AI staff for removals companies and haulage offices
Vans and lorries earn the money, but the office decides when it arrives: the removal quote sent while the customer is still choosing, the booking keyed right first time, the proof of delivery matched so the invoice can go. AI staff can draft, key, match and chase. Your planners and coordinators keep the decisions and the phone.
Where a removals or transport office loses its week
Quotes and pre-move surveys
A move coordinator takes each website or comparison-site enquiry, arranges a home or video survey and prices the quotation in MoveMan or Moveware from the surveyor's volume and access notes. The British Association of Removers' code asks members for a fixed-price written quotation. Written between phone calls, it can go out days after the survey.
Job bookings
Bookings arrive by email, phone and customer spreadsheet, and a transport planner or administrator keys each into Mandata or whichever transport system you run: collection and delivery points, pallets, weight, time slots, tail-lift, special instructions. One mis-keyed postcode or missed booking-in time becomes a failed delivery, a second run and an awkward call.
Proofs of delivery and invoicing
A job is not money until its proof of delivery is matched. Paper PODs, and CMR notes on international runs, come home in the cab, electronic ones sit in Podfather, and an accounts administrator pairs each with its job before invoicing. A missing POD holds the invoice, and customers querying a bill want a copy.
Customs entries and licence records
A customs clerk builds the declaration in CargoWise or your customs software from the commercial invoice and packing list, and chases what is missing. The transport manager keeps what the operator's licence rests on in Great Britain: driver licence checks, Driver CPC hours, tachograph downloads every 28 and 90 days, inspection records kept 15 months.
Roles for Logistics, freight and removals
Quote and proposal preparation
Drafts each removal or haulage quotation from the survey notes or the enquiry and your rate card, with the work set out line by line. A person checks the price and sends it.
Lead response and qualification
Replies to web and comparison-site enquiries in writing, asks for dates, addresses, access and what is moving, and offers survey times. Your coordinator carries out the survey, makes the calls and wins the job.
Order processing
Reads bookings that arrive by email and spreadsheet and keys them into your transport system as jobs awaiting release, with any gaps queried. A planner releases each job and chooses the vehicle and driver.
Invoice and payment chasing
Pairs each proof of delivery with its job, lists the jobs that cannot yet be invoiced and why, and sends payment reminders at the intervals you choose. Disputes, credits and phone calls go to accounts.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can an AI agent submit our customs declarations?
No. It can read the commercial invoice and packing list, lay out the declaration data and list what is missing. Your customs clerk checks the commodity code, value and procedure and submits to HMRC. The importer is liable for the declaration and, where you act as indirect representative, so are you.
Will it work with Mandata, MoveMan or CargoWise?
Mandata publishes an open API. MoveMan publishes an API that brings enquiries in; anything beyond that is confirmed with its maker. For CargoWise the route is confirmed with you and WiseTech. Whichever system your office runs, the way in is agreed with you before any job is keyed, and if there is none you hear that before you commit.
Who allocates the vehicles and the drivers?
Your planner. The agent keys the booking and shows what is missing. It does not plan the load, choose the driver or judge whether a run fits the drivers' hours rules. Those decisions belong to your planner and your transport manager.
Most of our customers phone. Is this still any use?
The calls stay with your people, and the roles on this page work in writing. Everything written around the call can go to an agent, from the emailed booking and the confirmation to the copy POD a customer asks for, the quotation follow-up and the missing paperwork that needs chasing.