# Every shipment quoted, confirmed and documented on time For forwarders, carriers and logistics providers. Our engineers build agents around the systems you already run, from the first rate request to the final invoice. [Talk to the team](https://qantara.systems/contact) / [Read the thesis](https://qantara.systems/original/thesis) One shipment, today and with agents. The same six stations twice. The blue lane stops where today waits for replies and documents; the orange lane, with agents, runs straight through. In freight, every hour between a request and an answer costs margin. We put agents on the conversations and documents that decide how fast cargo moves. ## What the agents do in freight Five teams, five workflows, for forwarders, road carriers and logistics providers, around the systems you already run: your forwarding or transport software, the single window of each country you file in, your e-invoicing provider, WhatsApp and email. All of it writes to one shipment record. ### Sales: Quote every request before the customer asks twice How fast does a rate request become a confirmed booking? - **Read every rate request.** WhatsApp, email and portal requests captured into one queue with the lane, the cargo, the terms and the dates, in Arabic or English. - **Draft the quote from your rates.** Sea, air and road legs from carrier contracts and rate sheets, local charges at both ends, and the margin rule you set. - **Route it to pricing.** Above your threshold a person approves with the draft and the rates in front of them. Below it, the quote goes out. - **Follow up and convert.** The open quote is chased on the customer's channel. The acceptance becomes a booking in your forwarding system, and the shipping instructions are requested. [See quotes and bookings](https://qantara.systems/solutions/quotes-and-bookings) ### Operations: Bookings confirmed before the cut-off, containers and trucks moved on time Is every booking acknowledged before the cut-off, and who is chasing the carrier that has not replied? - **Confirm every booking before the cut-off.** The carrier's confirmation read and matched to the booking, the cut-off and the free days noted, your forwarding system updated. - **Chase the carrier that has not replied.** Open requests followed up on schedule, on WhatsApp and email, and the reply recorded against the shipment. - **Arrange the container and the truck.** Release, pickup and return inside the free days, the trucker told the slot, the delivery order chased. - **Prepare the border file for road legs.** The papers the driver carries to the crossing checked against the shipment before the truck leaves, so the wait at the border is the queue and nothing else. [See supplier follow-ups](https://qantara.systems/solutions/supplier-follow-ups) ### Customer support: Every delay announced before the customer asks Do customers hear about a delay before they ask, or do they call? - **Tell the customer before they ask.** A vessel delay, a rerouting or a queue at the border goes out on the channel the customer uses, in their language, with the new date. - **Answer where the container or the truck is.** From the shipment record, on WhatsApp or email, instead of a call to operations. - **Send the documents they ask for.** A copy of the bill of lading, the delivery order status, the invoice, found on the record and sent. - **Hand the exceptions to a person.** A claim, damaged cargo or an angry customer goes to your team with the whole thread. [See customer inquiries](https://qantara.systems/solutions/customer-inquiries) ### Compliance: Every declaration complete before the cargo arrives Is every declaration complete before the cargo arrives, or does the demurrage clock start first? - **Check the file before it is filed.** Invoice, packing list and bill of lading read together: consignee, values, HS codes and model numbers that agree, because a name that differs is what gets a container held. - **Prepare the declaration in the single window.** Drafted from the shipment record for the national window of the country you file in, ready for your licensed broker. - **Chase the certificates.** Certificate of origin, the conformity certificate where the destination asks for one, attestations, linked to the shipment before the vessel arrives. - **Hold what is not ready and say why.** What is missing, named, to your team, while there is time. Nothing is filed without a person above your threshold, and the demurrage clock is in the picture. ### Finance: The invoice out on delivery, compliant and paid How soon after delivery does the invoice go out, and who checks the carrier's? - **Issue the invoice on delivery.** From the shipment record, checked against the e-invoicing rules of the country it is issued in, through your provider. - **Audit the carrier's invoice.** Matched to the quote and the booking. Demurrage, detention and storage charges checked against the dates on the record before anyone pays them. - **Follow up the payment on schedule.** Reminders on the due date, in the customer's language, each promise to pay recorded. - **Escalate with the thread.** Disputes and silence go to your team with everything that was said and every document that was sent. [See e-invoicing and compliance](https://qantara.systems/solutions/e-invoicing) ## How it works in freight 01 **Embed.** Our engineers sit with sales, pricing, operations and documentation and record how each desk works today: where requests arrive, where the rates live, what is re-typed, and how long a quote takes from request to reply. That is the baseline. 02 **Build.** An agent reads each rate request, pulls rates from your rate sheets, carrier contracts and the customer's history, drafts the quote in Arabic or English and routes it to pricing. The accepted quote becomes a booking in your forwarding system. 03 **Scale.** The same record extends to bookings, status updates and customs documents, then to the next company in the group, which starts with everything learned in the first. 04 **Measure.** Quote turnaround, hours on quotes and days from delivery to invoice, each against the month before we start, reviewed with the people who run the work. ## Two filings, one record Declarations go through national single windows, and every invoice has to meet the e-invoicing rules of the country it is issued in. Agents prepare both from the same shipment record, so nothing is typed twice. One shipment record, two filings. The documents feed one record. The declaration and the invoice each pass their own checks, at the orange ring, before they leave. ## Built around the systems you run Nothing has to be replaced to start. Agents work inside your forwarding software, your ERP and the customs and e-invoicing windows you already file through. - Forwarding and transport software - Customs single windows - ERP and accounting - E-invoicing providers - Email - WhatsApp Business - Carrier and port portals - Spreadsheets ## What forwarders ask us **Do you replace our forwarding software?** No. Agents read from and write to the forwarding, transport and accounting systems you already run, through their own interfaces. Your team keeps the screens it knows, and nothing is migrated. **Who approves a quote before it goes out?** You set the rule: a margin, a lane, a customer, an amount. Below it the quote goes out; above it a person in pricing approves, with the draft and the rates in front of them. Every quote is logged either way. **Can agents handle Arabic and English documents?** Yes. Requests, confirmations and customer messages are read and answered in Arabic or English, whichever they arrive in. Documents for customs and invoicing are prepared in the language the recipient expects. **What happens when a declaration is incomplete?** The agent holds it, says what is missing (a packing list, an HS code, a value) and tells your team. Nothing is filed with an authority without a person above the threshold you set. **What about our carriers and customers who only use WhatsApp and phone?** That is where most of the work is. Agents read and answer WhatsApp and email, and record every call and promise on the shipment record, so a carrier who confirms by message is as logged as one who confirms in a portal. **Do you file customs declarations yourselves?** No. Your licensed broker files, as today. The agent prepares the file from the shipment record, checks that the invoice, the packing list and the bill of lading agree, chases the certificates, and holds anything that is not ready with a note on what is missing. **Where do we start?** Most forwarders start with quotes: the turnaround from request to reply is the easiest number to record on day one, and the easiest to move. Bookings, status updates and customs documents follow on the same shipment record. ## Other industries - [Distribution and trading](https://qantara.systems/solutions/distribution): Orders confirmed, delivered and collected. - [Automotive and heavy equipment](https://qantara.systems/solutions/automotive): Bookings, parts and customers followed up. - [Manufacturing and industrial](https://qantara.systems/solutions/manufacturing): Suppliers, schedules and the line kept moving. ## Start with one shipment Tell us where a shipment waits longest today: the quote, the booking, the documents or the invoice. Our engineers take it from there, on site. [Talk to the team](https://qantara.systems/contact) / [Email us](mailto:hello@qantara.example) Muscat and across the Gulf --- This is the Markdown twin of the page at https://qantara.systems/solutions/logistics