Agent setup guide
Rate Confirmation Drafter
When a load is booked in your sheet, drafts the carrier rate confirmation with your terms and emails it after approval.
What it does
When a load is booked in your sheet, drafts the carrier rate confirmation with your terms and emails it after approval.
- Starts on each new row in your Booked loads sheet.
- AI writes the rate confirmation: broker and carrier, pickup and delivery with dates and references, equipment, commodity, weight, the agreed rate and accessorials, and your terms word for word.
- The all-in rate is added up from the agreed pay lines (linehaul, fuel, extra stops) in code before anyone sees it — never by the AI; anything the AI got wrong is corrected and flagged to the dispatcher.
- Rows missing a carrier email, a stop, a date, the equipment or the rate are emailed back to your dispatch desk instead.
- A dispatcher approves or edits each rate con in Reviews; it's then emailed to the carrier, Reply-to your dispatch inbox.
- Each rate con sent is logged as a row in your log tab.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, connected in Settings → Integrations.
- A Booked loads sheet with a row per load (by hand, a form or a TMS export) and your rate con terms.
What it doesn't do
- It's sent as an email, not a PDF, and there's no e-signature: the carrier replies to accept.
- It never changes the agreed rate or adds charges, and never emails a carrier without approval.
- It doesn't read your TMS or update the load's status anywhere except the log tab.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can open your Booked loads sheet.
3. Pick your Booked loads sheet
Open the trigger “New booked load”, pick your Google account, paste the spreadsheet link and pick the tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (booked loads) | The Google account that can open your Booked loads sheet. Pick your connected Google Sheets account. | “New booked load” |
| Booked loads spreadsheet | Paste the link of the sheet that gets a row per booked load. | “New booked load” |
| Booked loads tab | The tab new booked loads are added to. | “New booked load” |
4. Paste your company details and terms
Open “Draft the rate confirmation” and replace the placeholder with your company details and rate con terms.
| Setting | What to enter | In step |
|---|---|---|
| Company details and terms | Replace the placeholder with your company name, MC, address, phone and your rate con terms: payment terms, detention, TONU, tracking and check-call rules, paperwork, how to sign and return. It starts as “[PASTE YOUR COMPANY DETAILS AND RATE CONFIRMATION TERMS HERE]” until you replace it. | “Draft the rate confirmation” |
5. Add your dispatch addresses
Open “Ask dispatch to complete the row” and “Email it to the carrier” and enter your dispatch desk and inbox.
| Setting | What to enter | In step |
|---|---|---|
| Dispatch desk email | Replace the example address with your dispatch desk (up to 5, comma-separated): rows with missing details are emailed there. It starts as “dispatch@your-brokerage.example” until you replace it. | “Ask dispatch to complete the row” |
| Dispatch inbox (Reply-to) | Carriers' replies to the rate con come back to this address. | “Email it to the carrier” |
6. Pick the log tab
Open “Log it in the rate con sheet”, pick your Google account, the spreadsheet and the tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (log) | The Google account that can edit your rate con log. Pick your connected Google Sheets account. | “Log it in the rate con sheet” |
| Rate con log spreadsheet | Paste the link of the sheet to log sent rate cons in (can be the same spreadsheet). | “Log it in the rate con sheet” |
| Rate con log tab | A tab with columns Sent at, Load, Carrier, MC, Lane, Pickup, Rate, Carrier email, Status. | “Log it in the rate con sheet” |
7. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
8. Switch the trigger on
Open the trigger and press “Activate app trigger”: from then on each new booked load row gets a rate con. Assign the review step to your dispatchers.
How it works
The agent is a normal workflow with 11 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New booked load — Starts on “New row” in Google Sheets (an app event). Starts a run for each new row in your Booked loads sheet.
- Draft the rate confirmation — AI step (runs on your AI provider key). AI writes the rate confirmation from the booked load (lane, stops, dates, equipment, rate, accessorials) and your standard terms, and checks nothing required is missing.
- Check the math — Step. Adds up the carrier pay lines into the all-in rate in code — not by AI — writes the correct rate into the rate confirmation and flags anything the AI got wrong for the dispatcher.
- Anything missing? — Decision: picks the branch to follow. Loads missing a carrier email, a stop, a date, the equipment or the rate go back to your dispatch desk; complete ones go to review.
- Ask dispatch to complete the row — Sends an email from your workspace's sender. Branch: Missing details. Emails your dispatch desk which details are missing from the booked load row.
- Sent back to dispatch — Kept in the run history. The run history keeps the load and what was missing.
- Approve the rate confirmation — A person approves or rejects it in Reviews (the run waits). Branch: Complete. A dispatcher checks the rate con in Reviews against the booking, edits it if needed and approves it to email the carrier.
- Email it to the carrier — Sends an email from your workspace's sender. Branch: Approved. Sends the approved rate confirmation to the carrier's email from your workspace's sender, with replies going to your dispatch inbox.
- Log it in the rate con sheet — Google Sheets: Add a row. Adds a row (sent at, load, carrier, MC, lane, pickup date, rate, carrier email) to your rate confirmation log tab.
- Rate con sent — Kept in the run history. The run history keeps the approved rate confirmation.
- Not sent — Kept in the run history. Branch: Rejected. Rejected rate cons are kept in the run history; nothing was sent.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
row, row_number, sample_note.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger and press “Activate app trigger”: from then on each new booked load row gets a rate con. Assign the review step to your dispatchers.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Is it a PDF the carrier can sign?
No. It's sent as an email; the carrier replies to confirm. A DocuSign version is planned.
Can it start from my TMS?
It starts from a Google Sheet row. Many TMSs can export or sync booked loads to a sheet.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .