Automated Freight Factoring Carrier Onboarding
When a new carrier account is activated in OTR Solutions, WebRun reads their account details and required documents, creates a personalized onboarding checklist in Google Sheets, and drafts a welcome email in Gmail for your team to review and send before the carrier submits their first invoice.
How do I automatically kick off new carrier onboarding for freight factoring accounts?
When a new carrier is activated in OTR Solutions, WebRun reads their account details and outstanding document requirements, builds a personalized onboarding checklist in Google Sheets, and drafts a welcome email in Gmail for your team to review before any communication reaches the new client.
- Every new carrier gets a consistent onboarding checklist within minutes of activation
- Outstanding document gaps visible in Google Sheets from day one
- No welcome email reaches a carrier without team approval
Built for freight factoring account managers · trucking back-office teams · carrier onboarding coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
client.otrsolutions.comin a real browser with your saved login - no setup, no API keys. -
1
OTR Solutions - read new carrier account and required documents
otrsolutions.com
WebRun opens OTR Solutions to read new carrier account and required documents. - Open OTR Solutions and navigate to the newly activated carrier account
- Read the carrier name, MC number, account tier, and the list of documents already submitted
- Identify which required documents are still outstanding: insurance certificate, operating authority, NOA (Notice of Assignment), and bank details
Done when The new carrier's account details and outstanding document requirements are captured.
-
2
Google Sheets - create personalized onboarding checklist
google.com
WebRun opens Google Sheets to create personalized onboarding checklist. - Add a new row to the carrier onboarding Google Sheet with the carrier name, account ID, activation date, and account manager
- Create a checklist of onboarding steps: documents submitted, NOA sent to brokers, fuel card issued, first invoice submitted, and first advance received
- Mark steps already completed based on what OTR Solutions shows
Done when The onboarding checklist is live in the Google Sheet with completed steps marked and open items clear.
-
3
Gmail - draft welcome email for team review
gmail.com
WebRun opens Gmail to draft welcome email for team review. - Draft a welcome email to the new carrier using their name and account details
- Include a quick-start summary: how to submit their first invoice via the OTR app, how to request a fuel advance, and who their account manager is
- Leave the email as a draft for your team to personalize and send. Do not send automatically
Done when A personalized welcome Gmail draft is ready for team review for every new carrier.
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 send the welcome email to the carrier automatically?
No. Every welcome email is drafted in Gmail and held unsent for your team to review and personalize before sending. The carrier receives nothing until a human approves it.
What documents does OTR Solutions require from a new carrier?
OTR Solutions requires proof of insurance, operating authority, and articles of ownership to start factoring. The onboarding checklist tracks which documents are on file and which are still needed.
Does it send the Notice of Assignment to brokers on the carrier's behalf?
WebRun adds the NOA step to the checklist and flags it as open, but the NOA is drafted for a human to review and send, since it is a binding financial notice to the broker.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.