The operations manual + ready-made tools that turn a client's messy email into a quote ready to send — in minutes, not hours. The AI prepares; you decide and you sign. With your email, Excel and an AI assistant. No TMS. No developers.
This is not software. You work in Excel and in ChatGPT or Claude — with the tools and the manual in this playbook.
BUILT FROM THE PROCESSES USED DAILY INSIDE A FREIGHT FORWARDER
WITH €7.7M ANNUAL REVENUE
Subject: FW: FW: urgent transport Arad ...production line down since this morning. 2 pallets metal parts, one about 120x80x95... together they weigh around 900 kg, maybe a bit over. Delivery TOMORROW by 10 am...
ROUTE: Arad → Stuttgart, DE
CARGO: 2 pallets / 900 kg / 1.39 m³ / 0.6 LDM
DEADLINE: tomorrow 10:00 · TIME-CRITICAL
MISSING: exact address · firm weight
→ questions ready to send
The movie every quoting desk knows:
The request lands in the shared inbox.
First read — everyone was chasing yesterday's shipments.
Email back to the client: dimensions are missing.
The client replies. Requests go out to three carriers, each with slightly different data.
The quote goes out. The client booked at hour 6 — with the first one who answered seriously.
The first credible quote has the best odds of winning. Not the cheapest — the first credible one. This system exists so that's you.
Every request — from email or WhatsApp — gets a tracker row within 10 minutes and walks the same path. The AI does the mechanical work; your people make the decisions.
15 ready-made instructions: they extract data from any chaotic email, flag what's missing, write the carrier requests, compare the offers and call out the trap clauses.
CBM, chargeable weight, margin and response time — calculated automatically. Plus a dashboard that shows you on Friday your win rate and why you lose: price, speed or a silent client.
Below €1,000 it runs on its own, the middle needs your sign-off within 15 minutes, large amounts and special risks go to the boss only. The AI never gets the company stamp.
13 files, ready to use. Your first quote through the system: under 30 minutes from download, following the Quick Start guide.
| 00 | Quick Start — your first quote through the system, step by step | |
| 01–02 | The complete system guide: the path of a request, the 9 mandatory data points, the metrics, the rollout plan | PDF · 30+ pages |
| 03 | The RFQ tracker (empty) + the DEMO tracker filled with 8 shipments, so you see the system in use | Excel ×2 |
| 04 | The 15 prompts — editable, you customize them once | Word |
| 05 | 12 email templates: quotes for every mode, carrier requests, the clean decline, lost-deal feedback | Word |
| 06 | The WhatsApp annex: the prompt for fragmented conversations + 6 quick replies | |
| 07 | The decision-authority sheet — Excel on two axes: amount and risk | Excel |
| 08 | The 7-day plan, printable — for the wall | |
| 09 | The end-to-end example: one request processed in full, every input and output | |
| 10 | The license + data-safety guide (what you never paste into AI, GDPR in brief) | |
| 11 | For 1–2 person companies: the phone version + connecting Gmail to the AI | in the guide |
This is NOT software. You don't get a dashboard, an app or a program to install. You get an operating system for your quote desk: the manual, the auto-calculating Excel tracker, the prompts, the email templates and the rollout plan — built by a practitioner, used daily. You will work in Excel and in Claude or ChatGPT.
⚠ You need a Claude or ChatGPT account separately (the free tier works to start; at volume the subscription is ~€20–30/month, contracted directly by you — not included in the price).
If what you're looking for is a program with buttons, this product isn't for you — and we'd rather say it here than in the refund email.
No guide, no WhatsApp/annexes, no authority sheet
Secure card payment · invoice issued to your company
4 slots per month · payment (€950 + VAT) after the initial assessment, before customization
AI tool subscriptions (~€20–30/month, contracted directly by you) · unlimited customization — max. 3 iterations per prompt and tracker are included; new data structures from your partners are handled in a separate session · Google Workspace / Microsoft 365 accounts or administration · software development and TMS integrations · legal, tax advice or GDPR audits · sessions after the 30 days (available separately) · guarantees of commercial results — the system shortens the path of the request; your offer still has to win the shipment.
No. It's an operating system for your quote desk: a manual + Excel tracker + prompts + email templates + rollout plan. You work in the tools you already have. That's exactly what makes it implementable in a week, with no IT.
Both. The prompts are written to work in either; the free tier is fine for testing, the paid subscription (~€20/month) is recommended at volume.
Really none. If your team can copy-paste and open a spreadsheet, it has everything it needs. Nothing gets installed; for the base setup nothing connects to anything. The Gmail connection is an optional shortcut, explained step by step.
That's exactly what the system is built for. Threads forwarded six times, dimensions in inches, "about 2 tons", WhatsApp voice notes — the extraction prompt untangles them and flags what's missing, without guessing. And day 2 of the plan includes calibration on your clients' style.
It doesn't send. The authority sheet is the written policy: below your threshold it runs alone, the middle gets a human confirmation within 15 minutes, large amounts and special risks go to the boss only. The AI prepares; a human signs.
You pay by card, instantly receive the download link by email, and the invoice is issued to your company details the same day. The license covers one company, with all its employees.
The package includes a dedicated data-safety guide: what you never paste (ID numbers, accounts, end-client names when not needed), how to clean an email in 20 seconds, and why a company account differs from a personal one. House rule: paste into AI only what you'd show a brand-new subcontractor.
Not by a marketing agency. The author runs an active freight forwarder across air, road, sea and rail, including time-critical work.
Copy prompt P1, paste a real email, and see structured data on screen — before you read the first page of the guide.
With one condition: tell us which (anonymized) email the prompt failed on. That feedback is worth more to us than the refunded amount.