Automation

Automate the back office. Retire the system you outgrew.

The work your team repeats every day, done by software: shipping booked, documents sent to each customer, reports showing up on their own. Each piece runs beside your current system until you trust it.

Say what you need

The head of Winston's freight desk at Elite Sales: 23 loads booked in one day, 128 that week and 1,320 all time, a line that nothing is failed, stuck, waiting on a broker or missing tracking, and the load history's search. — Winston at Elite SalesThe freight desk: 23 loads booked in one day, 128 that week, 1,320 all time, and nothing failed, stuck or waiting on a broker.

No downtime: the old system stays on the whole time
Cheapest carrier: every order, priced with all your carriers
Overnight: documents matched and sent after hours
Chased for you: missing paperwork, until it arrives

The old system is replaced one piece at a time, never all at once.
Each order goes out with the cheapest carrier at that day's rates, and its shipping paperwork is filled in for you.
Mill certificates, the test report that comes with each batch of metal, are matched to the shipment they belong to and emailed to the customer overnight.
When a certificate is missing, the mill is asked for it automatically and reminded on a schedule. A person steps in if it still does not come.
Your reports arrive on their own: a morning briefing, a list of open quotes, and monthly margin trends.
Built on the records already in your system, with plain notes on how it all works.

Winston's weekly trends: loads booked per day over the last fourteen days as a bar chart, and the all-time carrier mix with Estes at 43 percent, Southeastern Freight Lines at 22 and four more behind. — Winston at Elite SalesTwo weeks of loads booked by the day, and the carrier mix all time, so the desk sees which carrier wins the most routes.

Inside the back office

Shipping and its paperwork

Priced, booked, and filed before anyone opens a carrier's website

Every order is priced with each carrier at today's rates and the cheapest one wins. The paperwork is filled in, the tracking number collected and a copy filed.

Mill certificates

Matched to each shipment and sent overnight

Each night every shipped order is matched to the batch it came from and its mill certificate goes to the customer. A missing one is requested from the mill and chased until it arrives.

Reporting

Arrives without anyone building it

A short briefing each morning and evening, the largest open quotes by salesperson each week, and the margin trend each month, with nobody building a report.

Winston's shipment documentation screen: 4,108 mill certificates delivered all time, 426 this week and 222 customers told, with the four stops a certificate passes through and the counts waiting at each. — Winston at Elite SalesShipment documentation: 4,108 mill certificates delivered all time, 426 this week, each matched to the shipped lot and sent the night the order shipped, with the tracking and the packing photo when they were ready.

Winston's automation pulse: certificate sends per day for fourteen days, last night's run with 51 sent, 13 skipped and none failed, three follow-ups, and where the backlog sits. — Winston at Elite SalesThe nightly run at a glance: sends per day for two weeks, last night's 51 sent and none failed, and the seven certificates still waiting on a mill.

Beyond one industry

The examples above come from a distributor, so they talk about shipping and certificates. Your business may look nothing like that. Underneath, almost every office has the same four jobs, and they are the ones worth handing to software first. Quotes are the first of them, and the AI agents page shows that one end to end.

Quotes and proposals

Requests that come in are read, priced by your own rules, and drafted as a quote for a person to approve and send.

Documents that must match a job

Certificates, permits, warranties, and spec sheets matched to the right job, filed, and sent to whoever is waiting on them.

Follow-up that nobody wants to own

Suppliers, subcontractors, and anyone else you are waiting on, reminded on a schedule until the thing actually shows up.

Weekly and monthly reports

The numbers pulled together from your systems and delivered on their own, instead of a person rebuilding them by hand.

The top of Winston's dashboard: 4 pending review, 0 quotes this week, 1,320 shipments booked, 426 mill certificates in seven days, 290 win-back reactivations and 11 orders to the order system, over a health row for the freight checks, the nightly certificate run, the win-back emails, the database backups, the ops dashboard and call scoring. — Winston at Elite SalesThe dashboard's top line and, under it, the health of every automation behind the numbers: the freight checks, the nightly run, the win-back emails, the backups and call review, each with its last run.

Send a note

Or email papacode@papacorporation.com or call 786-860-7754.