From a customer email to a dispatch-ready order

At Poljects, we build and operate DispoFlow, a platform that automates order intake for road haulage companies. In a small dispatch office a large part of the day goes into retyping order data out of unstructured emails, chasing customers for missing details, and handing the result over to the dispatch system. DispoFlow closes that loop.

What happens to an incoming email

Every mail is classified first, and order mails are read by a language model that extracts the complete shipment record: pickup and delivery address, pallets and packages, weight, dimensions, dangerous goods, delivery date, tail lift and oversize handling. Attached PDFs and scanned documents are read the same way, which matters because the order is often only in the attachment.

Validation and follow-up, without a dispatcher typing

• ✔️ Each company defines which fields an order must contain, plus its own rules in plain language
• ✔️ Missing details trigger an automatic follow-up email that asks for exactly what is missing
• ✔️ Replies are threaded back onto the open order and merged field by field
• ✔️ Real conflicts are escalated to a person instead of being silently overwritten
• ✔️ Completed orders are handed over as structured XML to the dispatch system used in German groupage networks

Price requests answered from the company's own tariff

Requests that fall inside the customer's tariff are priced from the tariff itself. Requests outside it, such as same-day transport, get a proposal calculated from comparable past quotes. No proposal ever leaves the house without a person approving it.

The dispatcher stays in control

Automatic mode runs inside configurable business hours, and outside them replies are prepared as drafts rather than sent. A takeover button hands any case back to a human at any point, and the full mail thread stays attached to the order so nothing has to be reconstructed from a mailbox.

Where it stands

The intake pipeline is live in production and processes real customer mail. Tour planning, route optimisation and telematics integration exist as a working prototype and are still in development.