Applied AI for Australian transport & logistics
Turn freight paperwork into paid invoices.
We set up AI that reads your booking emails, checks PODs for missed waiting time and tolls, and drafts invoices in Xero or MYOB. No new software. Your team just approves.
Free diagnostic · Reply within one business day
The freight-to-invoice gap
Freight moves.
Does every dollar?
From the wharf to the office, the work is connected. The paperwork isn't always.
01 / Waiting time
The wait is real. The charge should be, too.
On the ground
A container is ready, but the driver is still waiting at the wharf.
Where it slips
Waiting time and extra handling never make it onto the invoice.
What Caspia can put in place
Match job timestamps and wharf records to your agreed rates. Flag the extras for your team to approve.
49%
of transport, postal and warehousing disputes raised with the Small Business Ombudsman in 2025 were about getting paid. Up from 46% in 2024.Share of disputes about payment raised by transport, postal and warehousing businesses with the Ombudsman.
If your office is flat out and the bank account doesn't show it, some of that gap is probably yours.
Source: Australian Small Business and Family Enterprise Ombudsman, Spotlight on Sole Traders
What the AI actually does
on Monday morning.
It works inside your inbox, job system and accounts. It prepares the work; your people check and approve it.
Booking emails into jobs
AI reads customer booking emails and attachments, pulls out pickup, delivery, pallets and weights, and drafts the job in your system for your team to approve.
- No more retyping from email
- Works on PDFs and spreadsheets
- Your team clicks approve
Missed charges caught
AI checks run sheets and PODs against your rate cards and flags waiting time, tolls, futile trips and extras before the invoice goes out.
- Waiting time and demurrage
- Tolls and futile trips
- Fuel levy applied correctly
Invoices out the same day
Delivered jobs become draft invoices in Xero or MYOB, ready to check and send, instead of piling up at the end of the week.
- Drafts built from job records
- Nothing sent without approval
- Unbilled jobs listed daily
Overdue accounts chased
AI drafts polite follow-ups on overdue invoices, flags disputes early and shows you a weekly cash position.
- Reminders drafted for you
- Disputes flagged early
- Weekly cash summary
Start small.
Prove it in dollars.
One task first, on your own systems. The diagnostic is free.
1
Conversation
15 minutes
You tell us where the office loses time: bookings, paperwork, invoicing or chasing payment.
2
Diagnostic
1 hour, free
We look at recent jobs, rate cards and invoices in your own systems to find the missed charges and the retyping.
3
Pilot
One task first
We set up AI on the most painful job, connected to your inbox, job system or Xero/MYOB. Your team reviews every draft.
4
Scale
Ongoing
Once it pays for itself, we add the next task and report results in dollars and hours saved.
Bahti Sultanov
Founder, Caspia
I've spent my working life in freight: a bachelor's and master's in transport management, then years moving cargo in the EU, USA and Australia. Every office I've sat in loses money the same way — bookings retyped from email, waiting time never charged, invoices waiting for a free afternoon. So I built Caspia to do that work properly: AI that reads the job, checks it against your rates and drafts the invoice, while your people check and approve. No new software for your team to learn, and nothing goes to a customer without you.
View LinkedIn profile ›Your data stays yours.
On your systems
Work is done on your computers and accounts. No copies taken.
Owned by you
Everything set up belongs to your business, with written instructions.
Approved by you
Nothing goes to your customers without your approval.
Fair questions.
What does it cost?
The first call and the diagnostic are free. If we find something worth fixing, you get a fixed price before any paid work starts — no hourly meters running.
How much of my time does it take?
About 15 minutes for the first call and one hour for the diagnostic. After that, the work happens on your systems in the background.
What happens to our data?
Work is done on your own computers and accounts. No copies are taken, and nothing goes to your customers without your approval.
We're a small operation. Is this for us?
Yes — smaller operators usually feel the gap between the job and the invoice most, because there's no spare office staff to chase it.
Is this more AI hype?
No chatbots for the sake of it. The only measure that counts is dollars: invoices sent sooner, overdue accounts collected, hours of retyping removed.