Bluemind Software
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Transport orders received by email

The order arrives by email. The dispatcher types it again into the TMS.

The same data is written twice: once by the customer, in the email, and again by the team, in the TMS. Every change or cancellation means another search and another manual correction. We work on top of the TMS you already use: the data is extracted automatically from the email, and the team checks it against the original email and continues its normal workflow. The same workflow could also be adapted for orders received via WhatsApp or other messaging apps.

Workflow used in production at a transport company: 4,451 orders opened from emails received between 7 February and 23 October 2026.
Discuss a specific workflow See the workflow
How the workflow looks

From email to a TMS order, in four steps.

1

The email arrives

The customer sends the order in their own format: text in the email, sometimes with an attachment. Below is an illustrative example with fictitious data.

2

The data is extracted

The message type (new order, change or cancellation), the reference, the loading and delivery addresses and time windows, the goods and the weight.

3

The data lands in the TMS

The order is created or updated in your existing TMS, without being typed again. We do not replace your TMS.

4

The team checks and carries on

The dispatcher compares the data in the TMS with the original email and continues their normal workflow.

Illustrative email (fictitious data)

"Transport order, ref. CMD-0000. Loading: Warehouse A, 1 Example Street, Town X, 12.11, between 08:00 and 12:00. Unloading: Warehouse B, 2 Example Street, Town Y, 13.11, by 16:00. Goods: 18 pallets, 9,600 kg, no ADR."

What is extracted: new order; reference CMD-0000; loading and unloading, with addresses, dates and time windows; 18 pallets, 9,600 kg, no ADR. The order appears in the TMS, and the dispatcher checks it against the email. The same approach could also be applied to messages received via WhatsApp or other messaging apps.

The software takes the data from the email. The team checks it against the email and carries on with its work.
From production

Figures from a TMS used daily by a transport company.

Data read from the production system on 24 October 2026, for the period 7 February – 23 October 2026 (185 working days).

4,451 orders (74.7%)

opened from received emails

1,509 orders (25.3%)

entered manually

2,427 update messages

for existing orders (changes and cancellations), processed from email

In total: 5,960 orders and 6,878 incoming messages processed (new orders and updates, including cancellations). On average, 37.2 messages and 32.2 orders per working day.
Case study: TMS in production See the system in which email order intake runs, and its production figures.
Pilot

A small first step, tested in your TMS.

1

A few real emails

We look together at a few representative emails, anonymized if needed.

2

One type of email

We set up data extraction, and checking against the email, for a single type of email.

3

Check in the TMS

We check the results in the TMS you already use.

Automation for freight forwarders How we work with existing systems and how we set up a pilot.
Contact

Which emails does your team retype into the TMS?

Briefly describe the kinds of emails you receive and, if convenient, which TMS you use. No confidential documents are needed for the first conversation.

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