Help Center / Loads and Dispatch

Auto-Fill a Load from a Rate Confirmation

Drop a rate confirmation PDF into the load wizard and AI reads it and fills in the pickup, delivery, rate and reference fields. Always review the fields before you save.

Where in CloudTMS: /loads, /dispatch

Drop the PDF

  1. Click New Load to open the wizard. (page: /loads)
  2. Drag the rate confirmation onto the box that says "Drop a rate-con PDF here to auto-fill", or click Choose file. Only one PDF is read at a time, and it must be a PDF (not an image) under 4 MB. (page: /loads)
  3. While it reads the file, you'll see "Reading rate confirmation…" and Next shows Parsing…. When it finishes, the box shows a checklist (Broker, Pickup, Delivery, Equipment, Rate, References) and an overall confidence score. (page: /loads)

What It Fills In

The AI looks for these fields and fills in the matching wizard fields: shipper name, address, city, state and ZIP; consignee name, address, city, state and ZIP; pickup date and time; delivery date and time; commodity; weight; freight rate; fuel surcharge; and BOL, PO, pickup, reference and seal numbers.

It also reads the name of the broker or customer that issued the rate confirmation. If that name matches a customer you already have, the customer is selected for you. If not, pick or create the customer yourself.

It does not pick up intermediate stops, equipment or trailer type, or driver and truck assignments. Fields the AI couldn't find stay blank.

Review Before You Save

The AI can misread a document, so you have to review every step before clicking Create Load. Any field the AI is less than 80% sure about is outlined in yellow with a Verify tag showing its confidence. A group marked "review below" in the checklist either has a low-confidence field or found nothing.

Your PDF is sent to our AI provider, Anthropic, to pull out the fields. CloudTMS also saves a copy of the PDF and the extracted fields, even if you close the wizard without saving. When you save the load, the PDF is attached to it as a rate confirmation document.

When AI Parsing Isn't Available

If AI parsing is turned off or the AI service doesn't respond, you'll see "AI parsing unavailable — please enter load details manually." Nothing is filled in, and you can keep going and enter the load by hand.

Each company can parse up to 10 rate confirmations per minute. Past that limit, wait a minute and try again.

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Didn't find what you needed?

Send us a support request — if you're signed in, we can look up the load, settlement or invoice you're asking about. Or email support@cloudtms.io.