AI Freight and Logistics Administrator · Australia
Tobin keeps the proof-of-delivery register current, prepares carrier booking requests, checks freight invoices against approved bookings and rates, and logs delivery exceptions. Your team approves every booking, external message and payment.
Consignment records for the team that approves every release and safety call.
Refresh the consignment and proof-of-delivery register
CHECKPrepare carrier booking requests from approved orders
APPROVEMatch freight invoice lines to bookings and approved rates
CHECKHand off missing proof, invoice differences and open exceptions
HANDOFF[ THE WEEKLY RECORD ]
At the end of each week, each despatched consignment has proof of delivery on file or appears on a dated chase list. Freight invoice differences and delivery exceptions have a visible owner and next step.
Update each consignment and proof-of-delivery record from carrier exports, notification emails and uploaded documents.
Prepare follow-up drafts for missing proof of delivery and record each approved send and reply.
Prepare booking requests and changes from approved orders for a named human to release.
Match freight invoice lines to bookings and the approved rate card; flag each difference.
Log late, short, damaged and refused deliveries with the evidence received and a human owner.
Draft customer ETA replies from carrier status for approval before sending.
Excluded work: dangerous goods documentation, vehicle safety and scheduling calls, customs entries and advice, carrier or rate selection, invoice payment and freight liability decisions, and driver direction. These stay with your responsible people.
[ THE APPROVAL LANES ]
Internal record work can run within the agreed scope. External actions wait for a named human. Safety, customs and money decisions remain with your responsible people.
Internal records and drafts within the agreed workflow.
A named human approves before release or external contact.
Outside Tobin's authority.
[ MINIMUM ACCESS ]
The register lives in your systems or a client-owned sheet. Tobin keeps no copy of consignee personal details beyond the engagement. Access begins read-only; a register write requires your express grant.
The load audit uses a blank register, redacted exports and your approved rate card format. Live data access and retention are mapped during onboarding.
Identify order or despatch records, carrier updates, proof inbox and approved rates.
Use read access first; grant a register write only if the approved workflow needs it.
Test missing proof, a short delivery, an invoice difference and a safety concern.
Name who releases bookings, approves messages and payments, and receives escalations.
[ OPERATING SPECIFICATION ]
Proposed timings are a next-business-morning chase entry for new proof gaps, invoice matching within two business days of receipt, and a weekly report on a fixed day. The delivery team confirms these against service terms during onboarding.
Set up read access, load the approved rate card and carrier list, back-fill the prior month's consignments and review the first report with your approver.
The delivery team confirms a range of consignments per week and carriers per seat. Beyond it, narrow the scope or add a seat.
Escalate after the agreed carrier chase count, for damage or shortage evidence, and for invoice differences over your threshold.
Any document that appears to involve vehicle safety or dangerous goods goes straight to your named person, outside the standard queue.
Capacity and turnaround are confirmed during onboarding for your consignment volume, carrier count, reporting day and service terms.
[ FREIGHT LOAD AUDIT ]
Bring redacted despatch and carrier records to choose one bounded workflow and its human approvals.
[ FROM AUDIT TO TRACKED WORK ]
Review redacted records and choose the first workflow.
Confirm sources, rate card, retention and register permissions.
Check missing proof, invoice differences, damage and safety handoffs.
Your approver checks the report, cadence and exception route.
[ BEFORE THE AUDIT ]
Tobin prepares booking requests from approved orders. Your named person approves each booking or change before release.
Tobin drafts the message from the carrier record. A named human approves every external send.
No. Tobin matches invoice lines to bookings and the approved rate card and flags differences. Your team approves and pays.
Your responsible people classify and pack dangerous goods and decide load restraint, mass, dimensions, driver fatigue and scheduling feasibility. Tobin sends any safety concern straight to them.
No. Customs entries, tariff classification and duty advice stay with a licensed customs broker and your team.
Otto handles supplier orders and acknowledgements. Tobin keeps the carrier-side consignment record, proof of delivery and freight invoice checks.
No. Tobin can work from order exports, carrier emails, an approved rate card and a client-owned sheet. Access and any register write are agreed during onboarding.
The report shows consignments despatched, proof of delivery on file and outstanding by age band, invoice lines matched or flagged, and open delivery exceptions by type.
A carrier that does not respond after the agreed chase count, evidence of damage or shortage, an invoice variance above your threshold or a safety concern goes to the named human.
The delivery team confirms a range of consignments per week and carriers per seat during onboarding. Above that range, the scope narrows or a second seat is considered.
[ START WITH YOUR OWN RECORDS ]
Map proof-of-delivery gaps, invoice checks and delivery exceptions with each approval assigned to a person.
Book the Freight Load Audit Direct with the founder