Automated Freight Invoice Data Entry from Email
When a rate confirmation or broker load email arrives in Gmail, WebRun reads the key fields including load number, broker name, pickup, delivery, and amount, logs them to the invoice tracking Google Sheet, and pre-populates the OTR Solutions submission form so dispatchers can submit the invoice in seconds instead of retyping every field.
How do I automatically extract invoice data from emails and pre-fill OTR Solutions submissions?
WebRun reads incoming rate confirmation emails in Gmail, extracts the load number, broker, dates, and amount, logs each record to a Google Sheet invoice tracker, and pre-fills the OTR Solutions submission form so a dispatcher can review and submit in seconds instead of retyping every field manually.
- Invoice data entry time cut from minutes to seconds per load
- Every rate confirmation email logged to the invoice tracker automatically
- No invoice submitted to OTR Solutions without dispatcher review
Built for trucking dispatchers · owner-operators · fleet managers · freight factoring clients
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
gmail.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read rate confirmation or invoice email
gmail.com
WebRun opens Gmail to read rate confirmation or invoice email. - Monitor the dispatch Gmail inbox for incoming rate confirmation or invoice emails
- Parse each email to extract the load number, broker name, broker MC number, pickup date, delivery date, origin, destination, and total amount
- Flag any email where a required field is missing or unclear for manual review
Done when Key load details are extracted from each rate confirmation email with missing fields flagged.
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2
Google Sheets - log extracted load details to invoice tracker
google.com
WebRun opens Google Sheets to log extracted load details to invoice tracker. - Append the extracted load details to the invoice tracking Google Sheet
- Include columns for load number, broker, pickup, delivery, amount, email received date, and submission status
- Mark rows with missing fields in yellow so dispatchers know which ones need manual completion
Done when The invoice tracking sheet is updated with the parsed load details and any gaps flagged.
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3
OTR Solutions - pre-fill invoice submission form for dispatcher review
otrsolutions.com
WebRun opens OTR Solutions to pre-fill invoice submission form for dispatcher review. - Open the OTR Solutions client portal and navigate to the invoice submission form
- Pre-fill the form fields with the extracted data: broker name, load number, amount, and dates
- Pause and present the pre-filled form to the dispatcher for review and final submission. Do not submit the invoice automatically
Done when The OTR Solutions invoice form is pre-filled and ready for dispatcher review and one-click submission.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it submit invoices to OTR Solutions automatically?
No. WebRun pre-fills the submission form and pauses for the dispatcher to review every field before hitting submit. The human is always the one who confirms the invoice is correct and triggers the submission.
What if the email format varies by broker?
WebRun reads the content of each email and extracts fields by meaning, not by fixed position, so it handles variations in broker email formats. If a field cannot be found, the row is flagged in the Google Sheet for manual entry.
Does it work with rate confirmations that include PDF attachments?
It processes the email body and visible text. If the rate confirmation is in a PDF attachment, the dispatcher needs to open the attachment, but the load fields already parsed from the email body are still pre-filled to save time.
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