Introducing AI Updater: The Communication Tool Every Trucking Company Needs

In today’s fast-moving freight world, communication breakdowns lead to broken margins. Dispatchers buried in emails. Phones ringing off the hook. Late updates costing broker trust. Incorrect PODs or BOLs delaying payments.

If this sounds familiar, it’s because most trucking companies still rely on manual processes to handle high-stakes communication.

At Datatruck, our goal with AI Updater is not to replace your Updaters or Dispatchers, but to amplify their performance. We designed AI Updater so your team stays in full control—AI never goes out of bounds. Instead, it works as a true assistant, handling the repetitive tasks that slow your staff down.

For example, if an updater can currently manage 10 loads at a time, with AI Updater they can comfortably handle much more than 10—without sacrificing accuracy or broker trust.

That’s where Datatruck’s AI Updater changes the game.

The Problem: Manual Work Is Slowing You Down

Let’s break it down.

While your team is stuck chasing paperwork and calls, your competitors are automating and scaling.

What Is AI Updater?

AI Updater is a fully integrated tool inside the Datatruck TMS, built to replace manual communication tasks with smart automation.

It works across every touchpoint in your operation:

Email Updates

Automatically send broker updates using client-specific formats. No more copy-paste or late-night emails.

AI Updater automates every key broker email touchpoint—no more copy-paste or late-night updates. It handles:

1. Dispatch Notification – Sends driver details when the load is dispatched.

2. Pick-Up Check-In – Sends a check-in email when the driver arrives at the pick-up location.

3. Pick-Up Check-Out – Sends a check-out email when the driver leaves the pick-up location, automatically attaching the BOL.

4. In-Transit Updates – Sends scheduled in-transit emails with real ETA and truck location from ELD & telematics.

5. Delivery Check-In – Sends a check-in email when the driver arrives at the delivery location.

6. Delivery Check-Out – Sends a check-out email when the driver leaves the delivery location, automatically attaching the POD.

BOL & POD Verification

AI scans your documents to verify page counts, signature presence, and data accuracy—stopping rejections before they happen.

AI Updater scans every BOL and POD to ensure they’re complete, accurate, and ready for billing—before they ever leave your back office.

It automatically verifies:

1. PO Number – Matches with load details.

2. Pickup Address – Correct and complete.

3. Delivery Address – Correct and complete.

4. Document Quality – Clear, readable, and not blurry.

5. Page Count – No missing or extra pages.

6. Signature or Stamp Presence – Confirms proof of authorization.

Factoring companies often reject invoices when these details are wrong or unclear—delaying payment and hurting cash flow. AI Updater ensures your PODs meet factoring standards, reducing rejections and getting you paid faster.

Driver Call Automation

AI Updater automatically calls drivers based on real-time events, ensuring they get the right information at the right moment—without your dispatcher having to pick up the phone.

It handles:

1. ETA Change Calls – Notifies drivers when their ETA shifts due to traffic, delays, or reroutes.

2. Late Arrival Alerts – Proactively alerts drivers if they’re running late for a pick-up or delivery.

3. Pick-Up Reminders – Reminds drivers of upcoming pick-up times and locations.

4. Delivery Reminders – Keeps drivers on track with delivery deadlines and instructions.

5. Follow-Up Calls – Confirms progress when no update is received via ELD or mobile app.

How It Works

This feature can be used in two ways:

1. Dispatcher-Controlled Updates

   – The dispatcher stays in control, choosing when and how AI Updater calls drivers.

   – Great for fleets that want human oversight but need faster, automated outreach.

2. Fully Automated AI Calls

   – AI Updater runs on its own, making calls automatically based on live events.

   – Ideal for fleets that want maximum automation and fewer manual touchpoints.

By handling routine calls, AI Updater frees dispatchers to focus on exceptions and problem-solving, while drivers receive consistent, real-time updates that keep loads moving on schedule.

Broker Call Handling

AI voice agents answer incoming broker calls, verify their identity, and provide real-time updates on shipment status.

AI Updater’s voice agents handle incoming broker calls professionally, 24/7, ensuring no opportunity or relationship is lost to missed calls.

It can:

1. Answer Calls Immediately – No more waiting on hold or missed calls during busy hours.

2. Verify Broker Identity – Confirms the caller is an authorized contact before sharing load details.

3. Provide Real-Time Load Updates – Shares current shipment status, including ETA, truck location, and progress.

4. Confirm Pick-Up/Delivery Status – Informs brokers if a load is picked up, in transit, or delivered.

5. Escalate When Needed – For complex questions or special requests, seamlessly transfers the call to a human dispatcher or updater.

This ensures brokers always get fast, accurate information—strengthening trust and keeping freight offers flowing your way.

Why AI Updater Is Crucial for Trucking Companies

Manual communication worked when you had 5 trucks. It doesn’t scale when you’re managing 25, 50, or 100+.

Here’s why AI Updater is a must-have in 2025:

1. Save Time, Save Salaries

Manual dispatch communication takes hours daily. AI Updater can save 30+ hours per week, freeing up your team to focus on growth—not grunt work.

2. Protect Your Payments

Factoring companies reject invoices for tiny errors. AI Updater ensures BOL and POD files are clean and correct before they hit your billing queue.

3. Respond in Real Time

Brokers expect updates. Missed calls lead to lost freight. AI voice agents answer 24/7 with professional, real-time updates, preserving your reputation.

4. No More “Did You Call the Driver?”

AI Updater monitors ETAs and automatically contacts drivers when needed—so your team can stop chasing updates and focus on logistics.

How It Compares to the Old Way

Without AI Updater:

– A dispatcher spends 3–4 hours/day sending emails and making calls

– A billing clerk double-checks every BOL/POD manually

– Broker calls get missed when phones are busy

– Drivers aren’t contacted in time when delays happen

With AI Updater:

– Emails and calls go out automatically

– Documents are verified in seconds

– Brokers get updates instantly

– Drivers are contacted automatically, without lifting a finger

Real-World Impact

Since launching AI Updater, Datatruck customers report:

– 70% reduction in time spent on manual communication

– 80% fewer rejected invoices due to document errors

– Improved broker satisfaction and faster load offers

– Happier back-office teams focused on strategy, not busywork

AI Updater doesn’t replace your team. It amplifies their impact.

Ready to Upgrade Your Communication?

Manual dispatching, outdated email chains, and lost broker calls are costing your business more than you think.

AI Updater puts your freight communication on autopilot—without losing control.

See how AI Updater helps carriers and brokers scale faster with fewer errors.