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Automate load entry and carrier checks in your TMS

Stepwork keys rate confirmations into your TMS and checks each new carrier's authority and insurance before anyone books them, through the screens dispatch already uses.

Shaun MacLellanFounder

Book a DemoSee the procedures
Industry
Load entry and carrier compliance for brokers and carriersFreight and trucking
Best for
Dispatcher, Operations Manager, Carrier Compliance
Applications used
  • Outlook
  • McLeod LoadMaster
  • FMCSA SAFER
  • Microsoft Teams
Business outcome
About 25 hours a week back for a busy dispatch desk

The problem

Every load starts as an email. Every carrier needs checking.

Brokers and shippers send rate confirmations as PDFs. A dispatcher reads each one and keys the shipper, consignee, pickup and delivery windows, rate, and reference numbers into the TMS.

New carriers need their authority and insurance checked before anyone books them. That's a lookup on FMCSA's site and a look at the certificate, one carrier at a time, while the load waits.

The math

What the manual version costs a dispatch desk

Example volumes for a brokerage moving about 200 loads a week. Swap in yours.

The manual taskTimes a weekMinutes eachHours a week
Key a rate confirmation into the TMS200517
Check a new carrier's authority and insurance30126
Fix a load keyed with the wrong rate10152.5
Hours a week
25
Hours a year
1,258
Of one full-time person
63%
Example volumes, not a customer's numbers. Minutes are the typical time to do each task by hand. Hours a year assume 50 working weeks.

Systems

Works in the TMS dispatch already lives in

Most TMSs have been running for years and have no simple way in. Stepwork uses their screens with your team's login, so it works with older systems as well as newer ones.

Transportation management

  • McLeod LoadMaster
  • Trimble TMW
  • Aljex
  • Revenova
  • MercuryGate

Carrier checks and load boards

  • FMCSA SAFER
  • Highway
  • RMIS
  • DAT

ELDs, fuel cards, and carrier pay

  • Samsara
  • Motive
  • Comdata
  • TriumphPay

Email and chat

  • Outlook
  • Microsoft Teams

Example procedures

Two procedures from the dispatch desk

One branches on whether the rate matches your quote. One repeats for every new carrier and branches on whether they pass. Swap in your TMS and the steps stay the same.

Rate confirmation PDF to a load in McLeod LoadMaster

A broker or shipper emails a rate confirmation. AI reads it, a rule checks the rate against your quote, and the load gets booked in McLeod LoadMaster. Only a rate that's off waits for a dispatcher.
  • Outlook
  • McLeod LoadMaster
  • Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
TMS
Inbox
Team chat
Rate confirmation PDF to a load in McLeod LoadMaster
Webhook
Outlook

Rate confirmation in the Outlook dispatch inbox

message received · dispatch

Output variables

  • rate_con_pdf
  • sender_email
AI

Read the rate confirmation

Input variables

  • rate_con_pdf

Output

  • reference_number
  • pickup
  • delivery
  • rate
Extraction
McLeod LoadMaster

Find the quote in McLeod LoadMaster

Input variables

  • reference_number

Extracted variables

  • quoted_rate
Rule logic

Does the rate match the quote?

Input variables

  • rate
  • quoted_rate

Paths

  1. If the confirmed rate differs from the quoted rateThen: Ask dispatch to approve in Microsoft Teams
  2. OtherwiseThen: Book the load in McLeod LoadMaster
Execution
If the rate is off
Microsoft Teams

Ask dispatch to approve in Microsoft Teams

Input variables

  • reference_number
  • rate
  • quoted_rate
Execution
McLeod LoadMaster

Book the load in McLeod LoadMaster

Input variables

  • reference_number
  • pickup
  • delivery
  • rate

Output

  • load_number
Execution
Outlook

Reply with the load number

Input variables

  • sender_email
  • load_number

Drag to explore · pinch to zoom

Step by step

  1. 1
    The rate con arrives
    The PDF lands in the dispatch inbox. That email starts the run.
  2. 2
    AI reads it
    The AI card pulls the reference number, the pickup and delivery windows and places, and the rate, whatever the broker's form looks like.
  3. 3
    It finds your quote
    Stepwork looks the reference number up in McLeod LoadMaster and reads the rate you quoted.
  4. 4
    The rule checks the rate
    A rate that doesn't match the quote takes the top path. A match goes straight to booking.
    • If the rate is offAsk dispatch to approve in Microsoft Teams
    • If it matchesBook the load in McLeod LoadMaster
  5. 5
    A dispatcher decides
    Only when the rate is off: dispatch gets both numbers in Microsoft Teams and approves or rejects before anything is booked.
    Only on this path: If the rate is off
  6. 6
    The load gets booked
    The recorded flow enters the load in McLeod LoadMaster with the stops, the windows, and the confirmed rate.
  7. 7
    The broker hears back
    Stepwork replies to the email with your load number.

Watch it run

Video coming soon

Field map

FromTo
OutlookRate con: shipper and pickup windowMcLeod LoadMasterLoad: stop 1
OutlookRate con: consignee and delivery windowMcLeod LoadMasterLoad: stop 2
OutlookRate con: line haul rateMcLeod LoadMasterLoad: customer rateChecked against the quote first
OutlookRate con: reference numberMcLeod LoadMasterLoad: customer reference

New carrier checks on FMCSA SAFER before setup in McLeod LoadMaster

Every hour Stepwork checks new carriers' authority and insurance on FMCSA SAFER. Carriers that pass get set up in McLeod LoadMaster; the rest go to compliance before anyone can book them.
  • FMCSA SAFER
  • McLeod LoadMaster
  • Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Carrier check
TMS
Team chat

Step by step

  1. 1
    New carriers get collected
    Every hour Stepwork reads new carrier setup requests: the carrier's name and MC number. Each one is a pass through the loop.
  2. 2
    Each carrier gets looked up
    Inside the dashed frame, Stepwork searches FMCSA SAFER by MC number and reads the operating authority and insurance on file.
    Repeats: For each new carrier · 8 this week
  3. 3
    The rule decides
    Inactive authority or missing insurance takes the top path. Carriers that pass go on to setup.
    • If it failsFlag it for compliance in Microsoft Teams
    • If it passesSet up the carrier in McLeod LoadMaster
    Repeats: For each new carrier · 8 this week
  4. 4
    Failures go to compliance
    Only for carriers that fail: compliance gets the carrier and the reason in Microsoft Teams, so nobody books them by accident.
    Only on this path: If it failsRepeats: For each new carrier · 8 this week
  5. 5
    Good carriers get set up
    For carriers that pass, the recorded flow creates the carrier profile in McLeod LoadMaster with their MC number.
    Only on this path: If it passesRepeats: For each new carrier · 8 this week
  6. 6
    The hour gets summed up
    After the last carrier, the Summary card lists who passed, who didn't, and why.

Watch it run

Video coming soon

Flows

The flows behind these procedures

Each flow is one job recorded once in one system, on your own screens.

  • Video coming soon
    TMS
    TMS

    Book a load

    Enters a load with its stops, windows, rate, and customer reference.
    Recorded on your screens
  • Video coming soon
    FMCSA SAFER
    FMCSA SAFER

    Look up a carrier's authority

    Searches by MC number and reads the operating status and insurance on file.
    Recorded on your screens
  • Video coming soon
    TMS
    TMS

    Set up a carrier

    Creates a carrier profile with the MC number and contacts.
    Recorded on your screens
  • Video coming soon
    Outlook
    Outlook

    Read a rate confirmation

    Opens the newest rate confirmation email and hands the PDF to the next step.
    Recorded on your screens

Why Stepwork

Dispatch books loads; Stepwork does the typing

Stepwork works in your TMS the way your dispatchers do, through its own screens, so there's no integration project before the first load goes in. A rule holds any rate that doesn't match the quote for a person, and every run records which rate con came in and which load it became.

Procedures
Book a Demo

Related industries

More industries

  • 3PL and warehousingStepwork keys emailed PDF orders into your WMS and builds each client's monthly storage and handling invoice, through the WMS screens your team already uses.Learn more
  • Fuel and convenience storesStepwork sets up and removes store staff across Microsoft 365, your fuel back office, and every POS they use, from one helpdesk ticket, the same way every time.Learn more
See every industry

FAQ

Common questions

  • Yes. Stepwork works in the TMS's own screens with a dispatcher's access, so it isn't tied to one TMS or its API. The same procedure works in Aljex, Revenova, or MercuryGate.
  • Nothing gets booked. The rule sends both numbers to a dispatcher, who approves or rejects. Matching rates go straight in.
  • Yes. For each new carrier it looks up the MC number and reads the authority and insurance on file. Carriers that fail go to compliance instead of into your TMS.
  • The AI card reads the fields by what they are, not by where they sit, so a new broker's form doesn't need its own template.

See it run on a process you already repeat

Bring one. We will show you what it looks like as a flow and what each run records.

Book a Demo
Stepwork

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