Virtual assistants for transportation & logistics

Both, through two brands of the same company. AssistBPO supplies the administrative assistant, receptionist and back-office staff: paperwork, phones, billing support and data. TransportBPO, our sister brand for ground transportation, supplies dispatchers who plan loads, track trucks, run check calls and update brokers. Both desks work the same shift, share one end-of-day report and are managed by the same team lead, so a driver's breakdown call and the paperwork that follows it never fall between two vendors.

Any system you already run. Common ones include McLeod, TMW and other TMS platforms, Samsara and Motive for tracking and documents, DAT One and Truckstop load boards, factoring portals, broker carrier portals, and QuickBooks Online for invoicing. Access is granted through your own user accounts with the permissions you choose. The assistant learns your load-building conventions, your reference number formats and how your brokers want packets sent.

Yes. Brokers calling for an ETA, a delivery confirmation or a document reach a person who can read the tracking screen, relay the status your dispatcher has confirmed and send the POD. Anything that changes a plan, such as a reschedule, a refusal at the dock or a breakdown, is transferred warmly to dispatch or logged for TransportBPO if they run your dispatch desk.

The assistant works a delivered-loads list every morning. Drivers are prompted through the app or by text for the signed BOL, receivers are emailed for missing signatures, and each document is checked for shortages, damage notes and legibility before it is attached to the load. Loads with exceptions are flagged to you the same day. The weekly report lists every document still outstanding and who owes it.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. A dedicated fleet administrative assistant is priced per person for a block of hours, not per load or per call, which suits carriers whose volume swings with the season. Adding a receptionist desk, an after-hours line or a TransportBPO dispatcher changes the plan, and we lay each option out in writing before you commit.

Yes. The dedicated assistant covers the hours you agree, and an after-hours desk can answer the main line overnight and at weekends with an escalation tree to your on-call dispatcher. For fleets running expedited or team freight, TransportBPO can staff dispatch 24/7 and AssistBPO covers the phones and documents on the same rota. Overnight calls are logged with the load number and handed over at the start of the day shift, so nothing said at 2am is repeated at 8am.

We prepare and chase the paperwork: commercial invoices, packing lists, PARS and PAPS labels and driver documents, and we keep the customs broker informed on timing. Filing ACE or ACI manifests as the broker of record stays with your licensed customs broker. The assistant tracks each shipment's document status so nothing arrives at the border without its file. Rate confirmations for cross-border lanes are also checked for the customs broker fee and who pays it, since that line is the one most often disputed later.

No. Electronic logs, log edits and hours-of-service decisions stay with the driver and your safety manager. The assistant calendars inspection dates, medical card and CDL renewals, random testing notifications and Clearinghouse query due dates, and reminds the right person, but never changes a safety record. If a driver calls the office with a question about a log or a violation, the call is routed to the safety manager the same way as any other safety matter, and the end-of-day report notes that it happened.