Before deploying HubFlow, EASE Logistics had a 25-person Client Services team spending 50–60% of their time coordinating appointments across portals, email, reschedules, and shipper-specific workflows.

Today, HubFlow autonomously handles 95% of outbound appointment requests, allowing EASE to operate with a 10-person team while increasing scheduling velocity by 3-10x.

The challenge

One of the largest 3PLs in the United States, EASE manages complex scheduling operations for high-volume enterprise shippers with specialized transportation needs.

Prior to deploying HubFlow, EASE’s onshore team was spending over half of their time on scheduling: navigating shipper portals, managing email back-and-forth, handling reschedules, and coordinating time-sensitive appointment requests.

Many enterprise customers required appointments to be requested within hours of tender, creating constant operational pressure during nights, weekends, holidays, and volume surges. During busy periods, scheduling delays were also eroding lead time for carrier coverage.

As freight volumes grew, EASE needed a way to scale scheduling without continuing to scale Client Services headcount.

Why EASE chose HubFlow

EASE evaluated multiple scheduling solutions, but ultimately chose HubFlow because of its ability to automate complex scheduling workflows across portals and email.

“We evaluated several appointment scheduling products and HubFlow stood out for its ability to handle the complex customer requirements and fast-paced scheduling that our teams navigate every day,” said Erica Seymour, Director of Technology at EASE. “HubFlow offered all of that and more.”

HubFlow deployed directly on top of EASE’s McLeod TMS and integrated seamlessly with EASE’s proprietary AI tools, incorporating EASE’s scheduling preferences, facility-specific SOPs, and historical workflows into its automation engine.

95% touchless scheduling on complex enterprise freight

EASE is a Strategic Partner and the current Carrier of the Year for Sysco, a high-touch enterprise account with multistop refrigerated freight, limited dock availability, nighttime receiving hours, and complex rescheduling workflows.

Pre-HubFlow, Sysco alone required an 8-person Client Services team, coordinating work on hot loads and hard-to-schedule locations out of a shared spreadsheet.

Today, HubFlow sends out 95% of EASE’s scheduling requests with no human intervention, including for Sysco multistop. The Client Services team dedicated to Sysco has been able to go from 8 logistics coordinators down to 3, and the shared spreadsheet has been replaced with HubFlow’s scheduling board.

Overall, 15 members of EASE’s original 25-person Client Services team have moved into higher-value operational roles while supporting record freight volumes.

“I never thought I’d see the day when Sysco scheduling could get this automated,” said Nick Gamrath, Director of Client Services at EASE. “At this point, we’ve given HubFlow all of our hardest scheduling challenges, and they’ve performed better than anyone could have imagined.”

AI that operates at “EASE speed”

As soon as loads are built in EASE’s TMS, HubFlow autonomously:

• Chooses optimal appointment times

• Books appointments in 15+ different portals

• Sends out appointment requests via email

• Reads replies

• Updates the TMS with confirmed appointment times and pickup numbers

• Moves the shipment to “Available” to enable immediate carrier sourcing

All of this happens without manual intervention from the Client Services team.

By removing humans from the scheduling loop, HubFlow increased scheduling velocity by 3–10x and created more than two additional days of lead time for carrier sourcing, improving metrics like on-time pickup.

Having HubFlow running after-hours, on weekends, and over holidays has helped EASE stay ahead of scheduling during volume surges while maintaining the company’s culture of speed and responsiveness.

“We evaluate every operational partnership through the lens of customer service,” said Peter Coratola, CEO and Founder of EASE Logistics. “HubFlow has helped us unlock new capabilities for our team to operate faster while continuing to improve the experience we deliver to customers.”

Turning scheduling data into operational insights

EASE is also using HubFlow alongside its internal AI assistant, AMMI, to turn appointment scheduling into a measurable, data-rich operational workflow that drives strategic customer conversations.

Before HubFlow, EASE teams manually reviewed emails across hundreds of loads to analyze scheduling performance and prepare data for customer QBRs.

By centralizing scheduling activity across email and shipper portals, HubFlow gives EASE real-time visibility into appointment requests, warehouse response times, delays, and facility performance.

This has allowed EASE to identify scheduling bottlenecks across customer networks and bring actionable operational insights into quarterly business reviews with shippers.

“I can tell the shipper which facilities take 5 days to respond and which ones never have availability,” said Brian Kuramoto, Strategic Account Director at EASE. “It’s shifted our entire QBR posture from reactive to proactive.”

The bottom line

By removing humans from the appointment-request workflow, EASE transformed scheduling from a labor-intensive operational bottleneck into a scalable system that operates continuously across nights, weekends, holidays, and volume surges.

The results:

• 95% touchless scheduling

• 3–10x increase in scheduling velocity

• 60% of Client Services team moved into higher-value operational roles

• Freight volumes increased