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Northwind Lojistik · AI & Automation · 2026

From inbox to quote PDF: an AI agent for a freight forwarder

We designed an agent that reads freight enquiries, asks for missing details and drafts quotes from the rate sheet, with every quote going to an operations specialist for approval.

Client
Northwind Lojistik
Location
Mersin, Türkiye
Year
2026
Sector
Logistics and freight forwarding
Timeline
6 weeks
Disciplines
AI & Automation
Northwind Lojistik — Operations inbox: an email becomes a structured request
Operations inbox: an email becomes a structured request

Where we started

The operations team spent most of the day reading enquiries in every format and writing quotes from a rate sheet. On busy days replies slipped and enquiries were lost.

Northwind Lojistik — Quote draft approval screen with rate-sheet breakdown
Quote draft approval screen with rate-sheet breakdown

What we did

We mapped the process and the most common missing details from a week of real enquiries, and built the interface around those steps.

In the inbox, each email is parsed into cargo type, commodity, weight, origin and destination ports, dates and Incoterm. Every field shows a confidence level, doubtful or missing fields are flagged amber, and the question for the customer arrives pre-drafted.

The quote approval screen lays out the rate sheet line by line: cost, sell price, margin rule and tariff validity. Changed lines are highlighted, and the specialist approves or edits in one click.

The approved quote is generated as a two-page branded PDF, sent to the customer and logged to the CRM. A human approves every critical step; our production pipeline is AI-assisted, but the decision stays with the operations specialist.

Northwind Lojistik — The branded quote PDF sent to the customer
The branded quote PDF sent to the customer

What we delivered

  • 01Process audit
  • 02Operations inbox interface
  • 03Quote draft and approval screen
  • 04Branded quote PDF template
  • 05CRM integration and team training
  • 06One inbox where every enquiry is logged
  • 07A line-by-line rate breakdown with margin-rule checks
  • 08A branded, two-page quote PDF
  • 09Human approval at every critical step

Team

Process analyst, AI engineer, project lead

Tools we use

Claude · n8n · Gmail API · HubSpot

Portfolio projects are presented to show our team's method and production quality.

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