Emma Robot – Automate Complex Workflows with AI

Freight Booking & Order Management

Coordinating the movement of goods from point A to point B—whether via truck, air, rail, or ocean. This involves receiving orders, arranging carriers, and ensuring the correct shipping mode.

Step 1

Receive Shipping Requests

Customers place orders via email, portals, or EDI. Manually collating these requests takes time and can lead to missed shipments. Emma parses incoming emails (or EDI messages) using OCR and rule-based logic in TMS (Transportation Management Systems) like MercuryGate, BlueJay, or Oracle Transportation Management, automatically creating entries without human retyping.

Step 2

Select Optimal Carriers & Routes

Logistics planners often check multiple carriers for rates, availability, or transit times. Emma taps into carrier APIs or rate tables, compiling a list of options in real time. This reduces hours spent toggling between websites or spreadsheets, ensuring each shipment gets the most cost-effective and timely route.

Step 3

Quote & Confirmation

After selecting carriers, staff must confirm rates with customers or internal stakeholders. Emma automates this by sending templated quotes, capturing responses, and finalizing booking in the TMS. This eliminates the back-and-forth emails where human error can cause incorrect confirmations or rate mismatches.

Step 4

Documentation & Labels

Each booking requires shipping labels, packing lists, or bills of lading. Generating these documents by hand is repetitive. Emma automatically merges shipment details (weights, dimensions, addresses) into official forms (like UPS, FedEx, or DHL labels). This ensures every order has accurate and consistent documentation.

Step 5

Order Tracking & Updates

Customers expect real-time shipping updates. Emma pings the carrier’s tracking system periodically, relays status changes to the TMS, and sends email or SMS alerts to the customer. By automating these updates, logistics teams don’t waste hours manually checking websites and emailing customers.

Warehousing & Inventory Control

Managing the storage of goods, keeping accurate stock counts, and ensuring orders are picked, packed, and dispatched correctly. Warehouse efficiency is critical to on-time delivery.

01

Inbound Receiving

When goods arrive, warehouse staff cross-check purchase orders and pack lists. Manually logging items into a WMS (Warehouse Management System) is error-prone. Emma uses OCR to read packing slips, updates the WMS (like Manhattan Associates, HighJump, or Infor), and flags discrepancies. This slashes time spent on data entry and reduces missed items.

02

Putaway & Slotting

Determining where goods should be stored can be a strategic decision. Emma references product dimensions, turnover rates (velocity), and historical data, then recommends the ideal bin location or slot—optimizing warehouse flow. This approach helps reduce travel time and boosts picker productivity.

03

Real-Time Inventory Tracking

Without automation, maintaining accurate inventory levels means labor-intensive cycle counts. Emma integrates with barcode or RFID systems, updating counts whenever goods move in or out. This ensures perpetual inventory accuracy, so reorder points and replenishments are triggered exactly when needed—avoiding both overstock and stockouts.

04

Picking & Packing

Traditional picking relies on paper pick lists and staff memorization. Emma generates digital pick lists in the WMS, guiding workers along optimal routes. Once items are picked, Emma confirms the process by scanning item barcodes, automatically adjusting inventory. This reduces mis-picks and cuts down on manual checklists.

05

Cycle Counts & Audits

Warehouses must regularly verify stock for accuracy. Emma schedules cycle counts, compiles the specific SKUs that need checking, and automatically reconciles the results. If discrepancies arise, Emma flags them for investigation—saving hours that staff would spend combing through spreadsheets or physical records.

Demand Forecasting & Replenishment

Predicting future product demand to ensure the right quantity is available at the right time, minimizing both stockouts and excess inventory.

Step 1

Consolidate Historical Sales & Trends

Forecasting starts with historical data from multiple channels (e.g., e-commerce sales, retail partners, distribution). Manually gathering this data can be overwhelming. Emma imports these details from ERP or POS systems (like SAP, Oracle, Shopify, etc.), creating a unified dataset for analysis.

Step 2

Apply Predictive Models

Statistical or machine learning models use historical data to forecast future demand. Typically, a demand planner might run these models in Excel or specialized platforms like Blue Yonder or NetSuite Demand Planning. Emma automatically feeds data into the model, retrieves the forecast, and suggests reorder quantities and safety stock levels.

Step 3

Seasonality & Promotion Adjustments

Demand often spikes around holidays or special promotions. Emma references marketing calendars or promotional schedules, adjusting baseline forecasts accordingly. This eliminates guesswork or overlooked promotions that lead to surges in demand.

Step 4

Generate Replenishment Orders

Once Emma calculates how many units are needed for each SKU, she auto-creates purchase or transfer orders in your ERP or WMS. By eliminating manual order creation, lead times shorten and the risk of stockouts plummets.

Step 5

Continuous Refinement

Forecasting is an ongoing process—actual demand rarely matches predictions exactly. Emma compares forecast vs. actual sales in real time, tweaking model parameters or highlighting unexpected trends (e.g., a sudden influencer-driven spike in sales). This iterative approach steadily improves forecast accuracy.

Customs & Cross-Border Documentation

When shipping internationally, goods must clear customs. Proper documentation (commercial invoices, packing lists, certificates of origin) is crucial for compliance and avoiding delays or fines.

01

Identify Required Documents

Different destinations have varying rules—like NAFTA/USMCA certificates for North American trade, or special licenses for restricted goods. Manually checking each country’s regulations is time-consuming. Emma uses HS codes and shipping details to compile a list of required documents automatically in solutions like Descartes CustomsInfo.

02

Generate Commercial Invoices & Declarations

Shippers must list product descriptions, values, and country of origin. Emma draws item data from the ERP or WMS, populates official forms such as SAD (Single Administrative Document) or commercial invoices, and attaches them to the shipment. This ensures consistent, accurate documentation.

03

Tariff Classification & Duties Calculation

Classifying goods under the correct Harmonized System (HS) code can be tricky. Emma taps into global tariff databases (e.g., CustomsInfo) to confirm codes. She then calculates the correct duty or tax, ensuring no surprises at customs clearance. This automation prevents costly misclassifications and delays.

04

Customs Filing & Clearance

Freight forwarders or customs brokers often file entries electronically. Emma can integrate with e-filing systems (like ACE in the U.S. or CCI in Canada), submitting the data and retrieving acceptance messages. This drastically reduces manual data entry errors, which can lead to customs holds.

05

Proof of Delivery & Recordkeeping

Post-clearance, proof of import/export must be documented for compliance and audits. Emma stores these documents securely—labelled by date, shipment, or reference number—in a system like SharePoint or Box. Quick retrieval of these records helps if authorities request an audit or if a customer has a dispute.

Freight Auditing & Payment

Reviewing carrier invoices against agreed-upon rates and shipment details, then approving payment or disputing errors. This ensures logistics costs match what was actually shipped.

Carriers send invoices for completed shipments—often via email attachments or EDI feeds. Manually re-checking each line item is laborious. Emma auto-parses these invoices (with OCR if needed), uploading them into freight auditing tools such as Cass, Trax, or IntelliTrans.

The invoice must match the pre-negotiated contract rates, plus any surcharges (fuel, accessorial). Emma references TMS records (shipment weight, distance, accessorials used) and the carrier’s tariff to validate invoice amounts. Discrepancies (e.g., a fuel surcharge too high) are flagged, saving finance teams from overpaying.

If an invoice line doesn’t match the contract, staff often email carriers, which can be slow. Emma generates a dispute notice automatically and logs correspondence in the system. This structured approach ensures finance teams track each dispute’s status and resolution in real time.

Once verified, payment can be processed in the ERP or AP system. Emma auto-creates the payment request in SAP, Oracle NetSuite, or Microsoft Dynamics, then updates the accounting and TMS records. This single workflow prevents double payments and ensures accurate cost allocation.

Over time, analyzing freight spending reveals patterns—carriers consistently overcharging for certain routes or a mismatch in freight class. Emma compiles data into dashboards in Power BI or Tableau, spotlighting inefficiencies. This helps logistics managers renegotiate contracts, refine routes, and continuously improve cost management.

Reverse Logistics & Returns Management

Handling returned goods—either from customers or due to recalls—and processing them back into inventory, refurbishment, or disposal. Efficient reverse logistics can reduce waste and recover value.

Customers or stores submit return requests, typically requiring an RMA (Return Merchandise Authorization). Emma automates RMA creation in WMS or ERP solutions like SAP EWM, Infor WMS, or Fishbowl, verifying purchase order details to ensure eligibility (e.g., within warranty period).

If the customer is responsible for shipping back items, Emma generates return labels (FedEx, UPS, USPS), emailing them to the customer. This quick, automated approach prevents confusion and ensures the product is returned to the correct warehouse.

Once returned items arrive, manual inspection can delay processing. Emma logs the shipment arrival, updates the WMS, and flags items needing quality checks or refurbishment. For defective products, Emma automatically triggers a claim with the supplier if relevant, saving staff from repeated manual steps.

Some returned goods can be restocked, others need repair, or may be unsellable. Emma references rules in the system (condition, manufacturer guidelines) to suggest next steps—like recycling, returning to vendor, or creating a service order for refurbishment. This structured workflow maximizes the potential salvage value.

Once an item is deemed returnable or irreparable, finance teams must issue refunds or credits. Emma auto-calculates the correct amount, initiates a credit memo in QuickBooks, NetSuite, or the ERP, and updates inventory records. This end-to-end loop ensures customers or vendors receive quick resolution on returns, protecting brand reputation.

Last-Mile Delivery & Route Optimization

The “last mile” refers to delivering goods directly to the end customer’s doorstep—often the most complex and expensive stage of logistics due to traffic, local routes, and scheduling constraints.

Step 1

Order Pooling & Consolidation

Last-mile delivery typically involves multiple stops in a given region. Emma compiles daily or hourly orders from the WMS or e-commerce platform (like Shopify or Magento), batching them by ZIP code or route area. This saves costs by reducing multiple trips to the same area.

Step 2

Route Optimization

Planners might manually guess the best sequence for deliveries, but with many stops, that’s highly inefficient. Emma uses algorithms (in platforms like Route4Me, OptimoRoute, or Onfleet) to build optimal routes, minimizing mileage, fuel, and time. This yields faster deliveries and happier customers.

Step 3

Driver Assignments & Scheduling

Each route must be assigned to a driver or third-party courier, considering factors like vehicle capacity and driver shift hours. Emma integrates with TMS or driver apps, automatically creating manifests, stop sequences, and load details. This ensures no route is overloaded or contradictory.

Step 4

Real-Time Tracking & Customer Notifications

Customers increasingly expect updates like “Your package will arrive in 1 hour.” Emma checks driver GPS feeds, calculates estimated arrival times, and auto-sends notifications via SMS or email. This proactive communication slashes inbound “Where is my order?” calls.

Step 5

Proof of Delivery & Feedback

Upon delivery, drivers capture signatures or photos. Emma logs these in the last-mile delivery app, marking the order complete and updating the ERP or WMS with final status. Any delivery notes (damaged package, customer not home) prompt automatic workflows for refunds or re-delivery if needed.

Fleet Management & Maintenance

Overseeing a fleet of delivery trucks or company vehicles—scheduling preventive maintenance, tracking fuel consumption, driver behavior, and ensuring minimal downtime.

Step 1

Vehicle Inventory & Tracking

Large logistics operations have dozens or hundreds of vehicles, each with maintenance schedules and usage logs. Emma keeps a digital vehicle registry in Fleetio, Samsara, or Geotab, tracking odometer readings, driver assignments, and real-time GPS locations. This eliminates error-prone spreadsheets.

Step 2

Preventive Maintenance Scheduling

Oil changes, tire rotations, and regular inspections must happen at set intervals. Emma reads vehicle telematics (mileage or engine hours) and cross-references recommended service intervals. She auto-creates work orders in fleet maintenance systems, ensuring no scheduled maintenance is overlooked.

Step 3

Fuel & Expense Management

Fuel usage data can reveal inefficiencies or driver behavior (like excessive idling). Emma logs fuel card transactions, matches them to vehicles, and highlights anomalies such as sudden spikes. This continuous monitoring helps reduce overall fuel costs and addresses potential misuse.

Step 4

Driver Safety & Compliance

For regulated fleets, drivers must log hours of service and comply with ELD (Electronic Logging Device) mandates. Emma processes driver log data, spotting potential violations (e.g., exceeding allowed hours). This automation prevents manual log reviews and reduces the risk of hefty DOT fines.

Step 5

Repair & Incident Handling

If a vehicle breaks down or is involved in an accident, the fleet manager manually initiates repairs. Emma automates incident reports, triggers insurance claims, and schedules service appointments at approved repair shops. By centralizing data, managers can see each vehicle’s maintenance history, controlling costs and downtime.

Analytics & Performance Management

Continuously analyzing key performance indicators (KPIs) like on-time delivery, fill rate, cost per shipment, and more. Data-driven insights drive improvement in logistics operations.

01

Collect Data from Multiple Systems

Logistics data is often siloed across TMS, WMS, ERP, fleet management, and customer service platforms. Emma aggregates these data streams into a single data warehouse or BI tool (like Tableau, Power BI, Looker). This alone saves hours of manual CSV exports and data cleaning.

02

Define & Monitor KPIs

Common logistics KPIs include OTIF (On-Time In-Full), average delivery time, freight cost per pound, and warehouse throughput. Emma sets up data pipelines to calculate these metrics in real-time. If a KPI drifts beyond a set threshold, managers are alerted immediately rather than discovering issues days or weeks later.

03

Dashboard Creation & Visualization

Finance teams want cost breakdowns; operations want daily throughput. Emma tailors dashboards for each role, auto-updating visuals like bar charts or line graphs. By removing manual report generation, staff can spend more time analyzing insights and less time preparing spreadsheets.

04

Exception & Trend Analysis

Logistics operations generate a lot of noise—Emma picks out anomalies like a sudden surge in returns or abnormally high shipping costs on a particular route. This helps teams investigate and fix problems before they spiral into lost revenue or customer dissatisfaction.

05

Continuous Improvement

Over time, these analytics feed into strategic decisions—like switching carriers, reconfiguring warehouse layouts, or adjusting reorder points. By automating data gathering and analysis, Emma fosters a culture of continuous improvement, where logistics processes evolve based on real-time performance metrics.

Customer Service & Issue Resolution

Dealing with shipment delays, missing parcels, or other service disruptions. High-quality customer support in logistics reduces churn and maintains client trust.

Customers call, email, or chat about delayed deliveries, damaged goods, or routing questions. Emma aggregates these messages in a helpdesk system (like Zendesk, Freshdesk, or Salesforce Service Cloud). This centralized approach eliminates overlooked inquiries.

Customer support often requires searching multiple systems for a tracking number or PO. Emma automatically cross-references the provided tracking ID or order number with the TMS or WMS, displaying relevant shipment data (status, location, carrier). This drastically speeds up response times.

If a shipment is lost or stuck in customs, staff must coordinate with carriers or brokers. Emma initiates escalations, sending data to the responsible party (carrier contact info, shipment details) and sets reminders for follow-up. No more chasing missing emails or phone calls.

If goods are damaged, refunds or credits might be necessary. Emma calculates the claim amount (based on shipping insurance or contract terms), prepares claim documents, and routes them to finance or the carrier. This swift action reassures customers and streamlines compensation.

Once an issue is resolved, Emma sends a satisfaction survey or collects feedback. She aggregates these insights, helping logistics managers spot recurring problems (like a specific carrier constantly causing damage). Over time, these findings guide supplier changes, contract negotiations, or process improvements.