TED AI Email Processing

What is TED AI Email Processing?

TED is your AI email assistant that monitors your inbox and automatically converts order emails into complete orders in TMS.ai without any manual intervention. Unlike DataBot which processes structured rate confirmation PDFs, TED handles unstructured email formats where order information appears in the email body text rather than formatted documents. TED understands freight context and tribal knowledge, recognizing patterns in how your specific customers communicate order information, extracting pickup and delivery details, commodity information, reference numbers, and special instructions from natural language email text.

TED continuously monitors your connected email accounts and processes new order emails as they arrive in real-time. The AI learns from your business patterns over time, improving accuracy as it processes more orders from the same customers. When TED creates an order, it attaches the original email correspondence to the order record, maintaining a complete communication history. This means you can reference the original customer email if questions arise later, while the structured order data flows through dispatch, tracking, and billing workflows.

How TED AI Email Processing works:

1. Connect your email account to TMS.ai through the platform's integration settings, giving TED access to monitor incoming messages.
2. TED monitors your inbox continuously watching for emails that contain order information from customers and partners.
3. TED identifies order emails by recognizing patterns in sender, subject lines, and email content that indicate freight movement requests.
4. TED extracts order details from the email body text including pickup and delivery locations, dates, commodity descriptions, weights, piece counts, and special instructions.
5. TED processes attachments along with the email body, pulling relevant information from documents that customers include with their order requests.
6. TED creates the order automatically in TMS.ai with all extracted information populated into the appropriate fields.
7. Original email attaches to the order in the communications section, providing a complete record of the customer request and any context from the email thread.
8. TED learns from your patterns by observing which information matters for your operation and how your specific customers format their order requests.
9. Review auto-created orders in the Orders module where you can verify TED's work before proceeding with carrier assignment and dispatch.
10. TED improves over time as it processes more orders, becoming more accurate at extracting information and understanding your business's unique patterns.

What it means for you:

TED AI Email Processing eliminates the manual work of reading order emails and typing information into the system, cutting order entry time from minutes to seconds. For operations teams that receive orders primarily via email from customers who don't use EDI or standardized forms, TED transforms email processing from a time-consuming data entry task into an automatic background process. The AI's ability to understand unstructured email formats means your customers continue communicating however they prefer while you benefit from automation. The learning capability means TED gets better at handling your specific customers over time, increasing accuracy and reducing the need for manual corrections. Combined with the complete email history attached to each order, TED provides both automation and documentation in one feature.