The order arrives by email. 30 seconds later it's in your TMS.
Syntact reads incoming transport orders — email text, PDF, Excel —, extracts pickup, delivery, dates, references and cargo, and drafts the order in your TMS. Your dispatchers review instead of retyping.
"Hi, please load Thursday: 21 pallets machine parts, 14.2 t, ex works Linz (gate 4, from 6:00 am) to 40213 Düsseldorf, delivery Friday by noon. Ref. PO-55812. Exchange pallets. Thanks!"
Your dispatchers should be dispatching. Instead, they're retyping.
The most expensive hour in freight forwarding is the one a dispatcher spends transferring data from an email into TMS screens — while the phone rings and the backload goes to the faster competitor.
One customer sends a clean PDF, the next a free-form email, the third an Excel sheet with its own column headers. Your dispatch team translates each one into the TMS by hand — pickup, delivery, dates, references, cargo.
At 50 orders a day that's over four hours of pure data entry — in the middle of the daily rush, while the phone rings and a driver waits for his route. No dispatching happens during that time.
A wrong postcode, swapped loading date, missing reference: entry errors in dispatch cost demurrage, empty kilometers and — worst case — the customer. And they happen exactly when things get hectic.
Whoever has the request in their system first quotes first and plans first. An order that sits unread in a shared mailbox for two hours has often already gone to the competitor.
A typo at entry time never costs just the typo.
Manual order entry has two built-in costs: the time it always takes — and the errors and delays that inevitably happen in the daily rush. Both scale with every additional order.
40213 becomes 42103 — the truck is at the wrong factory gate. Demurrage, replanning, an angry customer: a typo made in second three costs hours at the end of the route.
The 9:12 am order gets entered at 11 — by then the cheap backload is gone. In dispatch, reaction time is cash.
If the reference number or the dock contact is missing, the phone ping-pong starts: call the customer, dig through emails, amend the order. Multiplied by every incompletely entered order.
Pallet exchange not noted, delivery note missing, CMR still with the driver: whatever gets skipped at entry time comes back twice at month-end billing.
What does order entry cost you — the work nobody questions?
Conservative math: 250 working days/year, pure entry time only. Wrong-site arrivals, demurrage and the backload your faster competitor wins aren't even counted yet.
Review orders instead of retyping them.
No customer portal, no new order form, no re-educating your customers: orders keep arriving the way they arrive today. Only the data entry is taken over by AI — embedded in your TMS and your mailbox.
Email with a PDF, free-form text, Excel attachment, portal export: Syntact watches your dispatch mailbox and takes orders the way your customers send them. Nobody forwards or renames anything.
The AI extracts shipper, pickup, delivery, loading and delivery dates, references, weight, load carriers and cargo description — even when every customer has their own format. Ambiguities are flagged, not guessed.
The finished order sits as a draft in your TMS — next to the original email. Your dispatcher reviews, corrects flagged fields and accepts. 30 seconds instead of 5 minutes — and then it's dispatching, not typing.
Acceptance stays with your dispatch team: no order enters route planning unreviewed. The AI proposes — people decide.
OCR reads fields. Syntact understands the order.
Classic document capture fails on the reality of freight forwarding: free-form emails, a hundred customer formats, missing details. The difference is what happens after the reading.
Half the orders aren't in an attachment at all — they're in the email body: “Please load Thursday, 2 pallets ex works Linz to 40213 Düsseldorf.” Syntact reads both — the attachment and the email itself.
A hundred shippers, a hundred formats: Syntact needs no template per customer. This afternoon's new customer works from their very first order — the AI understands the content instead of learning coordinates.
The order is created in your transport management system — not in an island someone copies data out of. Your dispatch team keeps working where it works today.
Missing reference, ambiguous date, unreadable detail: Syntact puts the case in front of the dispatcher with the original email beside it. No silent guessing that blows up at 11 pm.
The same mechanism captures the paperwork after the transport: proof of delivery, CMR consignment notes, pallet exchange slips — structured, attached to the order, ready for billing.
The EU makes digital freight data mandatory from 2027: authorities must accept electronic freight information, and the eCMR is coming. Structure your order data today, and the transition is already behind you.
The paperwork afterwards too: CMR, POD, pallet slip.
The order is only the first half of the paper war. The same platform captures the documents after delivery — turning month-end billing from hours of searching into seconds of clicking.
International consignment notes with sender, consignee and goods description — captured, attached to the order and retrievable as proof at any time.
Signed PODs and pallet exchange documents land structured on the order — month-end billing stops searching and starts clicking.
Whatever the driver brings back from the dock is captured via photo and archived searchably — including the match against the order.
Your goods receiving still retypes as well? Delivery note automation — the same platform, built for warehousing, trade and manufacturing.
Your TMS stays. Syntact feeds it.
Orders come out of the mailbox, order drafts land in your TMS — via API or import format, mapped to your fields and screens. No system migration, no parallel operation.
Missing connectors are built for free — contractually guaranteed. Compatible with anything that has an API or an import format for orders.
We carry the risk. You keep the control.
A pilot on your real order intake, with your customer emails and your dispatch team — on terms where doing nothing is the most expensive option.
If your order entry isn't running in production after 90 days, we keep working for free until it is.
You pay no platform license until the pilot runs productively. The risk sits with us.
Mailbox monitoring, field mapping to your TMS and your review workflow — set up for you, not sold to you.
90 days of direct access to the person building your use case — no ticket system, no call center.
If the pilot doesn't go to production, you pay only half the implementation.
Missing an interface to your TMS? We build it for free — contractually guaranteed.
The mechanism is already running — with real customers, on real data.
Syntact reads documents and writes structured data straight into the target system — the same mechanism that turns your order emails into TMS orders. Syntact is the AI foundation platform for companies: one foundation for every use case, operated in the EU, all the way to on-premises.
- Orders, freight documents and master data in one semantic data layer
- Permissions & audit log at every level
- After freight orders: delivery notes, invoice verification, knowledge assistant — same platform
With Syntact, we successfully unified all our product, pricing, and logistics data and achieved ROI from the very first use case.
30 minutes. Your order emails. One finished TMS order.
No slide deck: bring five to ten real order emails — ideally the awkward ones with Excel attachments and special requests. We'll show you how they become TMS orders. On your orders, not on our demo dataset.
- Feasibility on your order intakeA live demo based on your emails and PDFs — format chaos included.
- A concrete 90-day pilot planSteps, timeline and what we need from your IT (very little).
- Pricing in black and whitePlatform, implementation, guarantees — no surprises.
- An engineer, not a salespersonYou talk to the solutions architect who will build your pilot.
- What does freight order automation mean — concretely?
- Incoming transport orders — email text, PDF attachment, Excel, portal export — are read by AI and created as structured order drafts in your TMS: shipper, pickup, delivery, dates, references, weight, load carriers, cargo. Your dispatcher reviews and accepts instead of retyping. Roughly 5 minutes of entry become about 30 seconds of review.
- Our orders arrive in completely different formats — email, PDF, Excel. Does that work?
- That's exactly what Syntact is built for. The AI understands content instead of expecting a fixed layout: the clean freight order PDF just as well as the free-form email “please load Thursday, 2 pallets ex Linz”. Even the new customer with format number one hundred works from their first order — no template training.
- How does the order get into our TMS?
- Via API or import format: Syntact creates the order draft directly in your transport management system, with field mapping to your screens. Which TMS you run is something we clarify in the first call — if a connector is missing, we build it for free, contractually guaranteed. Your dispatch team keeps working in its familiar system.
- What happens with unclear or incomplete orders?
- They land in a review queue: the dispatcher sees the order draft next to the original email, with flagged fields — missing reference, ambiguous date — highlighted. The AI proposes, people decide. Nothing enters route planning unreviewed.
- How fast is an order in the system after it arrives?
- Typically the draft is in the TMS less than a minute after the email hits the mailbox. That changes your dispatch team's reaction time: quoting, capacity checks and route planning start while the competitor is still reading the email.
- Is it worth it at our order volume?
- As a rule of thumb: from about 20 to 30 manually entered orders per day. At 30 orders × 5 minutes that's 2.5 hours of data entry daily — conservatively €600 to €1,000 in labor cost per 1,000 orders. In the demo we build the business case with your numbers; below that it often still pays off through error costs and reaction time.
- Can you also process CMR, delivery notes and proof of delivery?
- Yes. The same mechanism captures the documents after the transport: CMR consignment notes, signed PODs, pallet slips, weighbridge tickets — structured and attached to the right order. That speeds up billing, not just order entry.
- What do eFTI and eCMR mean for us — and does Syntact help?
- Under the eFTI regulation, EU authorities must accept electronic freight information from 2027; the digital consignment note (eCMR) is becoming the standard. The prerequisite is structured order and freight data — exactly what Syntact produces from your current emails and PDFs. Digitize now, and you meet the requirements as a by-product instead of under deadline pressure.
- How long does implementation take — and what does our IT need to do?
- The pilot is designed to reach production within 90 days — guaranteed. From your IT we need little: access to the dispatch mailbox, a TMS interface or import format, and a contact for the field mapping. Our solutions architect does the setup — not your team on the side.
- What about data protection?
- Syntact runs GDPR-compliant in the EU — on request in your own cloud or on-premises. Order and customer data stay under your control, access follows your permission model, and every change is traceable in the audit log. We provide the documentation your data protection officer needs.
- What does it cost?
- The platform starts at €800 per month — the license only starts once you're in production. Setup, mailbox and TMS integration are included in the pilot package, and implementation is covered by the 50/50 guarantee. At 5 minutes saved per order, the license pays for itself from a few dozen orders per day.
The next order is definitely coming. The question is who retypes it.
30 seconds of review instead of 5 minutes of typing — and a dispatch team that dispatches while the competitor is still transferring emails.