Who are they?

Legion Logistics is a Kentucky-based 3PL specialised in Full Truckload (FTL) freight, with an emphasis on refrigerated and frozen foods, fresh produce, over-dimensional freight, multi-pick and multi-drop shipments. Dedicated to reliable and transparent processes, Legion identified AI as the key to scaling its operations to reach its $20 million revenue target.

What was the challenge?

Legion Logistics' carrier payables workflows were manual, fragmented, and time-consuming. The operations team processed, on average, 500 freight invoices per week. Three dedicated carrier payables coordinators would carry out the same process for every invoice:

1. Extract relevant documents PDFs from emails and identify if any are missing.
2. Manually spit the documents into carrier invoices, Proof of Deliveries (POD), Bills of Lading (B/L), and other documents.
3. Cross-check the rate confirmation against the B/L, invoice, and tenders, ensuring they match the agreed terms and the existing data on the TMS.
4. Upload the documents into Turvo, or escalate to a dispute if necessary.

Legion recognized that automation is crucial to eliminating back-office bottlenecks that hindered growth. Documents communicated by carriers could include a mix of photos, handwritten notes, signatures, and scanned documents, which traditional Robotic Process Automation (RPA) or Optical Character Recognition (OCR) products could not handle due to the variety of documents and their structures.

What did Solitude do?

Solitude’s carrier payable workspace automatically extracts freight invoices and verifies B/L against rate confirmations, PODs, and invoices using Large Language Model (LLM) and Vision Language Model (VLM) technology, then uploads them into Turvo TMS.

Legion’s carrier payables workflow now looks like this:

1. Forward carrier invoices and freight documents to a dedicated internal mail inbox
2. Approve, edit, or reject invoices from the Solitude dashboard.

With the ability to process over 10,000 documents in 10 minutes, the current financial operations team of 2 can easily handle all work load without ever incurring backlogs, regardless of seasonality. Solitude enables freight documents and invoices to be instantly identified as ready-to-settle or marked for dispute, allowing Legion to both reduce their days-to-pay and immediately chase carriers to protect their credit score.

“A team of 3 people needed a week to process 500 documents. Now, we review and approve 500 documents in under 1 hour.”

- Jesse Hatton, Chief Operating Officer, Legion Logistics

What’s next?

The successful automation of document reconciliation for carrier payables has encouraged Legion to explore including additional workspaces to automatically reach out to carriers over email, text & phone to ask for location updates and missing documentation, automatically storing those results in the TMS and alerting team members when required. Further automation will free up more time to focus on customer service and sourcing more deals, without having to worry about scaling the back office for growth.

“Solitude has been an amazing partner, their real-time insights help us uphold our commitment to excellent customer service at all hours”.

- Jesse Hatton, Chief Operating Officer, Legion Logistics