Stop Retyping Carrier Emails into Your TMS

TrackFlo reads carrier emails and driver texts, pulls out the driver, ETA, stop times, and PODs, and posts them to your TMS after a person approves them, or automatically once you trust the extraction. Reps describe the same loop everywhere: a carrier emails a driver's phone number or an ETA, someone reads it, and someone types it into the TMS. Prospects call it "pretty manual, this duplicate effort" and "a lot of clicks."

What you need

• A two-way TMS integration, so approved updates can be written back.

• TMS write permission for whoever approves: Tracking Users and Admins have it, and an Internal User needs Can Send Updates to the TMS? turned on by an Admin.

• Access to the email distribution lists that already receive carrier updates.

Set it up

1

Copy TrackFlo on your load emails

Add our address to the distribution lists that already receive carrier updates, and keep the load number in subjects. Without this step the inbound side sees nothing.

2

Turn on Collect Tracking Info

The rule asks carriers for driver and tracking details, so answers come back on a thread we already own.

3

Approve by hand for two weeks

Each message is classified and every fact in it is compared with the load and labelled Net New, Augmentation, or Conflict, with a confidence score. Work the Data Approval board: approve, reject, and read the Accuracy Score & Reason and the quoted message on each row.

4

Grade the results

Mark rows in the Data Approval Audit as Correct or Incorrect. That audit is your evidence for the next step.

5

Raise auto-approval one cell at a time

Set auto-approval thresholds cell by cell, starting with Net New / Tracking Info and Net New / Stop Update. Leave Conflict on manual review longest.

Each approved fact goes to your TMS as the matching update: tracking info as a driver info update, an ETA or location as a load update, arrival and departure as a stop update, and a POD as a document upload. Every one shows on the load's Update History tab with the TMS's response, so a rejected write is visible, not silent.

When it doesn't go to plan

Measure it

• The Auto Approved tab of the Data Approval Audit grows daily and its rows grade Correct.

• Trackers open the Data Approval board for conflicts only, and driver phones appear on loads before anyone asked for them.

Related recipes

Product docs

Customers can sign in to open the full guides:

• Copy TrackFlo on Your Load Emails

• AI Automation Outreaches: Email Logic

• Data Approval Board

• Set Auto-Approval Thresholds

• TrackFlo and Your TMS