RateScan is an intelligent document processing platform designed specifically for the logistics and transportation industry. Transform your rate confirmation documents into structured, searchable data in seconds using advanced AI-powered extraction.
Whether you're processing invoices, rate confirmations, or shipping documents, RateScan automates the tedious work of manual data entry, reduces errors, and helps your team work more efficiently.
RateScan uses advanced optical character recognition (OCR) and natural language processing (NLP) to automatically extract critical information from your rate confirmation documents. Here's what you can accomplish:
Core Capabilities: RateScan transforms unstructured documents into structured, actionable data that integrates seamlessly with your existing workflows.
Document Processing
Upload PDFs, images (JPG, PNG), or scanned documents from your desktop
Mobile Capture - Scan documents directly from your phone and sync to desktop instantly
Batch Processing - Handle multiple documents at once with intelligent page merging
Format Support - Works with various document layouts and formats
Intelligent Data Extraction
Shipper & Consignee Information - Complete addresses with company names
Get up and running with RateScan in just a few minutes. Follow these steps to process your first document:
Step 1: Access the Application
Sign in to your RateScan account (or create one if you're new)
Navigate to the Application section from the main menu
You'll see the upload interface and document viewer
Step 2: Upload Your Document
You have two options for uploading documents:
Desktop Upload: Drag and drop PDF or image files directly into the upload area, or click to browse and select files from your computer. Supports multiple files at once.
Mobile Upload: Open RateScan on your mobile device, scan documents with your camera, or select from your photo library. Documents sync automatically to your desktop workspace.
Step 3: Review Extracted Data
Wait a few seconds for RateScan to process your document (usually 5-15 seconds)
Review the automatically extracted fields in the data table
Click on any field to edit if corrections are needed
Verify critical information like addresses, amounts, and load numbers
Step 4: Export Your Document
Once satisfied with the extracted data, click the Export button
Choose your preferred format:
Standard Invoice - Professional invoice format
Detailed Rate Con - Comprehensive rate confirmation details
Compact Invoice - Condensed format for quick reference
Download the PDF or copy data for FileMaker integration
The RateScan application interface showing document upload, extraction, and review capabilities.
Addresses - Complete shipper and consignee addresses with:
Company names
Street addresses
City, state, and ZIP codes
Contact information
Load Items - Detailed line items including:
Purchase order numbers
Item descriptions
Quantities and weights
Destinations
Financial Data - Rates, amounts, totals, and payment terms
Dates & Times - Pickup dates, delivery dates, appointment windows
Totals - Total pickup weight, highest amount, and summary totals
Accuracy: RateScan's extraction accuracy improves with clear, well-lit documents. For best results, ensure documents are flat, well-lit, and free of shadows or skew.
Perfect for processing existing digital documents or scanned files:
Navigate to Application → Upload
Drag and drop files or use the file picker
Supported formats: PDF, JPG, PNG
Multiple pages are handled automatically with intelligent merging
Batch upload multiple documents at once
Mobile Capture
Ideal for capturing documents on-the-go:
Open RateScan on your mobile device
Navigate to the Mobile section
Connect to your desktop workspace using the QR code pairing
Take photos with your camera or import from your photo library
Images are automatically optimized and sent to your desktop
Documents appear in your desktop workspace instantly
Mobile Tips: For best results on mobile, ensure good lighting, keep the document flat, and fill the frame. Avoid shadows and skewed angles for optimal OCR accuracy.
RateScan offers multiple export formats to suit different needs:
PDF Exports
Standard Invoice - Professional invoice format suitable for billing and record-keeping
Detailed Rate Con - Comprehensive rate confirmation with all extracted details
Compact Invoice - Condensed format for quick reference and filing
Data Exports
Tab-Separated Values - Ready for FileMaker integration via AutoHotKey macros
Custom Field Ordering - Arrange fields to match your FileMaker layout
Batch Export - Export multiple documents at once
FileMaker Integration: RateScan includes support for AutoHotKey macros that can automatically paste extracted data into FileMaker databases. See the integration documentation for setup instructions.
Check file format - Ensure you're using supported formats (PDF, JPG, PNG)
Verify document orientation - Documents should be right-side up and not skewed
Incorrect Field Extraction
Edit directly - Click any field in the Application view to edit it
Check original document - Compare extracted data with the original document
Re-upload if needed - Sometimes re-processing with a clearer image helps
Mobile Camera Issues
Check permissions - Ensure camera permissions are granted in your browser
Use HTTPS - Camera access requires a secure connection
Try photo library - If camera doesn't work, import from your photo library instead
Check network - Ensure you're connected to the same network as your desktop
Export Issues
Verify data completeness - Ensure all required fields are filled before exporting
Check browser settings - Ensure pop-ups aren't blocked for downloads
Try different format - If one export format fails, try another
Getting Help
If you encounter issues not covered here, check the detailed documentation sections below or contact your company administrator. For technical support, reach out through your company's designated security contact.
