By Larry Kerr
Transportation companies are characterized by the large amounts of documents and data they generate. Many organizations have turned to content management solutions to electronically manage the influx. But unless the solution features workflow technology supported by artificial intelligence (AI), you might not be getting the most out of your system.
Here are eight reasons why an AI-based content management system should be on your list of 2021 goals.
- AI is a 24/7 employee
Even with a document imaging system, your staff might still be touching every transaction. This is especially true in the transportation industry where many documents are required in the back office and other departments. A content management system leveraging AI solutions automatically routes the documents to the appropriate people. As a result, staff only view out-of-standard documents for correction – freeing them to perform more profit-oriented tasks. With the adoption of an automated system, fewer employees are required to manage the documents and data, giving you the opportunity to reassign your current staff or reduce overhead through attrition.
- Savings that add up
A manual accounts payable (AP) process is not only inefficient, but it can cost you dollars. If your AP approval process is slow due to lack of automation, you might be paying unnecessary late fees. These fees may be small, but they can add up over time. Additionally, relying on a process that requires manual approvals means you’re not likely taking advantage of early pay discounts with your vendors (or carriers if you’re in the logistics business). An AI-based, automated content management system eliminates the occasional late fee and ensures you’re getting the most from your investment.
- Faster billing, faster payment
Many billing departments that rely on manual processes take time – sometimes weeks – to gather the necessary paperwork and submit an invoice. This delay in the billing process can impact organizations’ bottom line. Some organizations have achieved significant return on investment by implementing an AI-based content management system. They’re now routinely experiencing same-day billing — in some cases billing within hours of delivery. Faster billing means faster payment.
- Work anywhere, anytime
These days there’s an app for everything – even in the transportation industry. Mobile applications have made a significant impact on the capturing of documents, data, and photos, with near-real-time submission to back-office systems. With AI powered mobile applications, the process is even more efficient. When drivers capture the document images at the point of delivery, AI-supported workflows can process the documents automatically, bill the shipper, and settle with the driver – almost instantaneously. The system can also send documents to individuals in the shipper and consignee relationship based on commodity and delivery codes, further reducing manual labor.
- Attract only the best
Recruiting departments need to act quickly to have the best chance of hiring new drivers. When AI solutions are applied within recruiting software, they can automate the process of identifying the most qualified candidates, contacting those candidates, and processing their applications through workflows and third-party systems. Staff productivity increases because they’re not reviewing applications manually. Drivers are more satisfied as they’re assigned to positions based on their requests and qualifications. And the fleet safety is improved by ensuring drivers meet regulatory requirements.
- Right person, right information
Driver satisfaction starts at orientation. Often, however, drivers receive paperwork and training that’s not relevant to their position. When using an AI-based, automated onboarding system, drivers receive the appropriate documents, tools, and training. Plus, the system will route data and documents, based on company rules, to other departments such as dispatch, human resources, and accounting. This automatic, electronic process eliminates manual intervention and data entry, increasing accuracy and productivity.
- Sign on the electronic line
Providing operating agreements – initial and updated ones – to drivers is time-consuming, and so is managing the process. AI-based solutions can eliminate most of the manual activities such as generating paper documents, modifying leases, and ensuring drivers acknowledge, sign, and update their contracts. The automated workflows ensure agreements are specific to each driver and will send notifications if the documents are missing information such as signatures, dates, initials, or pages. Incorporating AI technology into this process ensures your agreements represent your company’s current terms and conditions, keeping your drivers aligned with your organization.
- What else can AI do for us?
In the transportation industry, AI solutions have changed the way we do business. And it’s for the better. Don’t let 2021 go by without a review of AI-powered workflow solutions that can increase efficiency, productivity, and reduce costs.
EBE’s AI workflow solution is called Navigator and automates repetitive tasks so your knowledge workers can excel in their given areas of expertise. Contact us to learn more.
Larry Kerr is president of EBE Technologies