Playbook / Logistics

How to automate a high-volume AR inbox in freight billing

Q: Does it work on a shared Microsoft 365 or Gmail mailbox?

Yes. We connect through delegated access, so it works on shared AR, AP, dispatch, and document mailboxes, not just individual accounts.

Q: Does it apply cash or post payments?

No. It files remittances and flags them. Cash application and payment stay with your team. Keeping money movement out is what makes the build fast and low-risk.

Q: How fast can it go live?

Most builds go live within days. We audit the mailbox, propose a schema for approval, then enable auto-sorting once it matches your real workflow.

In most 3PLs the accounts receivable inbox is where money goes to get lost. Remittances, PODs, customer questions, carrier confirmations, and spam all pile into one shared mailbox, and a single person tries to keep up. When something gets buried, an invoice goes out late or never. This playbook shows how an AI agent runs that inbox for you, what it touches, and what it never touches.

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94K

Emails organized in one AR mailbox

28%

Of the week lost to email

14.6d

To process an invoice by hand

40%

Of freight invoices contain errors

25%

Of delays are documentation, not freight

The definition

What does it mean to automate an AR inbox?

Automating an AR inbox means putting an AI agent on the shared accounts receivable mailbox that reads every incoming email, classifies it by sender and keyword, files attachments like PODs and remittances into the right folders, flags time-sensitive items for a human, and routes spam aside, so a high-volume mailbox stays clean and nothing billable slips through.

The cost of a manual inbox

Why the AR inbox is so expensive.

28%

Of the average knowledge worker's week is spent reading and managing email

McKinsey Global Institute

14.6d

Average time to process an invoice by hand

DocuClipper, 2026

40%

Of freight invoices contain errors, many traced to misfiled or missing documents

Laneproof

25%

Of shipping delays trace back to documentation issues, not the freight

Laneproof

How it works

How Rigby runs the inbox.

Five steps, running on the shared mailbox you already use.

Audit

Analyze mailbox volume and sender patterns to map what actually flows in: remittances, PODs, carrier confirmations, customer accounts, spam.

Schema

You approve a folder structure and sorting rules built from your sender and keyword list.

Sort

The agent classifies each message, downloads and renames attachments, and files PODs and remittances where they belong.

Flag

Urgent and action-required items, like a customer dispute or a short-pay, are surfaced and can ping you in Slack or Teams.

Run

Once approved, sorting runs continuously with a full, reversible audit trail. Nothing is ever permanently deleted.

Scope

What it handles, and what it leaves alone.

We build this

Classifying and foldering email
Downloading, renaming, and filing PODs and remittances
Urgent-item flagging and alerts
Spam routing
Reversible audit trail

Scoped carefully

Drafted replies for your approval
Writing data into the TMS or accounting system
Cross-mailbox routing rules

We do not do

Permanently deleting mail
Applying cash or moving money
Acting without an approval step on consequential writes

Proof point

94,000 emails, one organized AR mailbox.

"With the volume of emails sent to that inbox, we want to ensure that nothing gets missed."

For a 300-plus truck, 9-terminal 3PL, Rigby audited a shared AR mailbox of roughly 94,000 messages and proposed a categorized schema, separating record-keeping archives from action-required confirmations and exceptions, then applied sender and keyword sorting and document filing. The same engine extends into proof-of-delivery handling. Case study coming soon.

Talk to our team

FAQ

Frequently asked questions.

Will it delete or lose emails?−

No. The agent only moves and labels messages, never permanently deletes, and every action is logged in a reversible audit trail. Auto-sort is switched on only after you approve the rules.

Does it work on a shared Microsoft 365 or Gmail mailbox?+

Does it apply cash or post payments?+

How fast can it go live?+

Keep reading

Solution

Clean inbox, nothing slips through.

Flat fee, live in days. Rigby sorts and flags. Your team keeps approvals and money movement.

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