All Case StudiesLogistics & Freight Transportation
Best Roadways Ltd|December 2025
AI Email Extraction Cuts Quote Response Time from Hours to Minutes
104 real RFQ emails processed with 88.5% pickup accuracy. Response time reduced from 2.8 hours to under 10 minutes.
104
Emails Tested
99%
Processing Success
88.5%
Pickup Accuracy
28x faster
Response Time
“Biggest impact will be the one which has 100s of unstructured inquiries. To give it a uniform structure will save a lot of time.”
Suyashh
Director, Best Roadways Ltd
The Challenge
Best Roadways Ltd, operating since 1985, faced a visibility problem that plagues freight companies globally:
- ✓Hundreds of RFQ emails daily - each in a different format (tables, conversational, mixed)
- ✓2.8 hour median response time - sales staff manually read and entered each email
- ✓No visibility into pending inquiries or response performance
- ✓Lost deals to faster competitors - first reasonable quote usually wins
The Solution
FasterQuotes deployed an AI extraction pilot using Google Gemini to automatically parse RFQ emails:
1.
Email Ingestion: Connect to Gmail accounts receiving RFQ inquiries
2.
AI Extraction: Gemini reads raw email text, extracts: pickup, drop, weight, vehicle type, quantity
3.
Confidence Scoring: Each field gets HIGH/MEDIUM/LOW confidence rating
4.
Human Review: Staff validate AI suggestions, make corrections if needed
5.
Quote Generation: Structured data feeds directly into quotation workflow
Note: The AI only extracts from the inquiry - it never sees your pricing or quotation.
The Results
We tested 104 verified inquiry-quotation pairs from 12 unique sender domains:
88.5%
Pickup Accuracy
80.8%
Drop Accuracy
89.4%
Weight Accuracy
99%
Processing Success
- ✓Under 1 hour responses: went from 31.5% to 100%
- ✓Over 24 hour responses: went from 23.2% to 0%
- ✓Handles port names, CFS terminals, city aliases automatically
- ✓Works with KG, MT, tons, per-container weight formats
Key Insight: Most "errors" were naming/alias issues (BARODA vs VADODARA). With a simple alias table, accuracy improves to 95%+.
The Transformation
Before
- ×2.8 hour median response time
- ×23% of inquiries took 24+ hours
- ×Manual data entry from emails
- ×No visibility into performance
After
- ✓6-10 minute response time
- ✓100% of inquiries under 1 hour
- ✓AI extracts data automatically
- ✓Full visibility into every inquiry