AI Tools: scans, Copilot and Dispatcher

Good to know before you use AI

• AI tools are in the AI Tools menu group. They work during your free trial and while you're subscribed.
• AI can be wrong. Every scan shows you what it read and asks you to check it before anything is saved. Look at the numbers.
• There's a limit on how many AI requests one account can make in an hour, to keep things fair. If you hit it, wait a bit and try again.
• If AI says it can't read a file, you can always type the details in by hand.

Scan a rate confirmation or BOL

1. Open AI Tools › Scan Rate Con / BOL (or tap Scan rate con on the Loads page).
2. Tap the file box and take a photo, or choose a photo or PDF (JPG, PNG, WEBP or PDF). For a rate con with several pages, upload the PDF.
3. Under What is it? choose Rate confirmation, Bill of lading or Proof of delivery.
4. Tap Read with AI.
5. You see What the AI found: broker, MC, reference number, pickup and delivery places and dates, rate, miles, payment terms and commodity. Anything it couldn't find says not found.
6. Check it against the paper. Then tap Create a load from this to open a new load with the boxes filled in, or choose a load and tap Attach to file it on a load you already have.

Attaching a rate con, BOL or POD ticks the matching box on the load's closeout checklist. Every scanned file is also kept in Compliance & Records › Files & Uploads.

Scan a fuel receipt

1. Open AI Tools › Scan Fuel Receipt.
2. Tap the photo box. On a phone it opens the camera. Lay the receipt flat with good light and fill the frame.
3. Tap Read Receipt with AI.
4. On the Confirm the details page, check the vendor, Gallons, Total Amount ($), Date and State. Gallons, total and state are required. Add the odometer and truck if you want.
5. Tap Save Receipt. The receipt photo is saved with it.

Saved fuel receipts feed Compliance & Records › Fuel Efficiency, cost per mile and your IFTA worksheet.

Scan an expense receiptOwner, Accountant

Use AI Tools › Scan Expense Receipt for lumper fees, scale tickets, tolls, parking and repairs. It works just like the fuel scan. Tap Read Receipt with AI, check the Vendor, Amount ($), Category and Date (amount and category are required), then tap Save Expense. The expense shows up in Finance › Expenses.

AI CopilotOwner, Dispatcher

AI Tools › AI Copilot answers questions about your own business using the loads, expenses, invoices and fuel you've entered. It only knows what's in FleetDesk, and it says so when data is missing.

1. Open AI Tools › AI Copilot (called Profit + Dispatch Advisor).
2. Pick a Mode: Ask anything, Profit audit, Dispatch review, Collections / AR, IFTA + fuel audit or Broker message.
3. Type your question, for example "Which loads are weak?", "Draft a broker update" or "Who should I collect from first?"
4. Tap Analyze Operation. The answer has a bottom line, what the numbers show, risks and recommended next steps.

AI DispatcherOwner, Dispatcher

AI Tools › AI Dispatcher suggests which driver and truck should take each load. You are always in charge: nothing changes until you tap Apply.

1. Make sure you have loads, drivers and trucks added.
2. Open AI Tools › AI Dispatcher (called Auto-Assign Loads). Add Dispatcher notes (optional) such as "Marcus is off Friday".
3. Tap Generate AI Plan and read the plan.
4. If you like it, tap Apply AI Plan. The page tells you how many assignments were applied.

Other places AI helps

• AI Rate on the load form suggests a price (see Loads).
• AI Draft Notes on an invoice writes friendly payment notes.
• AI IFTA Analysis on the IFTA page looks for gaps before quarter end.
• Collections can draft a follow-up email for a late invoice.

You always read and send these yourself. AI never sends anything on its own.