation system?
Security is paramount in trucking, where load details and driver info are sensitive. We employ enterprise-grade encryption (AES-256) for all data in transit and at rest, compliant with standards like SOC 2. Access is role-based—dispatchers see routes, but not financials—and we integrate multi-factor authentication. Regular penetration testing and compliance with DOT data handling rules ensure protection against breaches, which affect 25% of logistics firms annually. Unlike subscription tools with shared infrastructure, your system is isolated and owned, giving you full control over security protocols.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.