What the agent handles
- Takes load and quote requests
- Routes driver calls to dispatch
- Logs breakdowns and delays
- Takes driver applications
- Answers broker rate calls
Transport and logistics
AI receptionist for trucking and freight
Takes load bookings and quote requests, answers driver and broker calls, and gets breakdowns and delays to dispatch around the clock.
CallerI'm broken down on the highway with a reefer load, I need someone now.
CallerDo you run to the States? I've got a full truckload out of Winnipeg.
CallerI'm calling to follow up on my driver application.
Where calls go
DispatchSafety and complianceRecruitingBillingMaintenance
Warm transfer: When a driver calls in with a breakdown, accident or load issue, the agent warm-transfers to the dispatcher on shift.
What it books
Loads and pickups
Why trucking companies miss calls, and what an AI receptionist changes
A carrier's phone doesn't keep office hours. Drivers call at 4 a.m. from a truck stop near Kenora with a reefer that won't hold temperature, brokers call at noon wanting a truck for a Winnipeg to Calgary load before someone else covers it, and owner-operators call on Sunday about the job posting. One or two dispatchers are working the load board and updating drivers through all of it, so the call that loses out is usually the one bringing in new freight.
A RealVoice AI receptionist answers your trucking company's phone line around the clock and takes several calls at the same time. Shippers and brokers give it the lane, pickup and delivery dates, equipment (dry van, reefer, flatbed, step deck), weight and commodity, and it books the load or pickup into your schedule or writes up the quote request. Driver applicants are asked what your recruiter asks: AZ or Class 1 licence, years driving, winter and mountain experience, and whether they want local, regional or long-haul runs.
When a driver calls with a breakdown, an accident or a load problem, it doesn't try to troubleshoot the truck. It gets the unit number, location and what happened, then warm-transfers to the dispatcher on shift with a short private summary. Once your ELD or fleet tracking is connected during setup, it can give a broker the truck's last reported position and the ETA dispatch has set, but it never quotes a rate you haven't set or promises a truck for a date.
Example call, start to finish
- CallerHi, I'm with Prairie Link Logistics. I've got a full truckload out of Winnipeg going to Calgary, picking up Thursday. Do you have a truck?
- AI receptionistI'll take it down for our dispatch team. What's the equipment and the commodity?
- CallerFifty-three foot reefer, frozen potatoes, about twenty thousand kilos. It runs at minus eighteen.
- AI receptionistThanks. What's the pickup window Thursday, and the delivery appointment in Calgary?
- CallerPickup's 6 a.m., and actually it's in Portage la Prairie, not Winnipeg. Delivery Friday at 2 in the afternoon.
- AI receptionistNoted: Portage la Prairie at 6 Thursday, Calgary Friday at 2. I can't confirm a truck or a rate myself, and Gord in dispatch is on another line, so I'm sending him this now. Is this the best number and email for the rate confirmation?
- CallerYes. And if he can't cover it, I need to know by 3 today.
- AI receptionistI've put the 3 o'clock deadline at the top of Gord's note, and he'll call you back either way.
After the call: Gord gets a text and an email with the lane, equipment, temperature, pickup and delivery appointments and the broker's 3 p.m. deadline. The summary and recording are saved in the RealVoice portal, so whoever covers the load has every detail in one place.
How it fits your day
- Overnight driver calls
- Breakdowns, accidents, reefer alarms and refused loads reach the dispatcher on shift with the unit number and location already given, instead of a voicemail box nobody checks until 6.
- Broker and shipper calls
- Load offers and quote requests are written up with lane, equipment, weight and dates while dispatch is on the phone with drivers.
- Recruiting
- Applicants calling about a posting are screened with your questions and their answers go to the recruiter, so a good AZ driver isn't lost to the carrier that called back first.
- Winter highway closures
- When the Trans-Canada closes through northern Ontario or a mountain pass shuts, the delay and reroute calls are logged in order so dispatch can work through them.
Your software
Today it books loads and pickups into the RealVoice schedule in the portal, keeps driver, broker and applicant calls there with summaries and recordings, and texts confirmations. If your dispatch office runs McLeod, Rose Rocket, ISAAC or Descartes, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
One covered load is real money for a small fleet. A dry van run from Toronto to Montreal might pay $1,400 and a reefer load from Winnipeg to Calgary closer to $3,500, and a broker who can't get through on the first try posts the load to the next carrier on the list. Lose one $2,500 load a week that way and it's about $125,000 a year in freight your trucks could have hauled. The missed-call calculator on our homepage will work it out with your own rates.
Questions trucking companies ask
Can it tell a broker where my truck is?
Yes, when the team has hooked it up to your telematics or ELD tracking as part of setup. It takes the load or reference number, reads back the truck's last reported location and the ETA from dispatch, and texts the broker the details. Questions about a delay or a change to the appointment go to dispatch, or the caller is put through if dispatch is free.
What happens when a driver breaks down at night?
It asks for the unit and trailer numbers, where the truck is (highway, closest town or kilometre marker), whether anyone is hurt and the state of the load, and tells the driver to call 911 first if someone is injured. Then it warm-transfers to the dispatcher on shift; if the dispatcher doesn't answer, the details go to them by text and email right away.
Can it screen driver applications?
Yes. It asks your questions, such as licence class, years driving, experience with the equipment you run and preferred routes, and sends the answers to your recruiter. It doesn't make hiring decisions or promise pay.
Will it quote rates to brokers?
Only rates you've given it, such as a standing rate on a regular lane. Everything else becomes a quote request with the lane, equipment and dates for dispatch to price.
Can an AI answer my trucking company's phone after hours without missing the urgent calls?
Yes. You decide what counts as urgent. A breakdown or accident is put through to whoever is on call, and a broker's load offer at 9 p.m. is written up and waiting for dispatch in the morning.
Will drivers put up with talking to an AI?
Most drivers just want to be heard and put through quickly. It asks short questions, doesn't make them repeat themselves, and gets them to a dispatcher with the details already passed on.
Hear it as your own trucking company's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.