The Load Manager AI Email Module helps your team turn inbound transportation emails into organized, review-ready work. It can identify quote and load requests, prepare shipment details for review, match questions to existing loads, and draft suggested replies.
Your team remains in control. Load Manager AI does not automatically create a load or send an email. An authorized employee reviews the information and chooses the next action.
Availability: Access may need to be enabled for your company and users. Contact Load Manager Support if you do not see the AI Workbench.
How it works
- Email received: A message arrives in your company's connected mailbox.
- Request organized: Load Manager AI identifies whether the message is a quote request, load request, or question about an existing load.
- Work prepared: Relevant shipment or load information appears in the AI Workbench.
- Employee review: A member of your team checks the sender, customer, shipment details, matched load, warnings, and suggested response.
- Employee decision: The reviewer may approve the prepared quote, create a TMS load, or send the reviewed reply when those actions are available and authorized.
Before you begin
- Sign in with your Load Manager employee account. Customer portal and dashboard-only accounts cannot use the AI Workbench.
- Ask your Load Manager administrator to give you access to the AI Inbox. Employees who review prepared work also need reviewer access.
- Confirm that the Workbench displays your company, your employee account, the correct mailbox, and your available AI token balance.
Open the AI Workbench
Open the AI Inbox from your Load Manager menu. If the menu link is not yet available, ask Load Manager Support for the correct Workbench link for your account.
The Workbench includes:
- AI Inbox: View inbound email status and classification.
- Approval Queue: Review items that require a human decision.
- Tokens & Usage: View your company's available balance and usage.
You can also choose System, Light, or Dark display mode. This changes only the appearance of the Workbench.
Review a new quote or load request
- Open Approval Queue.
- Select Review extracted quote.
- Confirm that the sender is associated with the correct customer.
- Review the pickup, delivery, dates, rate, equipment, weight, reference numbers, and any warnings.
- Correct or complete any required information.
- Select Approve quote only after the information is correct.
- Review the approved item again.
- When load creation is available and appropriate, select Create TMS load.
- Open the resulting load and verify the customer, stops, dates, rate, weight, and reference information.
Approving a quote does not create a load. Creating the TMS load is a separate action.
Review a question about an existing load
- Open Approval Queue.
- Select Review load inquiry.
- Confirm the sender, customer, matched load number, status, reference numbers, and pickup and delivery information.
- Read the complete suggested subject and message.
- Confirm that the response answers only the customer's question and contains no unsupported information.
- Confirm the recipient shown in the response controls.
- Select Send approved reply only when you are satisfied with the complete response.
- Refresh the review page until the delivery status is displayed.
If the status says Outcome needs reconciliation, do not send the message again. Contact your administrator or Load Manager Support so the result can be checked without risking a duplicate email.
Important safeguards
- Every quote, load, and reply remains subject to employee review.
- AI does not automatically create quotes or loads.
- AI does not automatically send email replies.
- Attachments are not sent by the AI reply workflow.
- Changed or outdated work must be refreshed and reviewed again.
- Employees can access only authorized company information.
- Never include passwords, API keys, credentials, or complete sensitive customer email content in a support request.
Test the module safely
Use a dedicated test customer, a known email address, and information that is clearly labeled as a test.
Test Workbench access
- Sign in with an employee account that has AI access.
- Open the AI Inbox, Approval Queue, and Tokens & Usage pages.
- Confirm that the correct company, employee, mailbox, and token information appears.
- Confirm that no information from another company is visible.
Test a quote request
- Send one clearly labeled test quote request from an email address associated with your test customer.
- Include unique pickup, delivery, date, equipment, weight, and reference details.
- Open the AI Inbox and locate the corresponding message.
- Open the item from the Approval Queue.
- Compare every extracted field with the original email.
- Approve the quote only if the required information is correct.
- Create a TMS load only if your test plan includes load creation.
- Check Tokens & Usage and confirm that the activity appears once.
Test an existing-load inquiry
- Choose a known test load and an authorized customer email address.
- Send one simple status question containing an exact reference to the test load.
- Open the resulting item in the Approval Queue.
- Confirm that the correct load was matched.
- Review the entire suggested subject, message, recipient, and displayed load information.
- Stop after reviewing the draft unless your test includes sending an email.
- If sending is authorized, select Send approved reply once and confirm that exactly one message reaches the test recipient.
Troubleshooting
I cannot open the AI Workbench
Sign in with an employee account and ask your administrator to confirm that AI access has been assigned. Contact Load Manager Support if the feature still does not appear.
The AI Inbox has no email activity
The connected mailbox may not have processed an eligible message yet. Confirm that the test email was sent to the correct mailbox and allow time for processing.
The Approval Queue is empty
No classified work may be waiting for review. Check the AI Inbox for the message's current status.
The suggested reply is unavailable
The message may not have matched an authorized customer or current load. Do not send a manual copy of an unverified AI response; ask your administrator or Load Manager Support to review the item.
The Send button is unavailable
Review the matched load, recipient, response, and any visible warnings. One or more required checks may still be incomplete.
No AI tokens are available
Ask your administrator or Load Manager Support to review your company's AI access and token balance.
Contact Load Manager Support
When reporting a problem, provide:
- your company code and employee username;
- the page name and approximate time;
- the visible status or error message;
- a safe test subject or reference number; and
- whether you selected Approve quote, Create TMS load, or Send approved reply.
Do not send passwords, API keys, credentials, complete sensitive email bodies, or customer-sensitive attachments.
Call 631-724-9400 or email support@loadmanager.com for assistance.
