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AI agent for freight brokers

Freight Claim Handling Agent

Move each cargo claim to resolution with complete documents and no missed deadlines

AdministrationSalesOperations
See how it worksGet access
Freight Claim Handling Agent: what goes in, what the agent does and what you get

What it does

When a shipper reports damage or shortage, the broker sits between the shipper and the carrier and must move the claim quickly. This agent opens a claim file and collects the bill of lading, the POD with any exceptions, photos, the commercial invoice for the goods and the carrier's insurance details. It checks the file is complete; missing documents are requested from the shipper or carrier. It calculates the claim amount from the commercial invoice, not retail price, and works out deadlines from the contract and rules. It drafts the claim notice to the carrier and insurer for broker approval. If the carrier has not acknowledged within 30 days, it sends a follow-up and escalates to the insurer. The broker approves every notice and any settlement. Edge case: concealed damage found after a clean receipt needs an inspection request within contract time.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Shipper reports a cargo problem 2 USES A TOOL Collect BOL, POD, photos and invoice 3 CHECKS THE RESULT Is the claim file complete? If not: request missing documents from shipper orcarrier. Back to step 2. 4 DOES Calculate claim amount and deadlines 5 USES A TOOL Draft the claim notice to the carrier and insurer 6 YOU APPROVE Broker approves the notice 7 CHECKS THE RESULT Has the carrier responded within 30 days? If not: send a follow-up and escalate to the insurer.Back to step 5. 8 YOU APPROVE Broker approves any settlement 9 RESULT Claim closed
Read the steps as a list
  1. Shipper reports a cargo problem
  2. Collect BOL, POD, photos and invoice
  3. Is the claim file complete?If not: request missing documents from shipper or carrier. Back to step 2.
  4. Calculate claim amount and deadlines
  5. Draft the claim notice to the carrier and insurer
  6. Broker approves the noticeThe agent waits here for your OK.
  7. Has the carrier responded within 30 days?If not: send a follow-up and escalate to the insurer. Back to step 5.
  8. Broker approves any settlementThe agent waits here for your OK.
  9. Claim closed

How it decides

The claim file is complete when BOL, POD, value proof and photos are present. Deadlines come from the contract and the applicable rules.

  • Concealed damage requires inspection request within contract time
  • Value proof is the commercial invoice, not retail price
  • Follow up at 30 days without acknowledgment

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Claim deadline rules
  • Follow-up interval (default 30 days)
  • Required documents
  • Settlement approval limit

What keeps you in control

It always asks you first

  • Sending claim notices
  • Accepting or offering a settlement

Hard limits

  • Never admits liability on the broker's behalf
  • Never settles without approval

It stops when

  • Done: claim paid or denied with reason
  • Stop: shipper withdraws

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA shipper reported 12 damaged cases worth $3,600 on load 51907. Photos and the POD exception were on file, but the commercial invoice was missing, so the completeness check failed and the agent requested it. The broker approved the notice. After 30 days with no carrier response, that check failed too, so the agent escalated to the insurer, who settled the full $3,600.

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