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AI agent for freight brokers

In-Transit Load Exception Agent

Catch and communicate every in-transit delay before the appointment is missed

MonitoringRisk managementSalesOperations
See how it worksGet access
In-Transit Load Exception Agent: what goes in, what the agent does and what you get

What it does

Once a load moves, brokers must know about delays before the customer does. This agent reads tracking pings and check calls for every active load and projects arrival against the appointment. Two missed pings mean tracking is silent, not delayed. If the load is behind or silent, it contacts the driver or dispatcher for an updated ETA and reason, then checks again. If the new ETA misses the appointment by more than 30 minutes, it drafts a shipper notice with options such as rescheduling. Detention or other added costs need broker approval. After delivery it checks the proof of delivery is in and logs the exception and cause. The broker approves customer messages and any accessorial charges. Edge case: a tracking device that stops reporting is treated as silent after two missed pings.

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, continueNoNo 1 STARTS WHEN Load picked up 2 USES A TOOL Read tracking pings and check calls 3 DOES Project arrival against the appointment 4 CHECKS THE RESULT Is the load on time with tracking active? If not: contact the driver or dispatcher for an ETA andreason. Back to step 2. 5 USES A TOOL Draft a shipper notice with options when theappointment will be missed 6 YOU APPROVE Broker approves customer notice and any accessorialcharges 7 CHECKS THE RESULT Is proof of delivery received after arrival? If not: request it from the carrier and keep the loadopen. Back to step 2. 8 DOES Log the exception and its cause 9 RESULT Load delivered and exceptions logged
Read the steps as a list
  1. Load picked up
  2. Read tracking pings and check calls
  3. Project arrival against the appointment
  4. Is the load on time with tracking active?If not: contact the driver or dispatcher for an ETA and reason. Back to step 2.
  5. Draft a shipper notice with options when the appointment will be missed
  6. Broker approves customer notice and any accessorial chargesThe agent waits here for your OK.
  7. Is proof of delivery received after arrival?If not: request it from the carrier and keep the load open. Back to step 2.
  8. Log the exception and its cause
  9. Load delivered and exceptions logged

How it decides

It compares projected arrival with the appointment window. A projected miss or two missed pings triggers contact.

  • Two missed pings means tracking is silent
  • Projected arrival 30 minutes past the window triggers a shipper notice
  • Detention requests need broker approval

Make it yours

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

  • Ping interval and silence threshold
  • Late margin before notice (default 30 minutes)
  • Contact method for drivers
  • Customers needing proactive notices

What keeps you in control

It always asks you first

  • Customer delay notices
  • Accessorial charges

Hard limits

  • Never commits to charges on the broker's behalf
  • Never shares carrier rates with shippers

It stops when

  • Done: proof of delivery received
  • Stop: load cancelled

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 load due at 8 a.m. stopped pinging at 11 p.m. After two missed pings the on-time check failed, so the agent texted the driver, who reported a tire repair and a 10 a.m. ETA. It drafted a shipper notice offering a 10:30 slot, which the broker approved and sent. The load delivered at 10:20, and the proof of delivery arrived that afternoon.

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