A 3PL logistics operator in Catalonia ran five warehouses on Excel, WhatsApp and the memory of two people. We deployed an AI-powered WMS that now organizes the work before the truck arrives, guides operators from a tablet and answers management by voice. This is the result.
The operation grew faster than the tools holding it up. To prepare a truck's outbound, an operator spent an hour and a half locating and gathering 24 pallets out of 1,500.
Stock lived scattered across Excel, WhatsApp and email. Nobody had the full picture of where each pallet was.
Trucks arrived with no heads-up to the system: the delivery note was typed by hand on the spot, with the unload waiting.
Critical knowledge lived in the heads of two people. If they were out, the operation suffered.
No one could prove who did what and when: without proof of load, every claim was their word against the client's.
It's not a stand-alone app: it's the full operation flow —inbound, moves, outbound and control— running from tablets and phones, with AI doing the boring work.
Admin photographs or uploads the delivery note and AI reads it whole: supplier, references, batches, quantities. The expected inbound is left pending or assigned to a specific operator, visible on their tablet. When the truck shows up at the gate, the work is already organized.
With the inbound already in their work list, the operator validates the goods against the delivery note, pallet by pallet: photo of the label, AI extracts the data, they confirm the location. No typing, no paper, no transcription errors.
Every location across the five sites, colour-coded by status in real time. Internal moves —between locations or between sites— happen from the phone and are logged instantly: the map never lies.
Outbound orders are documented and left waiting to be assigned. The supervisor assigns them; the operator runs them from the tablet with the guided picking route and validates pallet by pallet. On closing, the proof of load remains: photos of every action, available whenever a client asks.
Expected loads and unloads across the five sites on a single screen. Every advance inbound from a delivery note and every documented outbound appears on its day and time: the team knows what's coming before it happens, and management sizes shifts with data.
Plus automated reports for management with a live-HTML control-tower option: a link that shows the real state of the operation at any moment, without opening the system.
An internal assistant connected to the warehouse data, available on every device and with role-based answers: the operator checks their work, the supervisor their site, and management sees everything — by voice or Telegram, wherever they are.
Full traceability of the operation: who did what, at what time and with what evidence. When a client files a claim, the answer is one click away — not in anyone's memory.
How long an operator takes to locate and prepare a truck's 24 pallets, out of the 1,500 in the warehouse. Before: an hour and a half digging through Excel. Now: 25 minutes with a guided route from the tablet.
The goal was never "install some software". It was that preparing a truck stopped depending on walking down to the warehouse and on the memory of two people. Today it's 25 minutes, with every pallet located and every move logged with photo and time.
Scanned by AI and turned into expected inbounds, pending or assigned to an operator.
Gate validation against the delivery note: label photo, automatic extraction, location confirmation.
Real-time occupancy across the 5 sites and moves between locations from the phone, all logged.
Documented, assigned to the operator, guided picking route and photo evidence of every action.
The week's load/unload forecast, interactive, for the whole operation. See the service →
Periodic reports for management and a live-HTML control tower, checkable at any moment.
On every device and via Telegram too; each person sees what their role allows.
Who, what, at what time and with what photo — across inbound, moves and outbound. Complete audit trail.
A single service deployed on Google Cloud Run, with the client's private database and images, installable as an app on operators' tablets and phones (PWA).
This is the tool: Smart Warehouse. Subscription from $149/mo or bespoke. And if you're not sure yet, measure your chaos free in 5 minutes.
See Smart Warehouse → Measure your chaos free