TOPLOGIC
AI DEPARTMENT
AIKI is TopLogic's external AI department. We connected to the systems they already use and freed up an estimated 1,200 hours a year.
AIKI acts as TopLogic's external AI department, on the same footing as an external IT department. We learn how they work, connect to the systems they already use and build what they actually need. Here the result was a tailored logistics platform that ties the sources together, so the AI works autonomously across invoices, rate cards and transport surcharges from 9 carriers. AI is used where content has to be interpreted, fixed rules where the result has to be predictable.
External AI department
TopLogic handles freight and transport for customers across the Nordics, with a network of carriers, pricing models and document types that all follow their own structure.
AIKI acts as TopLogic's external AI department. The platform has grown step by step as new needs surfaced, from a single automation to one shared workspace for document processing, carrier data and internal follow-up.
The need was therefore bigger than a single automation. TopLogic needed a solution that could collect information, understand the content, verify the quality and make the result available to the team.
The same information, different formats and sources
Invoices and rate cards have to be read, checked and structured before they can be used. The documents are built differently, and a long rate card can contain several products, zones, country matrices and pricing areas.
Transport surcharges change throughout the year and must be tracked per carrier. Important updates can sit in web pages, PDFs, tables or emails, and every source has its own format.
The results then have to reach Excel, finance systems and internal processes. Errors must be caught before they are passed on or spotted by the customer, and the team needs an overview without following every single process manually.
One workspace, with checks at every step
AIKI built an internal logistics platform shaped around TopLogic's way of working. Invoice and rate card processing, carrier data follow-up, automatic and manual runs, history, status and alerts all live in the same place.
AI is used where documents have to be understood and interpreted: recognising the supplier, reading headings and interpreting tables. Fixed rules and checks are used where the result has to be predictable, such as dates, periods, invoice counts and value limits. The solution therefore does not depend on a language model getting everything right on its own.
Every carrier has its own workflow, because the sources differ. The platform tracks fuel surcharges, currency, sulphur, road taxes and other transport-related surcharges, and prepares new figures for further use as they become available.
The result
TopLogic now has a foundation that brings many previously separate tasks into one solution. Documents are processed more consistently, carrier data is tracked without checking every source manually, and suspicious results are stopped before they are passed on.
The platform also covers the way out: Excel, CSV, XML, email with attachments, secure file transfers and integrations with internal tools. The same solution includes a distance calculator between postcodes, where many routes can be submitted at once and downloaded as a single result file.
The time figures in this case are internal estimates, not a measured before-and-after study. The estimate covers invoice processing, rate cards and surcharges across nine carriers over a full year. The value of freed capacity and errors avoided has not been quantified.
What we delivered
Invoice processing
The team uploads one or several invoices and gets the content structured in a format they can work with. Combined invoices are split before processing starts, and the solution flags when a run is only partially completed.
- Recognises the supplier automatically
- Splits combined invoices
- Verifies the expected count
- Results in Excel and agreed formats
Rate cards without manual reading
Long rate cards are broken into smaller steps, relevant sections are analysed, and the result is assembled at the end. Dedicated workflows exist for Bring Transportguide and Schenker rate cards, among others.
- Dedicated flows for Bring and Schenker
- Checks tables, zones and pricing
- Visible progress along the way
- History with downloads
Surcharges from 9 carriers
A core part of the platform tracks transport surcharges from several of TopLogic's carriers. Each workflow is adapted to its source, whether the figures are published in web tables, PDFs or dedicated portals.
- Bring, Schenker, DHL, UPS, FedEx
- PostNord, NTEX, DSV, Freja
- Fuel, currency, sulphur and road tax
- Alerts when new figures are missing
Checks and a shared workspace
Automation is only useful when the result can be trusted. Several checks run before data is stored or passed on, and the team follows status, history and runs from the same place.
- Stops wrong periods and duplicates
- Catches incomplete results
- Status, history and manual runs
- Feedback straight from the workspace
Shall we look at your flow?
We map the documents, sources and checks you have today, and show what can be automated without losing the overview.