Overview
Railspeed moves freight by rail and road for manufacturers across three countries. Orders arrive by email, customer portal, spreadsheet and the occasional scanned form, often with different product codes for the same items. Every order has to be checked against inventory and capacity before a shipment can be booked and confirmed.
Challenge
A team of coordinators typed each order into the planning system by hand, then checked stock levels and delivery windows in separate tools. At month end the backlog grew to hundreds of orders, small typing errors caused missed pickups, and customers waited hours for confirmation of routine shipments.
Orders arriving in many different formats
Manual checks against inventory and capacity
Typing errors that delayed shipments
Solution
Railspeed deployed Synthora agents that read every incoming order regardless of format, extract the details, match product codes and validate quantities against live inventory. Clean orders are booked automatically and confirmed to the customer, while anything unusual goes to a coordinator with the problem already highlighted and a suggested fix.
Works with existing inboxes and portals
Clear rules for validation and exceptions
Full audit trail for every order
Meet Customers Where They Already Are
Railspeed did not want to force customers onto a new ordering portal. The agents had to work with whatever format each customer already used.
Over two weeks, the agents were tested on thousands of historical orders, from tidy portal submissions to handwritten notes scanned into PDFs. Coordinators reviewed the mismatches, added mapping rules for unusual product codes and approved the workflow for live traffic one customer group at a time.
Customers noticed nothing except faster confirmations. Orders sent late in the evening are now booked and confirmed before the next morning's planning meeting.
Let Coordinators Handle the Exceptions
Instead of typing data, coordinators now focus on the orders that genuinely need a decision: short stock, unusual routes or new customers. Each exception arrives with context, so it takes minutes rather than an hour to resolve.
Every action the agents take is recorded, which gives managers a complete audit trail for customer disputes and compliance checks. The team trusts the system because it can always see why a decision was made.
Scale Volume Without Scaling Headcount
Processing time per order fell by seventy percent, and order accuracy reached 99.4 percent. Month-end backlogs have disappeared, and missed pickups caused by data errors are now rare.
Railspeed handled a record peak season with the same coordination team it had the year before. Freed from data entry, coordinators now work directly with key accounts to plan capacity weeks ahead. The company is extending the same agent workflow to invoicing and delivery updates, aiming to give customers live visibility from order to arrival.
