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Use Case

Freight Claim Evidence Package Automation

An AI agent that automates the assembly of comprehensive evidence packages required to file freight claims against carriers for lost, damaged, or short-shipped goods. The agent gathers all necessary documentation, populates the carrier's claim form, and creates a ready-to-submit package, improving claim accuracy and speeding up recovery time.

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Process Details

Inputs

A claim trigger event (e.g, damage report, POD with exceptions), Carrier claim form templates

Outputs

A complete, standardized evidence package for each freight claim, An accurately pre-populated carrier claim form.

Systems

ERP / Order Management Systems (OMS), Transportation Management Systems (TMS), Warehouse Management Systems (WMS), Document Management Systems (DMS)

The Challenge

Manual processes
create real problems.

  1. 1

    High potential for costly errors from manual data handling.

  2. 2

    Significant time and resources are spent on repetitive, low-value work.

  3. 3

    The manual process is difficult to scale without increasing headcount.

  4. 4

    Process bottlenecks lead to delays and missed deadlines.

The Solution

Describe it in English.
It runs deterministically.

  1. 1

    Claim Trigger Ingestion

    The process is triggered by an event logged in an operational system, such as a customer complaint, a warehouse receiving report noting damage, or a signed Proof of Delivery (POD) with exceptions (e.g., "3 cartons damaged," "short 1 pallet").

  2. 2

    Key Data Extraction

    identifies the key reference number from the trigger event (e.g., PRO number, Tracking number, PO number, BOL number)

  3. 3

    Document Retrieval

    Using the reference number, queries internal systems to retrieve all relevant documents for the specific shipment. a) Transportation Management System (TMS): Pulls the original Bill of Lading (BOL), the rate confirmation showing agreed terms, and shipment tracking history. b) ERP/Order Management System (OMS): Retrieves the commercial invoice to establish the value of the goods lost or damaged. c) Warehouse Management System (WMS): Gathers any photos of the damage taken at the receiving dock, goods receipt inspection reports, and packing lists. d) Carrier Portals or Document Systems: Downloads the signed Proof of Delivery (POD) which is critical for showing that damage or shortage was noted upon receipt.

  4. 4

    Evidence Package Assembly

    collates all retrieved documents into a single, standardized, and chronologically ordered digital claim package

  5. 5

    Automated Claim Form Population

    Extracts the necessary information (e.g., dates, addresses, item values, tracking numbers) from the collected documents and uses it to automatically populate the carrier's standard claim form (often a PDF or a web portal form).

Primary Benefits

What you gain with
Kognitos automation.

Increase Efficiency

Dramatically reduce the time and manual effort required to complete the process.

Enhance Accuracy

Eliminate human error to ensure data integrity and reduce financial risk.

Empower Employees

Free your team from monotonous tasks, allowing them to focus on strategic work that requires their expertise.

Improve Scalability

Handle growing volumes of work without a proportional increase in operational costs.

Ensure Transparency

Maintain a complete, auditable trail of every action the AI agent takes, described in plain English.

FAQ

Common questions
answered.

The agent works from a predefined, customizable "evidence checklist" for each claim type. It knows that a damage claim requires a BOL, a commercial invoice, a signed POD with damage notations, and photographic evidence. It will systematically hunt for each required item on its list. By following this standardized checklist every time, it ensures a level of completeness and consistency.
A standard implementation is a structured project that typically takes 4-6 weeks. The process involves:
Discovery: Mapping your key systems (TMS, ERP, WMS) and identifying where each piece of claim evidence resides.
Configuration: Setting up the secure connections to your systems.
Customization: Defining the evidence checklists for your primary claim types (damage, shortage, etc.).
Testing: Running the agent on a set of recent claims to validate its accuracy and completeness.
Go-Live: Activating the agent to begin processing claims automatically.
You can maintain a separate "evidence checklist" and set of rules for each major carrier. For example, if one carrier requires an additional specific form, the agent can be instructed to include that form only when filing a claim against that particular carrier. This ensures you meet the unique requirements of each of your shipping partners.
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Challenges

Solution

This use case solution follows these general steps at a high level:

  1. Claim Trigger IngestionThe process is triggered by an event logged in an operational system, such as a customer complaint, a warehouse receiving report noting damage, or a signed Proof of Delivery (POD) with exceptions (e.g., "3 cartons damaged," "short 1 pallet").
  2. Key Data Extractionidentifies the key reference number from the trigger event (e.g., PRO number, Tracking number, PO number, BOL number)
  3. Document RetrievalUsing the reference number, queries internal systems to retrieve all relevant documents for the specific shipment. a) Transportation Management System (TMS): Pulls the original Bill of Lading (BOL), the rate confirmation showing agreed terms, and shipment tracking history. b) ERP/Order Management System (OMS): Retrieves the commercial invoice to establish the value of the goods lost or damaged. c) Warehouse Management System (WMS): Gathers any photos of the damage taken at the receiving dock, goods receipt inspection reports, and packing lists. d) Carrier Portals or Document Systems: Downloads the signed Proof of Delivery (POD) which is critical for showing that damage or shortage was noted upon receipt.
  4. Evidence Package Assemblycollates all retrieved documents into a single, standardized, and chronologically ordered digital claim package
  5. Automated Claim Form PopulationExtracts the necessary information (e.g., dates, addresses, item values, tracking numbers) from the collected documents and uses it to automatically populate the carrier's standard claim form (often a PDF or a web portal form).

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