Freight & Shipment Tracking

Q: What happens if a shipment is delayed or stuck in transit?

Automation detects delays automatically and alerts the fulfillment manager with exception details. The manager can then investigate and send a follow-up email to the customer without manual carrier lookups.

Q: Can customers receive tracking notifications automatically?

Yes, personalized tracking emails are sent to customers automatically within minutes of shipment handoff, including the carrier tracking link and estimated delivery date.

Q: Will our existing tracking data be preserved?

Automation syncs with your order management system and CRM, preserving all historical tracking records and customer communication history during the transition.

Q: Do we need to change our current tools or systems?

No, automation integrates with your existing platforms like ShipStation, Gmail, and HubSpot. You keep using the same tools; the manual steps are eliminated.

Keep every inbound and outbound shipment visible without staff chasing carriers or digging through emails.

532 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Freight and shipment tracking requires staff to manually log into multiple carrier portals, record data in spreadsheets, and send customer notifications. This repetitive work consumes significant time and introduces data entry errors that frustrate customers.

Automation continuously monitors carrier systems, updates tracking records in real time, and sends personalized notifications automatically. The result is faster customer communication, fewer errors, and staff freed from routine lookups to focus on exceptions.

Key features:

Automatically fetch tracking status from all major carriers and normalize data into a single view

Send personalized tracking notifications to customers within minutes of shipment handoff

Detect delays and exceptions, then alert the fulfillment team for manual investigation

Sync tracking data directly into order management and CRM systems without manual entry

Maintain a complete audit trail of all shipment status changes and customer communications

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Multiple carrier portal logins Staff must log into separate portals for FedEx, UPS, DHL, and other carriers multiple times daily to check status.	80%
2	Manual data entry errors Tracking numbers and dates are manually copied into spreadsheets, introducing duplicates and inaccuracies.	67%
3	Delayed customer notifications Customers wait 4-8 hours for tracking information because emails are drafted and sent manually.	53%
4	Fragmented tracking visibility Tracking data is scattered across spreadsheets, order management, and CRM systems with no single source of truth.	40%
5	Manual exception investigation Delayed shipments require staff to manually contact carriers and compose follow-up emails to customers.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.8/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Shipment Handed to Carriertrigger

A shipment status changes to handed off, triggering the workflow.

2. Fetch Tracking Data from Carrier API

The automation platform queries the carrier API (FedEx, UPS, DHL) to retrieve the current tracking status, estimated delivery date, and location.

3. Update Record

Tracking data is automatically written back to the shipment record, keeping the fulfillment system current.

4. Send Customer Notification

A templated email with tracking number, carrier link, and delivery estimate is automatically sent to the customer.

5. Post Status

The fulfillment team is notified with shipment status and any alerts.

6. Log Activity

Shipment status and tracking details are automatically recorded as a deal activity for CRM visibility.

7. Check for Delays and Flag Exceptions

The automation detects delays or exceptions (e.g., delivery date exceeded) and flags them for manual review by the fulfillment manager.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

304 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

Will automation handle shipments from all major carriers?

Yes, automation connects to FedEx, UPS, DHL, and other major carriers via their APIs to fetch tracking data in real time. Additional carriers can be added during setup.

What happens if a shipment is delayed or stuck in transit?

Can customers receive tracking notifications automatically?

Will our existing tracking data be preserved?

Do we need to change our current tools or systems?

View more FAQs

Process pain:8.8/10

Mapped by:4 Companies

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Page updated 10 August 2026