How to build a load from a rate confirmation in minutes (using Truxo AI Scan)

Every load starts the same way: a broker sends a rate confirmation, and someone on your side re-types it — pickup, delivery, dates, weight, equipment, rate — into whatever system runs your operation. Do that a few times a day, every day, and it quietly becomes one of the biggest admin sinks in a small fleet. Worse, every re-typed field is a chance for an error that surfaces later as a missed appointment or a short payment.

Truxo removes the typing. Its AI Scan feature reads the rate confirmation and builds the load for you — stops, shipment details, and pricing — leaving you with a review instead of a data-entry job. There are two ways to use it: upload the document, or forward the broker's email and let the load build itself before you even open the app. This guide walks through both, step by step.

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Overview

• Truxo's AI Scan turns a rate confirmation (PNG, PDF, or JPEG, up to 5 MB) into an auto-filled load with stops, shipment details, and pricing.
• The faster path is email ingestion: forward the broker's email to your dedicated Truxo ingest address, and a draft load is created automatically with a confidence score per attachment.
• You always review before saving — the AI does the typing, you stay the authority on the data.
• AI Scan is included in Truxo's free tier (40 loads, 4 users, 10 assets), so a small fleet can run this workflow without paying anything.

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What AI Scan actually reads

A rate confirmation is the broker's binding summary of the load: parties, pickup and delivery stops with dates and times, commodity, weight, equipment, and the agreed rate. It's also a document with no standard format — every broker lays it out differently, which is exactly why re-keying it is tedious and error-prone.

AI Scan parses the document and fills the Create Load form across its sections: customer information, shipment details, stops, and the pricing summary. Notes and anything the document doesn't contain stay yours to add. The form follows the same order you'd fill manually, so the review reads top to bottom like a checklist.

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Path 1: upload the rate con

Step 1: start a new load with auto-fill

Open Loads and create a new load. The first section of the form is Auto-fill Load (AI Scan) — it sits above the manual fields precisely so you never have to start from a blank form.

Step 2: upload the document

Click the upload control and drop in the rate confirmation. Accepted formats are PNG, PDF, and JPEG, up to 5 MB — which covers everything from the broker's original PDF to a phone photo of a printed sheet.

Step 3: let the form fill

AI Scan reads the document and populates the load: customer information, shipment details (equipment type from your configured load types, commodity, weight in pounds or tons — with a temperature field appearing automatically when the equipment is refrigerated), the pickup and delivery stops on a map, and the customer pricing summary.

If a single document contains more than one rate confirmation, Truxo detects each one and gives you a tabbed form per load rather than making you split the file first.

Step 4: review everything

This is the step that matters. Truxo puts the caution right on the form: review all auto-filled details to ensure they are accurate before proceeding. Check the stops against the document, confirm dates and times, verify the rate. The AI does the typing; the signature on the data is still yours. A review takes a fraction of the time that typing the same fields would.

Step 5: save and assign

Save the load and it enters the pipeline as a draft. From the load's row you can assign a carrier or assign a driver — and if you're assigning one of your own drivers, the dialog shows AI-suggested best-fit drivers, with lane experts first: drivers who have already delivered this exact lane are ranked above the rest. From there the load moves through its lifecycle: planned, assigned, accepted, in transit, delivered, completed.

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Path 2: email the rate con and skip the upload

The upload path assumes you're at the app. The email path doesn't even need that.

Set it up once

In settings, open Email Ingestion and enable it. Truxo gives you a dedicated ingest email address unique to your account, with copy and regenerate controls. Everything that arrives at that address shows up in the Email Loads log, so you can see what's come in and what it turned into.

Then just forward

When a broker emails a rate con, forward it to your ingest address. Truxo parses the content and creates a draft load with stops, shipment details, and pricing information. Each email shows its processing status — received, processing, then completed, partially completed, or failed — and each attachment gets its own parse result with a confidence score.

That confidence score is the honest part of the system. A clean parse shows as done; an attachment the AI wasn't sure about is flagged for review rather than silently guessed at. You see exactly which loads are ready and which need a human look.

In practice, this is the workflow that changes the day: the broker's email arrives while you're at the fuel island, you forward it from your phone, and the draft load is waiting in Truxo before you're back in the truck.

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Why the review step is a feature, not a disclaimer

Any vendor can claim its AI reads documents. The useful question is what happens when it isn't sure. Truxo's answer runs through the whole workflow: every auto-filled form carries the review-before-proceeding caution, and every emailed attachment carries a confidence score with uncertain parses routed to review. Nothing enters your operation as fact until you've accepted it.

That design matters for a rate confirmation specifically, because the rate con is a commercial document — the numbers on it are what you invoice against. A workflow that saves you ten minutes of typing but costs you a rate dispute isn't automation, it's risk. Review-first AI keeps the time savings and drops the risk.

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What happens after the load is built

Load creation is the front door, and everything behind it is already connected. The load you just built is the same record that dispatch turns into a trip with mileage and deadhead computed, the same record your driver's documents attach to, and the same record invoicing bills from when the POD clears. No re-entry at any step — that's the point of building the load inside the TMS rather than in a spreadsheet next to it.

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Frequently asked questions

What file types does AI Scan accept?

PNG, PDF, and JPEG, up to 5 MB per file. That includes photos — a phone picture of a printed rate con works the same as the broker's original PDF.

Does it work with any broker's rate confirmation format?

Rate cons have no industry-standard layout, and that's the problem AI Scan is built for: it parses the content of the document rather than expecting fields in fixed positions. When the AI isn't confident about a parse, it flags the result for your review instead of guessing.

Is AI Scan a paid add-on?

No. AI is included in Truxo's free tier — 40 loads, 4 users, and 10 assets — so the scan-and-review workflow is available from the first load you create.

Can I create loads without touching the app at all?

Almost. Forward the broker's email to your dedicated ingest address and the draft load is created automatically. You'll still want to open the app to review the draft, confirm the details, and assign a driver — the review is deliberately kept in human hands.

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The bottom line

A rate confirmation should take minutes to become a dispatch-ready load, not a typing session. With Truxo, you either upload the document to auto-fill the form or forward the email and let the draft build itself — then review, save, and assign, with AI suggesting the best-fit driver. The typing disappears; the judgment stays yours.

Start free and scan your next rate con instead of typing it.