Plavno
Cases
AI Agent for Carrier Procurement & Load Matching

AI Agent for Carrier Procurement & Load Matching

An AI procurement agent for a freight brokerage that matches loads to the right carriers, negotiates within rate guardrails over email and phone, vets carriers for compliance and books the load in the TMS.

Build a Similar Solution

2–4%

Better gross margin per load

Rate guardrails from market and lane history

Margin

Rates

Negotiation

Loads covered per carrier rep

Agent handles outreach and follow-ups

Productivity

Capacity

Scale

100%

Carriers vetted before booking

Authority, insurance and safety checks

Compliance

Fraud prevention

50–70%

Faster time-to-cover

Ranked carrier list and parallel outreach

Time-to-cover

Matching

Speed

Ready-made Solution

Capacity Sourcing at Agent Speed

Carrier reps spend hours calling down lists for every load. Our AI agent for procurement of freight capacity does the matching, outreach and first round of negotiation, and hands the rep a ready-to-book deal.

Load-to-carrier matching on lanes, equipment, history and performance
Parallel outreach by email, SMS and AI voice
Rate negotiation inside floor and ceiling guardrails
Carrier vetting and fraud checks before every booking

AI procurement agent

Load matching

Freight brokerage

TMS

Problem

A US freight brokerage moving 8,000 loads a month relied on reps working phone lists and load boards.

Results:

Slow coverage on hard lanes and last-minute loads
Margins eroded by rushed, high carrier rates
Double-brokering and identity fraud risk
Rep headcount growing linearly with volume

Challenge

Predict which carriers will actually take a load
Negotiate without leaving money on the table or losing the carrier
Run outreach across email, SMS and phone without spamming carriers
Stay inside compliance rules and the existing TMS workflow

AI-driven development

Solution

Plavno built a multi-agent capacity desk with our AI agents development and demand forecasting teams, as part of how we build enterprise AI solutions for logistics.

Product Highlights

Matching model ranks carriers by acceptance probability, service score and rate
Rate engine sets target, floor and walk-away from lane history and market data
Outreach agent contacts carriers in parallel by email, SMS and AI voice
Negotiation agent handles counters inside guardrails, escalates edge cases
Vetting agent checks authority, insurance, safety rating and fraud signals
Rep cockpit shows offers, history and one-click booking

User Flows

New load: load created in TMS → carriers ranked → parallel offers sent
Negotiate: carrier counters → agent responds within guardrails → rep approves final rate
Book: carrier vetted → rate confirmation sent → load booked and tracked

Experience & Scale

First offers out in <2 min after load creation
20K+ carriers in the scored network
Per-carrier contact limits to protect relationships

Architecture Overview

Deep Dive: Project Architecture

Data layer: TMS loads, lane history, carrier profiles, market rate feeds
ML models: acceptance prediction, rate recommendation, carrier scoring
Agent orchestration: outreach, negotiation and vetting agents with shared load state
Channels: email, SMS and voice AI with call transcripts
Compliance services: FMCSA authority, insurance and fraud checks
TMS integration: load intake, booking, rate confirmation, status updates
Analytics: time-to-cover, margin, acceptance and agent performance

Challenges

Hard Problems We Solved

Predicting acceptance

Lane and carrier history improved hit rates over static preferred lists.

Negotiating safely

Hard floors and ceilings keep every counter-offer within margin targets.

Freight fraud

Identity and authority checks block risky carriers before booking.

Carrier relationships

Contact limits and personalized offers avoid spamming good partners.

Data Protection

Security & Privacy

Commercial data protection

Rates and margins visible only to authorized roles.

RBAC

Encryption

Margin data

MVP

Fraud controls

Authority, insurance and contact-change monitoring.

Fraud prevention

Vetting

FMCSA

MVP

Communication audit

Every message, call transcript and offer stored with the load.

Audit

Transcripts

Traceability

MVP

Benchmarks

Scale & Reliability

Parallel outreach

Hundreds of loads worked at once during peak hours.

Concurrency

Queues

Peaks

Market-aware pricing

Rate models refreshed with current market data.

Market data

Retraining

Pricing

Human override

Reps can take over any negotiation instantly.

Human-in-the-loop

Takeover

Control

Resilient channels

Fallback from voice to SMS and email on failures.

Fallback

Omnichannel

Retries

Innovative Experience

Industries & Use Cases

Freight brokers

Spot and contract load coverage.

Shippers with private fleets

Overflow capacity sourcing.

Procurement teams

Supplier sourcing and RFQ handling beyond freight.

Delivery Crew

Project Team

High-performing developers for growing companies

Jonas

DevOps / SRE

Automates infrastructure with Terraform and CI/CD. Manages EKS scaling, monitoring, and 99.9%+ reliability targets

EKS

Terraform

CI/CD

Observability

SLOs

Erik

Security Engineer

Implements secure authentication and access control. Specializes in SSO/SAML, RBAC, and secrets management.

SSO

SAML

RBAC

Vault

Security

Clara

QA Lead

Leads QA strategy and automation across API/UI. Uses PyTest and Playwright for test coverage, performance, and security checks.

Automation

Playwright

Cypress

Performance

Martin

Data Engineer

Owns data pipelines and analytics infrastructure using ETL and dbt. Experienced with ClickHouse, Redshift, and BI metric stores.

ETL

dbt

ClickHouse

Redshift

BigQuery

Sofia

Integrations Engineer

Develops integrations with EHR, CRM, and productivity tools. Works with FHIR/HL7, Salesforce, HubSpot, and calendar APIs.

FHIR

HL7

Salesforce

HubSpot

Calendars

Webhooks

Tomas

Realtime / RTC Engineer

Implements low-latency RTC pipelines. Expert in WebRTC, SIP/IVR, and call infrastructure with Twilio and Genesys.

WebRTC

SIP

IVR

Twilio

Genesys

Alex

Backend Lead

Builds scalable backend services in Python and Node.js. Designs domain-driven APIs with FastAPI, Postgres, and Kafka eventing.

Python

FastAPI

Node.js

Postgres

Kafka

.NET

Eugen

Mobile Lead

Delivers native-quality apps with React Native for iOS and Android. Specializes in offline mode, push notifications, and deep links.

React Native

iOS

Android

Offline

Push Notifications

Emma

Frontend Engineer

Implements reusable UI components, forms, validation, and analytics. Ensures high-quality user experience with i18n support. 

React UI

Library

Forms

Validation

Analytics

i18n

Viktor

Frontend Lead

Architects performant frontends with TypeScript and React/Next.js. Focused on SSR, accessibility, and real-time WebSocket/WebRTC clients.

TypeScript

React

Next.js

SSR

WebRTC

Pavel

Telephony Architect

Implements secure authentication and access control. Specializes in SSO/SAML, RBAC, and secrets management.

Telephony

SIP

QoS

Routing

IVR

Irina

Clinical NLP Specialist

Maps medical language to SNOMED and ICD-10 taxonomies. Tunes triage protocols and red-flag symptom detection.

NLP

SNOMED

ICD-10 Clinical

Triage Taxonomy

Victor

RAG / Knowledge Engineer

Implements retrieval-augmented generation with FAISS and Pinecone. Optimizes re-ranking, grounding, and citation pipelines.

RAG

FAISS

Pinecone

Grounding

Re-rankers

Katarina

NLU & Orchestration Engineer

Designs dialog orchestration with LangGraph. Focused on intent detection, slot filling, and policy-based decision flows.

LangGraph

NLU

Dialog

Guardrails

Policies

Mikhail

ASR / Audio ML Engineer

Builds low-latency streaming ASR and audio ML pipelines. Expertise in diarization, VAD, and acoustic optimization.

ASR

Audio

ML Conformer

Diarization

VAD

Anton

Analytics Lead

Builds funnel and performance dashboards. Tracks TTA, FCR, CSAT metrics and leads A/B testing.

LangGraph

NLU

Dialog

Guardrails

Policies

Alex

Solution Architect

End-to-end solution design, cloud security, and scaling expert. Experienced in distributed systems and microservices architecture.

AWS

GCP

Kubernetes

Terraform

gRPC

REST

Michael

Project Manager

Manages agile sprints, risk assessment, and quality control. Coordinates cross-functional teams and multi-vendor collaboration.

Scrum

Agile

Risk

Management

Quality

Coordination

Anastasia

UX/UI Lead

Designs accessible, multilingual interfaces and user flows for patients and representatives. Expert in design systems and Figma prototyping.

UX/UI

Accessibility

Figma

Design Systems

UX Research

UX Audit

Eugene Katovich

Sales Manager

Reps still working the phones for every load?

Let's look at what an AI capacity desk would cover.

Talk to an Expert

Gain the Edge

Key Performance Flow

From new load to booked carrier: match, offer, negotiate, book

Match

Carriers ranked by acceptance, service and rate

Offer

Parallel outreach by email, SMS and voice

Negotiate

Counters handled within guardrails

Book

Carrier vetted, rate confirmed, load booked in the TMS

Delivery & Automation

TMS integration
Rep cockpit with one-click booking
Call and message audit

Throughput & Scale

Hundreds of loads in parallel
20K+ scored carriers
Market-aware pricing

AI & Agent Stack

Acceptance and rate models
Outreach and negotiation agents
Vetting agent

Fulfillment Process

Implementation Roadmap

Our strategic development phases from MVP to advanced real-time capabilities

Weeks 1 – 3

Data audit, acceptance and rate models, guardrail policy

Weeks 4 – 6

Email and SMS outreach agent, rep cockpit, TMS integration

Weeks 7 – 9

Negotiation and vetting agents, voice channel

Weeks 10 – 12

Scale to all desks, analytics, model retraining

Results

Real outcomes from production — speed, accuracy, and scale

Time-to-cover down 70%

Margin per load up 4%

2X more loads per rep

Fraudulent carriers blocked before booking

Reps focused on key carriers and hard lanes

Tools We Used

Technology stack

ML

Python

Gradient boosting

Rate and acceptance models

LLMs & agents

Claude / OpenAI

LangGraph

Voice AI

Infra

AWS

Observability

Analytics dashboards

Integrations

TMS

Load boards

FMCSA and insurance data

Backend

FastAPI

PostgreSQL

Kafka

Channels

SMS

SIP / Twilio

Project Estimator

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The estimated time to launch the product
Clear vision of functionality you need
15% discount on your first sprint

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Frequently Asked Questions

Quick Answers

Find answers to your common concerns

Will it agree to rates we don't want?

No. It works inside floor and ceiling guardrails, and reps approve final rates.

Does it call carriers?

Yes, with an AI voice agent, alongside email and SMS.

Which TMS does it work with?

Any TMS with an API; we integrate load intake and booking.

What does an AI agent for procurement do in freight?

It finds and contacts the right carriers, negotiates within your rate limits, vets them and books the load.

About Plavno

Why choose Plavno?

Proven by our
customers feedback

AI-first Delivery

Senior engineers + proven AI components to accelerate time-to-value.

800+ Projects Delivered

From MVPs to enterprise platforms at global scale.

Full-stack Team

From extension UX to GPU pipelines and global scale.

Testimonials

We are trusted by our customers

“They really understand what we need. They’re very professional.”

The 3D configurator has received positive feedback from customers. Moreover, it has generated 30% more business and increased leads significantly, giving the client confidence for the future. Overall, Plavno has led the project seamlessly. Customers can expect a responsible, well-organized partner.

Sergio Artimenia

Commercial Director, RNDpoint

“We appreciated the impactful contributions of Plavno.”

Plavno's efforts in addressing challenges and implementing effective solutions have played a crucial role in the success of T-Rize. The outcomes achieved have exceeded expectations, revolutionizing the investment sector and ensuring universal access to financial opportunities

Thien Duy Tran

Product Manager, T-Rize Group

“We are very satisfied with their excellent work”

Through the partnership with Plavno, we built a system used by more than 40 million connected channels. Throughout the engagement, the team was communicative and quick in responding to our concerns. Overall, we were highly satisfied with the results of collaboration.

Michael Bychenok

CEO, MediaCube

“They have a clear understanding of what the end user needs.”

Plavno's codes and designs are user-friendly, and they complete all deliverables within the deadline. They are easy to work with and easily adapt to existing workflows, and the client values their professionalism and expertise. Overall, the team has delivered everything that was promised.

Helen Lonskaya

Head of Growth, Codabrasoft LLC

“The app was delivered on time without any serious issues.”

The MVP app developed by Plavno is excellent and has all the functionality required. Plavno has delivered on time and ensured a successful execution via regular updates and fast problem-solving. The client is so satisfied with Plavno's work that they'll work with them on developing the full app.

Mitya Smusin

Founder, 24hour.dev

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AI Agent for Carrier Procurement & Load Matching

Capacity Sourcing at Agent Speed

Problem

Challenge

Solution

Product Highlights

User Flows

Experience & Scale

Deep Dive: Project Architecture

Hard Problems We Solved

Predicting acceptance

Negotiating safely

Freight fraud

Carrier relationships

Security & Privacy

Commercial data protection

Fraud controls

Communication audit

Scale & Reliability

Parallel outreach

Market-aware pricing

Human override

Resilient channels

Industries & Use Cases

Freight brokers

Shippers with private fleets

Procurement teams

Project Team

Reps still working the phones for every load?

Key Performance Flow

From new load to booked carrier: match, offer, negotiate, book

Delivery & Automation

Throughput & Scale

AI & Agent Stack

Implementation Roadmap

Weeks 1 – 3

Weeks 4 – 6

Weeks 7 – 9

Weeks 10 – 12

Results

Time-to-cover down 70%

Margin per load up 4%

2X more loads per rep

Fraudulent carriers blocked before booking

Reps focused on key carriers and hard lanes

Technology stack

ML

LLMs & agents

Infra

Integrations

Backend

Channels

Answer several questions and get a free estimate

You Might Also Need

AI Automation Service

AI Assistant Development

RAG Development Services

AI Voice Assistant Development

Quick Answers

Will it agree to rates we don't want?

Does it call carriers?

Which TMS does it work with?

What does an AI agent for procurement do in freight?

Why choose Plavno?

AI-first Delivery

800+ Projects Delivered

Full-stack Team

We are trusted by our customers

This is what will happen, after you submit form

Need a custom consultation? Ask me!

Get the Full Case Study

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