Transportation companies are characterized by the large amount of documents and data they generate, and the management of this data has consistently been a pain point in their operations. Many organizations have turned to software solutions that manage the influx of documents and data electronically, in the form of a content management solution. But unless the solution features AI-supported workflow technology, you might not be getting the most bang for your buck. Below we highlight some scenarios where your enterprise might benefit from implementing an AI-based content management solution.
Your Staff Is Bogged Down by the Process
Even with a document imaging system, your staff might still be required to touch every transaction to make sure those electronic documents get to the right places. This is especially true in the transportation industry, where so many documents are required not only in the back office but also in other departments. A content management system with automated workflows leveraging AI technology automatically routes the documents where they need to go. As a result, staff are only required to view out-of-standard documents for correction – freeing them up to perform more profit-oriented tasks. With the adoption of an automated system, far fewer employees are required to manage the documents and data, leaving organizations with an opportunity to either reassign their current staff or reduce overhead through attrition.
You Pay Unnecessary Late Fees
A manual Accounts Payable process is not only inefficient; it can cost you real dollars. If your AP approval process is slow due to the lack of automation, you might be paying unnecessary late fees. These fees may be small, but they can add up over time. Additionally, relying on a process that requires manual approvals means you most likely aren't taking advantage of early pay discounts with your vendors (or carriers, if you're in the logistics business). An AI-based, automated content management system not only eliminates the occasional late fee; it also ensures you're getting the most from your investment in other ways.
You're Not Billing the Same Day
Many billing departments that rely on manual processes take time – sometimes weeks – to gather the necessary paperwork and submit an invoice. This delay in the billing process can impact an organization's bottom line. By utilizing a content management system with automated workflows, your organization can reduce the amount of time it takes to bill – and improve billing accuracy.
Some organizations have achieved significant ROI by implementing an AI-based content management system, and are now routinely experiencing same-day billing - in some cases billing within hours of delivery. Faster billing means faster payment, and a more efficient back office system to manage documents and data can be the key to same-day billing.
You're Not Taking Advantage of Mobile Applications
These days there's an app for everything – even in the transportation industry. The utilization of mobile capture applications has made a significant impact on the capturing of documents, data, and photos, with near-real-time submission of these items into back office systems. With AI powering the mobile application, the process is even more efficient.
When a driver captures the necessary images of documents at the point of delivery, AI-supported workflows can process the documents automatically, then bill the shipper and settle with the driver almost instantaneously. AI can also send documents to individuals within the shipper and consignee relationship based on commodity and delivery codes, further reducing the reliance on manual labor. With a mobile capture application supported by AI workflow technology, transportation companies can achieve seamless interoperability among their various disparate systems to improve productivity and reduce the costs associated with manual data entry.
You're Missing Out on the Best Driver Candidates
Recruiting departments need to be able to react quickly and efficiently in order to have the best success in hiring new drivers. In today's competitive environment, if you aren't the first responder, chances are you will lose out. AI technology, when applied within recruiting software, can automate the process of identifying which candidates are the most qualified, then begin contacting those candidates and processing those applications immediately through automated workflows and integration to third-party systems. AI can help determine if drivers meet the company criteria and process them accordingly by their qualifications. Recruiter productivity is increased dramatically by eliminating the need to review every single application manually. By the time "a good one" is identified, he/she may have already been recruited by another company. Drivers are more satisfied as they are assigned to positions based on their requests and qualifications. And, the safety of the fleet is improved by ensuring the driver meets the regulatory requirements.
You Experience Higher Drop Out/No-Show Rates for Driver Orientation
Driver satisfaction starts as soon as a driver is scheduled for orientation. Oftentimes drivers come in to orientation and are given "standard" paperwork and training that might not be relevant to his/her particular position. Supported by an AI-based, automated onboarding system, the driver will be provided a personalized experience by ensuring they are delivered the appropriate documents, tools, and training. Interoperability with other company systems such as dispatch, HR and accounting means that data and documents can be routed to the appropriate systems based on company rules, eliminating the need for manual intervention and data entry, which are prone to human error and lower productivity.
You Have Difficulty Managing and Tracking Leased Driver Operating Agreements
Owner Operators and Leased Drivers are continually subject to new company rules and regulations. While providing the initial operating agreements to these drivers is a very burdensome process, it is even more difficult updating and managing those agreements. As such, many companies update their Operating agreements less often than they should because of the tedious activities associated with the process. AI-based solutions can eliminate most of the manual activities associated with generating paper-based documents, modifying existing leases and ensuring that drivers acknowledge, sign and update their contracts. Each agreement will be specific to the driver and sent to them electronically for digital signatures. The automated workflows will ensure the proper validation and routing of the agreements and send notifications if the document is missing information such as signatures, dates, initials or even missing pages. Introducing AI into this process ensures that your agreements represent your company's current terms and conditions, thus keeping your drivers more aligned with your organization.
It's clear that utilizing an AI-based content management and workflow solution can benefit your organization across the enterprise, from the Recruiting Department to the back office.