AI for logistics and haulage paperwork
Luxxstack builds AI for logistics and haulage firms. It reads proof of delivery documents, matches them to jobs, chases the ones that are missing and prepares invoices, so billing is not held up by paperwork. Your team checks the exceptions and approves what goes out.
Updated October 2026
AI integration programmes
Ready for more than one AI employee?
We build full AI integrations for businesses in this field: agents with real roles, connected to your systems, with people approving what matters. Programmes start from £15,000, typically £25,000 to £70,000+, and we run them for you.
Your plate, lighter
What it takes off your plate
Proof of delivery read
Signed delivery notes and photos are read, whatever the layout, and the key details pulled out.
PODs matched to jobs
Each document is matched to the right job and consignment, and mismatches are flagged.
Missing PODs chased
Drivers, depots and subcontractors are chased for the ones that have not come in.
Invoices prepared
Once the proof is matched, the invoice is drafted for a person to approve.
Queries and short deliveries flagged
Notes about damage or shortages are picked out so they are not missed at invoicing.
A daily exceptions list
One short message on what is unmatched, what is chased and what needs a decision.
The picture
Where logistics firms are with paperwork
The numbers below come from vendor and trade surveys, so read them as a guide, not a benchmark.
- Managers spend an average of 2.3 hours a day manually processing proof-of-delivery documents (Microlise 2026 survey, a vendor, reported by OneAdvanced).
- Only 9% of hauliers run a fully integrated software suite with automated data flows (OneAdvanced UK Haulage benchmark 2026, linked to the RHA and skewed to small fleets).
- In the same period, Microlise reported more than 80% of fleet professionals using AI fully or partially. Using AI and having it connected to your paperwork are different things.
Updated October 2026
It prepares. You approve.
A day with an AI teammate
The groundwork's done before you start. You see what it prepared and decide what goes out. This day is illustrative.
- Documents readThe day's delivery notes and photos read and matched to jobs.
- Gaps foundJobs with no proof of delivery identified and chasers prepared.
- Invoices draftedMatched jobs turned into invoice drafts.
- Exceptions list sentWhat is unmatched, disputed or overdue for proof.
- Waiting for your approvalChasers and invoices, ready to send.
The rules
No single regulation drives this one
For most firms, the pressure here is commercial rather than regulatory: an invoice cannot go out until the proof of delivery is found and matched.
- Rules that apply to your operation, such as operator licensing and drivers' hours, stay with your transport manager. The AI helps keep the paperwork they rely on in order.
- The paperwork itself is the job: delivery notes, signatures, photos and invoices that have to agree.
This page is about paperwork, not legal advice.
Updated October 2026
Illustrative example
Illustrative: from delivery note to invoice
A driver's signed delivery note arrives as a photo. The AI reads it, matches it to the job and finds a note about two damaged pallets. It drafts the invoice, flags the damage for the office to review, and chases a different job where nothing has come in. The office checks the exceptions and approves the invoices. This is an example of how it could work, not a client result.
Pricing
What it costs
Most firms in this field start with a programme or a department build. A managed AI Teammate is a low-risk first step if you would rather see it working before you commit to more.
| What | Who it's for | From | Typically |
|---|---|---|---|
| Hire us for the whole businessFull AI integration programmes | Company-wide, with several agents, portals and automations. | From £15,000 | Typically £25,000 to £70,000+. Run and support from £750 a month. |
| Hire us for one jobAI automations and agents | One workflow or one department. | From £2,500 | Typically £2,500 to £15,000. Optional support plan. |
| Hire an AI employee by the monthAI Teammate (managed, monthly) | One AI employee working alongside you, set up and run by us. | From £295 a month | Plans from £295 to £1,500+ a month. Plus a one-off setup from £495. |
Swipe sideways to see the full table.
All prices exclude VAT. Prices in GBP. USD and EUR available. Prices last reviewed October 2026. See the pricing guide.
Ask it anything
Straight answers about your own business
These examples are illustrative.
Questions people ask
Can AI read proof of delivery documents?
Yes. It can read signed delivery notes and photos in different layouts, pull out the details and match them to the job. Your team checks anything it is not sure about.
What is POD matching?
It means pairing each proof of delivery with the right job or consignment, so you know a delivery is done and can invoice it. The AI does the pairing and flags the ones that do not match.
Can it prepare invoices?
It drafts invoices from matched jobs for a person to approve. Nothing is sent to a customer without your approval.
Will it work with our transport management system?
We connect it to the tools you already use and agree the list on the onboarding call. If a tool cannot be connected, we say so up front.
How much does it cost for a logistics firm?
Full AI integration programmes start from £15,000, one workflow or department is typically £2,500 to £15,000, and a managed AI Teammate (from £295 a month) is a low-risk first step. Prices exclude VAT. See the pricing guide.
Learn more about our services, the AI Teammate, see the pricing guide or browse all industries.