One transport. Sixteen steps. One system.
From the enquiry in your inbox to the paid invoice — this is what happens in BAILOS at every step. And above all: who does it.
AI
prepares — reads, recognises, assigns, calculates
YOU
decide — check, approve, negotiate
SYSTEM
handles it — collects, checks, distributes, documents
The transport chain in BAILOS
The enquiry comes inSYSTEM
A customer load or a free capacity reaches you — by email with a PDF attached, as a message or over the phone. It all lands in one place instead of being spread across inboxes, sticky notes and people's heads.
The AI reads it and files itAI
The system reads the enquiry, picks up from where to where and by when, goods, dimensions, weight and equipment — and assigns it to the right side: is this a load from a customer or free cargo space from a carrier? It is then matched to the partner you already know and to the right lane. Nobody retypes a thing.
You check and approveYOU
The dispatcher sees the finished draft and corrects whatever is off. Only with their approval does the enquiry become a live case. The AI did the prep work — the decision was yours.
Result: the enquiry is captured — with price, contact and lane. From now on it belongs to your company, not to an inbox.
Your own book is asked firstSYSTEM
Before anything goes outside, BAILOS looks at your internal marketplace: is there already a matching empty truck in your own network for this load — or a matching load for this truck? Hits show up immediately, with the reasoning: proximity, timing, equipment, backhaul.
No hit? Then the targeted send-outYOU
If nothing turns up in your own book, the enquiry goes out — but not as a blanket email to everyone. BAILOS pre-selects the recipients along your lane: who has already run it, who is on file as a lead, who does regular contract business there. You see the list, tick who gets contacted, and send with one click.
Replies come back in one bundleSYSTEM
Answers no longer land scattered across your inbox but collected on the case: who can do it at what price, who has declined, who has not answered yet. One glance instead of twelve email threads.
You negotiate and keep trackYOU
The shortlist is there — the conversation is yours. Every commitment, every price, every refusal stays attached to the case. Including what does not come off: whoever said no today is the better or the worse choice next time. And you know why.
Result: both sides are priced — the customer's load and the carrier's capacity. The margin is fixed before you commit.
You close both sidesYOU
The dispatcher confirms the customer and books the carrier — in one go, out of the same case. No second data entry, no transfer errors between the two halves of the same deal.
Both parties get their confirmationSYSTEM
Customer and carrier receive their confirmation with all the agreed key details. What each side committed to is on record from that moment on — not as a memory of a phone call, but as a time-stamped entry.
The quote turns into an orderAI
The customer order grows out of the case — with all the data that is there anyway: addresses, time windows, goods, prices, contacts. The carrier order is generated from the same record, cleanly separated by what each side is allowed to see. At the same time, customer and carrier move into the history of the lane.
Result: two binding orders out of one enquiry — without anyone typing the same data in a second time.
Compliance check on both partiesSYSTEM
Before loading, the system checks both sides: is the carrier's insurance valid and sufficient, are the required papers on file, is the customer's credit line covered? If something is missing or about to expire, the case is blocked — visibly, with a reason.
Release by a decision-maker or adminYOU
You define who is allowed to lift a block. A dispatcher may dispatch, but not override every limit; management or administration release whatever carries consequences. Every release appears in the history with a name and a time.
Result: nothing gets loaded onto an unchecked carrier, no order slips past a broken limit — and if it ever comes to a dispute, it is traceable who released what and when.
Transport control in fixed sequencesSYSTEM
The transport does not run as a black box but in stages: ordered, confirmed, loading, in transit, unloading, delivered. Every change triggers what you have set up — a status update to the customer, a note to dispatch, a warning when it runs late. You configure once who hears what and when; after that it runs.
Status comes from dispatch or from the driverYOU
Whoever knows first reports the status: the dispatcher from the system or the driver from the app. Both end up in the same place. Instead of "Where are you right now?", the status is simply there — for the customer too, without anyone reaching for the phone.
Result: the where-is-it question no longer costs a phone call — and delays are visible while you can still do something about them.
Paperwork comes in — by two routesAI
At the ramp, the driver photographs the proof of delivery and the CMR consignment note in the app. Whatever follows later — carrier invoice, weighbridge ticket, certificates — you simply drag onto the case. The AI reads every document, recognises where it belongs and attaches it to the right position. No renaming, no filing, no searching.
Invoicing starts the moment the proof is inYOU
Once the proof of delivery is there, the order is ready to invoice: customer invoice out, carrier invoice checked and approved, export to accounting. The margin does not surface in the monthly report for the first time — it was fixed back in Act 2 and is confirmed here.
Result: the transport is delivered, documented, invoiced. And it has left a trail that makes the next one faster tomorrow.
Every transport makes the next one faster.
At the end of the chain there is not just a paid invoice but a trail: who enquired on this lane, who ran it, at what price, with what outcome. Next time the search does not start at zero — it starts with everything your company already knows.
THE LANE
Customer and carrier move into the history of the route automatically. Over time, one-off enquirers turn into regular partners — visibly, not by feel.
THE PRICE
What was last paid on this route sits right next to your next quote. You calculate with numbers from your own company, not with gut feeling.
THE EVIDENCE
Commitment, pick-up, proof of delivery, invoice — complete and in chronological order. When someone asks what was agreed, the record decides instead of anyone's memory.
THE FOUNDATION
This exact trail is what AI agents will be working on in the future. If you do not collect it today, you cannot use it tomorrow — no matter how good the model is.
We walk the chain through with your load.
Bring a real enquiry from your inbox — we will show you live what BAILOS makes of it. 15 minutes, in German, English or Italian.