Proposal for the OCR-Enabled Logistics Data Capture and Workflow Platform

Proposal for the OCR-Enabled Logistics Data Capture and Workflow Platform

Date: January 27, 2025

Project Description

We will build a comprehensive platform that enables drivers to submit logistics data (arrival/departure times, load numbers, etc.) and upload supporting images or documents. The system will use OCR and AI to extract and interpret information from images, then present this data for manual review before storing it in an online database (Airtable). The platform will automate PDF generation, send email notifications, and provide an administrative panel for monitoring and managing records. It will be mobile-friendly for drivers and include a simple desktop interface for administrators.

Scope of Work

  1. Survey and Data Capture
    • Creation of a mobile-accessible form (survey) where drivers input relevant details (e.g., load data, detention reasons) and upload images of documents.
    • Integration of OCR and AI to interpret text from these images, with a quick review step so users can correct data before final submission.
  2. Database and Automations
    • Configuration of Airtable as the main data repository.
    • Automatic population of fields upon submission, including corrections from the OCR step.
    • CSV export capability for compatibility with Google Sheets.
    • Automations that send email alerts whenever a new entry or correction is submitted.
  3. PDF Generation and Notifications
    • Automatic creation of a PDF (containing the extracted data) after each submission or update.
    • PDFs sent to designated recipients for immediate feedback.
  4. Administrative Panel
    • Web-based dashboard displaying records, metrics, and the status of submitted forms.
    • User management tools to add and update drivers.
    • Data visualizations for insights into workflows and assignments.
    • Optional sign-in feature for drivers or admins if required by the client.
  5. Mobile and Desktop Interfaces
    • Responsive design for seamless use on phones or tablets by drivers.
    • Desktop-friendly interface for administrators overseeing data and workflows.
  6. Optional User Authentication
    • Simple sign-in can be enabled if the client wants to restrict platform access.
    • Airtable’s relational structure will manage tables for drivers, administrators, and workflows.
  7. External Services
    • Any required third-party subscriptions (OCR APIs, Airtable licensing, email platforms, etc.) will be covered by the client.
    • The platform codebase and configurations will be handed over upon final payment.

Deliverables

  1. Working Platform
    • A complete form-based interface with OCR integration and manual review.
    • Automated PDF generation and email notifications.
  2. Administrative Dashboard
    • Database overview, data visualizations, and user/driver management.
    • Configurable workflows for adding or updating drivers and assignments.
  3. Relational Database Setup
    • Airtable configuration with tables for drivers, orders, and administrators.
    • Exportable CSV capabilities.
  4. Documentation and Initial Support
    • Basic user guides for administrators and drivers.
    • Assistance with initial setup and configuration.

Timeline

  • Estimated Development Time: 4–6 weeks from receipt of initial payment.
  • Workflow:
    1. Requirements Confirmation: Finalize specs.
    2. Development: Implement OCR, AI extraction, Airtable integration, forms, and admin panel.
    3. Review and Testing: Present demos, gather feedback, and refine within scope.
    4. Final Delivery: Launch platform, hand over credentials, and provide documentation.

Investment

  • One-Time Development Cost: USD $3,200
    • Covers all core functionalities described above.
  • Monthly Maintenance: USD $150, billed annually (USD $1,800/year)
    • Covers basic technical support, minor fixes, and system upkeep.

Intellectual Property

  1. Client Ownership
    • Once all payments are completed, the client owns the platform and resulting configurations.
  2. Data Exports and Transitions
    • If the client wishes to export data or migrate to another system, an additional fee applies to cover data export and documentation of business rules. This fee depends on the complexity and volume of data, and a quote will be provided in advance.
  3. Compatibility With Other Systems
    • The platform is built on a relational database model with well-documented business rules to simplify any future integrations. Any customizations or integrations not covered in this proposal will be quoted separately at USD $60/hour.
  4. Software Licenses
    • Because the provider covers initial license costs, any changes to license requirements for future operation of the platform will become the client’s responsibility. If assistance is needed for license management after launch, it is included in the annual maintenance fee.
  5. Reuse of Generic Components
    • The provider may reuse non-confidential components or methodologies for other projects without disclosing any client-sensitive information.

Terms and Conditions

  1. Project Scope
    • The service includes the functionalities described in this proposal.
    • Additional or expanded features not listed here will be quoted separately at USD $60/hour.
  2. Client Responsibilities
    • Provide timely access to the required materials and any branding assets.
  3. Payment Schedule
    • 50% deposit to initiate development.
    • Remaining 50% due at final delivery.
  4. Cancellation
    • Deposits are nonrefundable if development has started.
    • Written notice of cancellation is required 30 days in advance, unless the project is near final delivery.
  5. Non-Payment of Annual Fee
    • If the annual maintenance fee is not received within 30 calendar days of the due date, the provider will discontinue support. The client will still have access to the data generated in Airtable, but access to the administrative panel and driver surveys will be suspended. The base data and information remain available in the underlying database.

Work Outside of Scope / Additional Work

  • For requirements that exceed the original scope (new modules, complex integrations, significant redesigns):
    • Rate: USD $80/hour
    • A written estimate of hours and objectives will be provided before starting any such work.

Limitations and Additional Costs

  • Administrator Portal
    • Includes 1 user (one email with admin access).
    • Additional administrators: USD $25 monthly per admin, billed annually.

Monthly Maintenance Coverage

  • Includes:
    • Error Correction: Fixes for issues resulting from normal use.
    • Light Adjustments: Minor changes to flows, views, and small business-rule tweaks.
    • Basic Monitoring: Regular checks to maintain stability and efficiency.
    • Support and Inquiries: Response to technical and operational questions during business hours (< 4-hour turnaround).
  • Additional Benefits:
    • Updates: Quarterly review of scripts and workflows.
    • Security: Semiannual permission and data audits.
    • Optimization: 2 hours/month allocated for minor view/automation enhancements.
    • Prevention: Proactive monitoring of integrations.