TIO for Back-Office
Your team should be doing freight. Not data entry.
Back-office ops teams spend the bulk of their day extracting fields from emails and entering them into a TMS by hand. TIO reads every inbound message, extracts what matters, and stages each record for your team's review.
How TIO Works
Five stages. One action queue.
Email classification on arrival
- TIO reads every email in the shared ops inbox and classifies it by type: pre-alert, booking confirmation, rate quote, arrival notice, LFD, trucker confirmation, or POD
- Each email routes to the correct job queue without manual tagging or folder sorting
- Your team opens TIO's sorted action queue instead of a wall of unread messages
- LFD notices surface at the top of the queue, not buried under carrier newsletters and customer updates
- Classification happens before your team opens the inbox
Priority and urgency routing
- TIO assigns urgency to each inbound email based on type and deadline proximity
- LFD notices with under 3 days of free time surface as priority items in every operator's tray
- CBP exam notices and customs holds route to the top of the queue immediately on arrival
- Routine confirmations and status updates populate the background queue for batch review
- Your team works the urgent items first without having to read every message to find them
Action queue: sorted by urgency
LFD Notice
TCKU3456789: 2 days left
Pre-Alert
EGLV142601110962
Booking Confirmation
OOLU2026-04821
Rate Quote
Shanghai → LAX · Hapag-Lloyd
4 items · 1 urgent Work queue →
Pre-alert field extraction
- TIO extracts MBL, HBL, container number, vessel, voyage, ETD, ETA, shipper, consignee, commodity, weight, and piece count from every pre-alert
- Manual pre-alert extraction runs 8 to 12 minutes per shipment; TIO completes the prep before your team opens the email
- Confidence score on every extracted field. Low-confidence fields flag for manual review; high-confidence fields stage for one-click approval.
- Multiple documents in the same thread (pre-alert + commercial invoice + packing list) each route to their own extraction queue
- Your team reviews the staged lot and approves creation. The TMS record is written once.
Commercial invoice and packing list extraction
- TIO extracts shipper, consignee, invoice number, line items, total value, currency, and incoterms from commercial invoices
- Packing list extraction pulls carton count, gross weight, net weight, dimensions, and commodity per line
- Both documents cross-reference against the pre-alert. Discrepancies surface before the lot is created.
- PDF attachments, inline tables, and forwarded email attachments all extract with the same accuracy
- No manual re-keying from attachment to TMS field
Pre-alert extraction 7 / 7
MBLEGLV14260111096299%
HBLSE2604005699%
VesselCOSCO UNIVERSE 012E97%
ETD/ETAJun 20 · Jul 8 LAXL95%
CtnrTCKU3456789 · 40HQ99%
HTS staging Review
HTS8471.30.010074% ⚠
ISF 10+2 staging
- TIO extracts all ten ISF buyer, seller, manufacturer, ship-to, consolidator, and stuffing location fields from origin agent emails and commercial invoice attachments
- Missing fields flag before the ISF filing deadline, not after the CBP penalty arrives
- TIO checks for HTS classification completeness and flags codes that appear inconsistent with the declared commodity
- The staged ISF record routes to the licensed filer with all extracted fields and source document references
- Your filer reviews the staged data and approves the submission. Human review on every ISF filing.
Customs doc routing and arrival notice
- TIO drafts the customs document packet to the broker with CI, PL, and BOL attached once documents are complete
- Arrival notice drafts from the same job record, same action queue, with no switching between threads
- CF7501 forwards to the customer the moment the broker returns the customs entry
- Document gaps surface before your team tries to route. TIO checks for completeness before the draft is generated.
- Origin agent, broker, and customer stay synced without manual forwarding between threads
ISF 10+2 fields 9 / 10
SellerGuangdong Elec. Ltd.98%
BuyerAcme Import Co99%
MfrGuangdong Elec. Ltd.96%
HTS8471.30.010074% ⚠
StuffingMISSING!
Filing deadline2 days
Exception detection and priority routing
- TIO detects rolled cargo, blank sailings, booking changes, LFD expiry risk, CBP exam notices, and customs holds on email arrival
- Each exception surfaces in a priority queue with full job context: affected container, carrier, original booking, and the specific exception type
- LFD risk at under 3 days gets a separate urgent flag that appears in every operator's queue regardless of who owns the job
- CBP exam notices route immediately to the named filer and the ops lead
- No exception sits in an unread inbox
Customer notification drafts
- TIO drafts a suggested customer response for every exception: vessel rollover, blank sailing, customs hold, exam
- The draft carries full context: carrier name, original ETD, new estimated departure or release window
- Your team reviews the draft and sends with one click. The customer gets a proactive update before they call.
- Exception close requires a named team member confirmation: issue resolved, customer notified, lot updated
- TIO logs the exception and its resolution against the job for the billing and audit trail
Active exceptions
LFD 1 day
MSCU4872301 · LAXL
Rolled cargo
TCKU3456789 · Evergreen
CBP Exam
OI-2026-04798 · VACIS
Draft: rolled cargo, Acme Import
CarrierEvergreen · EGLV
Original ETDJun 18
New ETD (est.)Jun 25
Draft ready for review Send update →
Invoice-to-rate matching
- TIO matches every carrier and trucker invoice against the rate approved at booking
- Overbilling on drayage, undisclosed documentation fees, and wrong-job charges surface before payment clears
- Each discrepancy routes to the billing lane with full context: carrier, original rate, invoice amount, and the specific difference
- Your team reviews the match result and approves or flags the dispute, with no reconstructing from memory
- TIO tracks dispute status and flags overdue replies in the billing queue
Document completeness and lot close
- TIO checks every job for document completeness before billing closes: CI, PL, BOL, customs clearance, POD
- Jobs with missing documents surface in the review queue before your team tries to close the lot
- POD receipt detected automatically when the trucker's confirmation arrives
- Lot close is a named team member action: POD matched, documents complete, invoices reconciled
- Every closed lot has a complete audit trail: who approved each step and when
Invoice match: OI-2026-04821
A&B Trucking · Drayage $650: Match ✓
Evergreen · Ocean freight $2,850: Match ✓
Evergreen · Doc fee $75: Not quoted ⚠
Billing status queue
OI-2026-04821 Review
OI-2026-04806 Pending
OI-2026-04798 Closed ✓
3 jobs · 1 ready to close Close lot →
Ocean importOcean exportAir importAir exportISF filing
No rip, no replace
TIO connects to your existing TMS via API and pre-fills records for your team's review. CargoWise, Magaya, Descartes, GoFreight, or any TMS with a REST or SOAP API. Your filing path, your TMS, and your team's workflow don't change. Setup takes under a week for most forwarders.