/ QUOTE INBOX INTAKE/ COMPLETENESS CHECKS/ HUMAN APPROVAL

For independent freight forwarders handling quote requests through email and attachments. One inbox, ten business days, and human control.

Quote Requests Complete Before Pricing Begins.

Microsoft 365
Google Workspace
HubSpot
Pipedrive
Exact Online
AFAS

Representative systems only. Connection options depend on access, APIs, exports and security requirements.

The Work Before Pricing Starts

Missing Shipment DataAttachments to RecheckUnclear OwnershipConflicting DetailsSlow Pricing Handoff

One Pilot, Three Controlled Steps

Structure the request, surface exceptions, and prepare a reviewable internal handoff to pricing.

A fixed-scope path from evidence to decision

Nothing is built in production before the current process, test data, reviewer, and acceptance criteria are agreed.

Baseline the current quote intakeHistorical requests are reviewed to agree the required fields, risks, routing rules and test cases that form the pilot baseline.
PILOT PHASE 01SYNLARA SYSTEM DESIGN
EVIDENCEHistorical RequestsEmail · PDF · Sheet
DEFINEFields, Risks & RulesReviewer agreed
OUTPUTTest BaselineCases + acceptance criteria
Baseline the current quote intakeEvidence first · 30–100 anonymised historical requests.

1.Baseline the Current Intake

Review 30–100 anonymized historical requests and agree the required fields, risks, routing rules, and test cases.

Build and run in shadow modeCopied or historical inbox items are extracted, checked and routed into a reviewer queue without making production changes or sending customer communication.
PILOT PHASE 02SYNLARA SYSTEM DESIGN
INPUTCopied InboxHistorical or mirrored
SHADOW SYSTEMExtract, Check & RouteNo live writes
CONTROLReviewer QueueHuman decision
No Production WritesNo Customer Emails
Build and run in shadow modeControlled learning before production access.

2.Build in Shadow Mode

Process copied or historical requests without production writes, automatic rates, bookings, or customer emails.

Test, review and decideThe agreed test set is compared and corrected before a runbook and controlled rollout decision are delivered.
PILOT PHASE 03SYNLARA SYSTEM DESIGN
TESTAgreed Test SetKnown cases + exceptions
REVIEWCompare & CorrectResults + corrections
DECISIONRunbook + RolloutProceed · Adjust · Stop
Test, review and decideA rollout is discussed only after the agreed evidence is reviewed.

3.Test, Review & Decide

Run the agreed test set, document corrections, deliver the runbook, and decide whether a controlled rollout is justified.

  • Outlook
  • Gmail
  • Excel
  • Google Sheets
  • Microsoft Teams
  • SharePoint
  • Power BI
  • Exact Online
  • AFAS

Keep the Systems Your Team Already Knows.

For the Quote Inbox Pilot, Synlara starts with a copied or historical inbox and sends reviewed output to one agreed internal tool or sandbox. Any live connection is confirmed during scoping; a full TMS replacement remains outside scope.

Third-party product names and permitted logos are shown as representative examples only. They do not imply partnership, endorsement or a pre-built integration. Technical feasibility is confirmed during the Quick Scan.

/ 01

Request Extraction

Structure shipment details from one shared quote inbox and its attachments.

  • EMAIL, PDF, DOCX & XLSX INTAKE
  • AGREED SHIPMENT FIELD SCHEMA
  • SOURCE TRACEABILITY
  • LOW-CONFIDENCE FLAGS
PILOT SYSTEM01 / 04
EMAILPDFXLSX
EXTRACT + LINKKEEP SOURCE
STRUCTURED REQUESTREADY
ORIGIN
Rotterdam
EML
WEIGHT
840 kg
PDF
READY DATE
Not found
MISSING
Email and attachments are transformed into a source-linked structured shipment request.
/ 02

Completeness Checks

Make missing, conflicting, and risk-sensitive information visible before pricing.

  • REQUIRED-FIELD VALIDATION
  • CONFLICT & DUPLICATE CHECKS
  • DANGEROUS-GOODS & RISK FLAGS
  • NO INVENTED CRITICAL VALUES
PILOT SYSTEM02 / 04
REQUIRED FIELDS06 CHECKS
  • IncotermFCACOMPLETE
  • Ready date—MISSING
  • DG statusConflictREVIEW
  • CommodityPartsCOMPLETE
HUMAN GATE2 exceptions
Required shipment fields are marked complete, missing or conflicting before pricing.
/ 03

Human Review & Routing

Keep operational control while preparing a clear internal handoff.

  • PROPOSED INTERNAL OWNER
  • APPROVAL-ONLY CLARIFICATION DRAFTS
  • LOW-CONFIDENCE REVIEW QUEUE
  • NO AUTOMATIC CUSTOMER EMAILS
PILOT SYSTEM03 / 04
REVIEW QUEUE02 OPEN
01
Ready date missingClarification required
CHECK
02
DG status conflictHuman decision
HOLD
APPROVED REQUESTRoad Pricing — West
ASSIGNED
Exceptions enter a human review queue before the request is assigned to an internal pricing owner.
/ 04

Audit & Handover

Evaluate the pilot with a fixed test set and documented operating rules.

  • APPROVAL & CORRECTION HISTORY
  • DUPLICATE PROTECTION
  • BASELINE COMPARISON
  • DOCUMENTED RUNBOOK
PILOT SYSTEM04 / 04
AUDIT TRAIL · QI-024ACTIVE
  1. Source received
  2. Correction recorded
  3. Owner assigned
RUNBOOKDocumented
TEST SETCompared
HANDOVER READY
An audit timeline and documented runbook preserve corrections, approvals and the final handover.

A Pilot, Not a Hidden TMS Project

The scope is designed to test one pre-pricing problem safely before either side commits to a larger rollout.

SynlaraFull TMS ProjectManual Intake
ScopeOne inbox and one request typeBroad system implementationExisting manual process
Starting pointHistorical data and shadow modeProject-dependentLive operational work
Customer emailsHuman approval requiredDepends on configurationSent manually
Rates & bookingsNot includedMay be includedHandled manually
EvaluationFixed test set and audit trailProgram milestonesOften not measured

A paid pilot with a fixed starting scope

The first engagement is one quote inbox, one team or transport mode, one reviewer, and an agreed test set.

Process Fit Call

For freight forwarders who want to determine whether their quote volume and intake process fit the pilot.

No charge

15-minute qualification call
  • Last 10 quote requests
  • Weekly request volume
  • Current intake steps
  • Clear fit or no-fit answer
Quote Inbox Pilot

A fixed-scope, ten-business-day pilot for one inbox, one team or transport mode, and one operational reviewer.

€1,250

excluding VAT · first 3 design partners
  • €500 at kickoff
  • €750 after acceptance testing
  • 30–100 historical requests
  • Shadow mode before rollout
  • 2 weeks of aftercare
  • Fully credited toward a rollout signed within 14 days
Controlled Rollout

A separately scoped rollout based on the tested workflow, security requirements, integrations, and agreed controls.

From €3,900

excluding VAT · only after a successful pilot
  • Production access by agreement
  • Client-specific credentials and data
  • Documented approval gates
  • Optional support from €350/month
  • Model and hosting usage billed separately

It turns requests from one shared freight quote inbox into structured, completeness-checked, assigned, and reviewable internal pricing tasks.

The initial pilot is designed for independent Dutch freight forwarders with roughly 8–60 employees and at least 15 relevant quote requests per week or five hours of manual intake work.

No. The pilot is a controlled pre-pricing intake layer. It does not calculate rates, set margins, create bookings, handle customs, or replace your TMS.

The first three design-partner pilots cost €1,250 excluding VAT: €500 at kickoff and €750 after the agreed acceptance tests. This is a paid pilot, not a free proof of concept.

Ten business days after the agreed access, 30–100 historical examples, and one operational reviewer are available. The first phase uses historical data or shadow mode.

No customer email or risk-sensitive action is taken without human approval. Low-confidence or conflicting information is sent to review instead of being treated as fact.

How Many of Your Last Ten Requests Were Ready to Price?

If several needed clarification or internal sorting, share your current intake process and weekly quote volume.