Create powerful freight inquiries, pickup orders & customer feedback for your logistics company in no time — with AI, no tech skills needed

In logistics, the inquiry quality decides dispatch. A freight inquiry without precise dimension and weight details costs an hour of clarification ping-pong in daily business, sometimes two. With high-volume dispatches and dozens of inquiries per day this quickly adds up to a whole FTE spent on clarifications. Anyone pre-qualifying here with structured input fields and conditional logic gains back two to three dispatcher hours per day.

At the same time, expectations on response time grow. Senders compare online today — DHL, UPS, FedEx and smaller specialists — and expect an indication within a few hours, not just the next working day. An upstream freight inquiry funnel with automatic tariff indication (based on weight, dimensions, route and service level) noticeably raises conversion from inquiry to order because the sender immediately gets a rough cost orientation. The calculation engine in the form can compute this indication in seconds — of course with a clear note that this is only an estimate and not a binding offer. For complaints the pattern runs the other way: fast, structured capture of shipment number, damage type and photo upload accelerates processing and reduces escalating complaints.

Four formats cover the bulk. First, the freight inquiry as a multi-step funnel: shipment type (parcel, pallet, full truckload), weight and dimensions, pickup and delivery address, desired delivery date, service level (standard, express, premium). Conditional logic surfaces different follow-up questions per shipment type — a full truckload needs different fields than a groupage shipment. The calculation engine computes a rough freight cost indication that the sender sees immediately.

Second, the complaint: shipment number, damage type (breakage, loss, delay, wrong delivery address), photo upload for visible damage, value statement, desired remedy. Third, the driver application: master data, licence classes (with selection C, CE, ADR certificate), work experience, desired area of operation, availability. Conditional logic pays off here: for ADR certificate, follow-up questions about hazardous goods experience are surfaced; for CE truck experience, questions about tour-length preferences. Fourth, the service feedback after job completion — three questions on delivery quality, transparency and communication. Hidden fields like job ID or sales rep assignment help long-term in sales analysis.

In logistics, personal data is processed in an unusual constellation: senders and recipients are not identical, often both are different persons or companies. Recipient data may be processed for shipment delivery but not for marketing purposes without separate consent — this point is often overlooked in practice. A lean data protection notice in the freight inquiry form ("recipient data is processed exclusively for shipment delivery and deleted after 3 years; marketing purposes are excluded") plus mandatory checkbox of the sender creates clarity.

Tracking data is also personal as it contains movement patterns and locations (recipient address). The retention period should be oriented on operational necessities — typically 3 years for shipment data, 10 years for invoice-relevant order data. For international shipments, additional requirements apply: customs data, shipment description, possibly third-country data transfer (standard contractual clauses). EU hosting of the form tool, existing data processing agreement and encryption at-rest are the minimum requirement. For complaints with photo upload, a short purpose limitation should be added ("images are stored for complaint handling and deleted after case closure or at the latest after 5 years"). Audit log with timestamp is mandatory for valuable goods shipping and insurance-relevant damages.

In logistics, central data storage sits in the transport management system (TMS) — Soloplan CarLo, LIS, Cargosoft, Quintiq or industry-specific solutions like Active Reasoner. A native integration from the form provider to the TMS is rarely comprehensive — what works is the webhook bridge: after a freight inquiry is received, the form sends the data to an intermediate service (Make, n8n) that creates a new order or inquiry via the TMS API and optionally files the calculation engine indication as a note.

For track-and-trace, the webhook bridge makes sense the other way around: status changes from the TMS trigger automatic status emails to sender and recipient, with shipment status, estimated delivery time and possibly tracking link. The calculation engine in the freight inquiry form computes indications from weight, volumetric weight, route and service level — important for conversion because the sender immediately gets an orientation. For driver applications, the bridge into the ATS (applicant tracking system like Personio, Workday or industry-specific solutions) makes sense to manage the applicant pool in a structured way. Hidden fields like sales rep assignment or campaign source carry the routing information. For complaints, the fast, automatic confirmation with complaint number and processing note is mandatory; otherwise complaints escalate on Twitter or Trustpilot.