Client Onboarding

Stop Losing Clients to Slow Onboarding

Custom AI solutions that integrate with your systems, cut manual work, and get new clients operational in days, not weeks.

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Industry Context

Logistics client onboarding is high-stakes and error-prone. Regulatory requirements like customs documentation, hazardous materials handling, and carrier compliance change frequently. Labor shortages and high turnover mean experienced staff aren't always around to guide new clients. Delays here hit revenue and client retention directly -- every day of onboarding delay can mean missed shipments and contractual penalties.

By the Numbers

14 days

average new shipper onboarding time

Deloitte Transport Ops, 2024

38%

of onboarding involves redundant credential checks

PwC Logistics, 2025

55%

reduction in onboarding time with AI verification

McKinsey Logistics, 2024

The Problem

What you're dealing with

Manually re-keying client-provided data (commodity descriptions, weight, dimensions) from PDFs or emails into your TMS, which causes errors and delays.

Chasing down missing or inconsistent documentation -- insurance certificates, carrier agreements, hazardous materials declarations -- across email threads and spreadsheets.

Onboarding teams spending hours validating address formats, service lanes, and special requirements against outdated internal wikis or Excel checklists.

New clients stuck in a 'testing' phase for weeks because your team can't quickly configure their unique requirements in legacy systems.

The Solution

How it works

We start by mapping your actual onboarding workflow -- not the documented version. Through AI-driven interviews, we capture how your team really works: where they copy-paste data, which spreadsheets they rely on, which systems they log into. Then we design a custom system that automates the repetitive parts -- data extraction from documents, validation against your rules, and system updates -- while keeping your team in control for exceptions. We build this on our proprietary platform, which lets us connect to your TMS, ERP, and communication tools without lengthy custom code. The result is a system that cuts manual entry, flags inconsistencies early, and lets your team focus on high-value client relationships instead of admin work. You get a working system in weeks, not months.

Arc

Extracts and structures data from client documents (PDFs, emails, forms) and maps it to your systems.

Wand

Validates extracted data against your business rules and compliance requirements, flagging discrepancies for review.

In Practice

Before and after

Before

A new client sends a PDF with shipment details and insurance certificates. Your onboarding specialist spends 45 minutes manually entering data into the TMS, then emails the client to clarify missing hazardous material codes. Two days later, they follow up again because the insurance certificate doesn't match your template.

After

The client uploads documents to a portal. The system extracts data, checks it against your rules, and pre-fills the TMS. Your specialist reviews only the exceptions -- like an unmatched hazardous code -- and approves the onboarding in 10 minutes. The client gets automated status updates throughout.

1 Client submits documents via email or portal
2 AI extracts and validates data against your rules
3 System pre-fills TMS and flags exceptions for human review
4 Onboarding specialist approves and triggers welcome workflow
5 Client receives confirmation and access to tracking

6 weeks

from kickoff to live solution

For a mid-sized logistics provider with complex customs documentation requirements

FAQ

Common questions

How do you handle integration with our legacy TMS or ERP?

We use APIs, file exports, or UI automation -- whatever your systems support. We've built connectors for most major logistics platforms and custom ones for home-grown systems.

What if our onboarding process changes frequently?

We design the system so your team can update validation rules and workflows without coding. You own the logic.

How is this different from buying an off-the-shelf onboarding SaaS?

Off-the-shelf tools require you to adapt your process to their limits. We build around your exact workflow, systems, and exceptions -- so it works on day one.

What about data security and compliance?

We follow your data governance policies. All processing happens in your environment or secure cloud instances. We don't store client data beyond what the system needs to function.

How do you measure success?

We track reduction in manual hours, onboarding timeline, and error rates -- and tie those back to your operational KPIs.