Hundreds of emails daily.
Zero automation.
Polaris Transportation Group's operations team was buried. Every day, hundreds of quotation requests arrived from freight vendors — each formatted differently, each containing shipment data buried inside long, messy email threads that mixed real information with forwarded chains, legal disclaimers, and irrelevant attachments.
The team was skilled and fast. But skilled and fast wasn't enough. As freight volumes grew, the process that worked at 50 documents a day started breaking down at 300. Response times slipped. Errors crept in. The team was spending the first three hours of every shift doing data entry, not logistics.
"Our team was spending the first three hours of every shift reading emails and copying data into spreadsheets. These were skilled logistics people doing unskilled data entry. We knew something had to change."
Operations Manager • Polaris Transportation GroupDoqumentAI: Intelligent document
execution from email to quotation
qBotica deployed DoqumentAI — its AI-powered intelligent document processing solution — to rebuild the entire workflow from the ground up. Rather than trying to impose structure on chaotic inputs, DoqumentAI was trained to work within the chaos: understanding language, inferring context, filtering noise, and extracting meaning from even the most inconsistent vendor emails.
The result was a hybrid architecture that combined large language model understanding with deterministic business rule validation — scalable enough to handle volume spikes, accurate enough to operate without constant human review, and intelligent enough to know when to escalate.
Numbers that changedhow Polaris operates
Within weeks of deployment, the Polaris operations team stopped spending their mornings buried in email. The metrics tell part of the story — but the deeper impact was what the team could do with their time once the data entry was gone.
Operations team reclaimed 3+ hours per day previously spent on manual email processing and data entry
Vendor response turnaround reduced from hours to minutes on all standard quotation requests
Scaled to 500+ daily documents without adding a single headcount — volume capacity effectively uncapped
Error rate on data extraction dropped to near zero on structured cases, with complete audit trails on exceptions
Human-in-the-loop design maintained expert oversight on edge cases without creating a new bottleneck
Why DoqumentAI where
other approaches couldn't
Most document processing tools perform well on clean, structured inputs. Polaris's email environment wasn't clean — it was accumulated years of inconsistent vendor templates, legacy formatting, long forwarded chains, and edge cases that broke every rule-based system the team had tried before.
DoqumentAI's hybrid approach — combining large language model contextual understanding with deterministic validation rules — gave Polaris something purely template-based systems can't offer: the ability to understand intent, not just match patterns. That's what made 90%+ noise removal achievable on real-world, production data.
Understands intent, not patterns
LLM reasoning extracts meaning from unstructured language — no templates or rigid field mappings required.
Non-linear scale
Processing 500 documents costs the same as 50. Volume increases don't require headcount increases.
Business rule enforcement
Deterministic validation on top of AI extraction ensures compliance and auditability on every processed document.
Managed service delivery
qBotica owns the outcome — monitoring, tuning, and expanding automation as Polaris's operations evolve.