When we first sat down with this logistics company, the conversation wasn’t about code — it was about capacity.

“No matter how hard they work, our dispatchers max out at three or four drivers,” the operations lead told us. “We just can’t scale the team without breaking them.”

And they weren’t wrong…

Dispatchers were clocking out late, juggling 60+ browser tabs, fielding 40+ calls a day, and spending most of their energy just keeping tomorrow’s routes from falling apart. Drivers relied on them for every update. Brokers needed constant follow-up. And any shift – a missed load, a bad pickup, a traffic delay – meant the whole house of cards could wobble.

This wasn’t a tech gap. It was a workflow ceiling. So we set out to build a system that would raise it.

Understanding the Real Block: Human Limits in a Manual System

Here’s what the dispatcher’s day looked like:

• Super Dispatch + Central Dispatch + 10+ broker portals open at all times
• Filters adjusted manually per driver, per load, per location
• Load price calculations done by hand, with mental math and sticky notes
• Telegram voice notes back and forth with drivers (who couldn’t call brokers themselves)
• Constant back-and-forth to confirm: Is the load ready? Is the shipper reachable? Has the BOL been signed?

Every call, every detail, every change went through one person. And the only way to increase capacity was to… hire more people. That’s where we came in – not to add another tool to the mix, but to rebuild the core.

What We Built: A System That Thought Like a Dispatcher

We didn’t start with architecture diagrams. We started with questions:

     1) When do dispatchers hit overload?

     2) Where are they repeating themselves?

     3) What could be automated without killing trust?

From that, we designed a custom system to sit alongside their existing tools and do the heavy lifting:

• Unified load aggregator: One place to search across Super Dispatch, Central, and broker sites – no more tab overload.
• Broker outreach assistant: Pre-filled call sheets + automated follow-ups for known brokers.
• Smart route builder: Context-aware routing that considered where the driver would land next – not just where they were going.
• Broker filter logic: Integrated ratings, payment types, and past history into load decisions.
• Voice-to-text workflows: Telegram voice notes transcribed + structured into load records.
• Gross per dispatcher dashboards: Real-time visibility into what’s moving, what’s stuck, and who’s maxed out.

It wasn’t about replacing the dispatcher. It was about removing the bottlenecks they never had time to fix.

What Changed – Without Burning Anyone Out

Over three months of rollout, here’s what the shift looked like:

And perhaps most meaningfully, we heard this from their team:

“I can finally think again. Not just react.”

That was the goal. And the outcome.

What We Learned

You can’t out-hire a broken workflow. And you can’t automate a job you don’t understand.

But if you listen – really listen – to what dispatchers do every day, you can build systems that make their instincts scale. You can reduce decision fatigue, eliminate time sinks, and let humans do what they’re best at: adapting, coordinating, and keeping the wheels moving.

Custom software won’t solve every logistics problem. But when it’s built from the inside out – with trust, iteration, and real-world logic – it changes what’s possible.

Curious if something like this could work for your team?

We offer workflow assessments, not sales calls. Just a chance to walk through what’s working, what’s not, and what might help.

Reach out if this sparks something. We’d love to hear your story.