Opti x Heavy Team
Opti SolutionsxHeavy Team
Put every dispatcher on a safe, useful AI setup

Faster email, faster quotes, more outreach. Company-owned, not personal accounts, and compliant with the EU AI Act.

Proposal · July 2026 For Neven, Arnold and Martin After the on-site diagnostic in Kufstein
What the diagnostic showed

A strong team, slowed down by manual work

Email overload
One inbox, no structure. Around 32 emails land in 30 minutes, so enquiries, quotes and questions all pile up in the same place.
CostThings get lost
from the diagnostic
Everything by hand
Replies and quotes are written from scratch, every time. A single quote takes 30 to 60 minutes, and there is no template.
CostSlow output
from the diagnostic
Follow-ups slip
No system to catch them. Follow-ups get delayed, in some cases up to 10 days, and deals go cold while the customer waits.
CostLost deals
from the diagnostic
Outreach stays small
Finding and writing to new clients is manual and slow, so it barely happens. The people who could grow the book do not have the hours.
CostGrowth left on the table
from the diagnostic
Proof from inside Heavy Team
“Even with an unoptimised Claude, I am already 20 to 30 percent more efficient. Better overview, faster replies to email, and I can write more outreach to new clients.”
Neven, during the diagnostic
That is before any proper setup or training. Now picture every one of the 27 dispatchers set up the same way, tuned to their role.
The team is already on boardEvery team lead confirmed they and their people want this and want in-person training on how to use it. No internal resistance, people want it. They also confirmed the tracking app we proposed would be very useful.
The cost of doing nothing

What staying the same actually costs

● Red flag 1

Shadow AI on personal accounts

Part of the team already runs company work through personal, free AI accounts. Customer names, shipment details and pricing go into tools nobody controls: no data agreement, no admin control, and free plans can train on what you type.

The real exposureCompany and customer data leaves your control. That is a live GDPR matter today, a regime with real, already-active fines, plus lost trade secrets and no record of who used what.
The fix: move everyone onto company-owned accounts with the data locked down.
● Red flag 2

No AI training, which the law now requires

EU AI Act Article 4 requires every company using AI to ensure sufficient AI literacy of its staff. Heavy Team uses AI daily and has run no training, and there is no record to show compliance.

The real exposureThere is no standalone fine for skipping training. The risk: if an untrained person causes harm, the company is liable, and missing training becomes an aggravating factor. The duty is in force now.
Our setup includes the training, the usage policy and the records, so you can show a sufficient level was in place. Assess, train, document.
The AI literacy duty is in force now. National enforcement opens 2 August 2026. Offer 1 closes both, with proof you can show.
And the cost of staying the same, in lost time
~28.000 to 43.000 EUR
every month
~340.000 to 510.000 EUR
every year
Value of the team's time tied up in manual work, 27 dispatchers at ~4.500 EUR gross across 14 salaries, 20 to 30 percent recoverable, the range Neven already sees. Lost deals from slow follow-up and stalled growth sit on top. Estimate, to calibrate with your numbers.
Offer 1 · Claude for every dispatcher

A setup built around each person

🛡
Company-owned
A real company Claude account
Not a personal free login. Data isolated, not used for training, admin control, and it switches off when someone leaves.
🎯
Set up for the role
Tuned to their daily work
Sales, dispatch, quoting or leadership. Useful from day one, not a blank chat box.
🎓
Training + playbook
One-on-one training
Plus a short written playbook for how that person works, so it sticks after we leave.
And for the whole team, included
One AI Safety and Data Security session, plus the EU AI Act Article 4 package: a written AI usage policy, signed staff rules and a training record. Ongoing support is on the pricing slide.
Offer 1 · the capacity case

More orders from the same 27 people

Today, 27 dispatchers handle about 25 orders each per week, roughly 675 a week. Each becomes 20 to 50 percent more productive, which means more orders handled by the same team, with no new hires. Tap a level.

At +25% productivity
0orders / month
Extra orders / month0
Extra orders / week0
today's orders extra orders from the lift

Illustrative, based on ~25 orders per dispatcher per week from the audit. This is capacity, more orders handled by the same team, not a revenue promise; the actual value depends on your margin per order. Neven already reports 20 to 30 percent, unoptimised, so +25% within 3 to 6 months is realistic, climbing higher as the team gets used to it.

Already working, at other companies

What teams say after a few weeks

“Preparing a claims Excel for a client used to take about four hours. Now I finish it in 10 to 15 minutes. Reports come out more structured than I would have made myself. Right now I save 10 to 15 percent of my time daily, and I expect up to 50 percent as I use it on more tasks.”
Uroš Mlakar
Claims, reporting, SL and EN translation
“In the first two weeks of using Claude in our team we saved around 20 to 30 percent of time on summaries, analyses, translations and presentations. Once we use the full tool, I expect to save more than half. For us it means better responsiveness to customers and clearer communication.”
Bojan Grabec
Director, BMA Partnerji d.o.o.
Started January 2026
“It saves me hours on controlling fleet accounts and daily Excel work. It highlights discrepancies in a structured way that I would otherwise have to search for by hand. Compared to Copilot, which I used before, it has more functionality and handles long documents better.”
Matej Novak
Fleet accounts, Excel control
Real feedback from teams we set up on Claude. Same approach we propose for Heavy Team.
Offer 2 · the communication and tracking app

Stop the status-update calls

A dedicated app that updates your customers and carriers automatically. Same idea as Routier, built around Heavy Team, running standalone so it does not depend on Translogica.

Today

  • Check GPS or call the carrier, then email the customer by hand
  • Roughly an hour a day per person
  • When it slips, the customer calls two to four times

With the app

  • Positions pulled from GPS, milestone updates sent on a schedule
  • Customer and carrier both get the email automatically
  • The repeat calls stop
Open the interactive demo →
Offer 2 · the value case

What the app is worth, conservatively

The app only works when a load is moving, not all day. Even counted that way, it adds up.

⏱
Saved time
~280 hours a month back
About 30 minutes per dispatcher per day on status checks, emails and repeat calls, automated. Across 27 that is roughly 8.000 to 12.000 EUR a month.
😊
Happier customers
The 2 to 4 calls per shipment stop
Customers see the status themselves, so they stop calling to ask. Fewer interruptions, and the customers who trust you stay.
🔍
Transparency
One timeline, GPS and CMR proof
Every shipment has a timestamped record. Fewer disputes over what happened and when, and proof that protects your margin.
📈
Room for new orders
Hours go into sales, not chasing
The time you get back goes into sourcing and closing. A few extra orders a month at ~1.000 EUR each already pays for the app.
Conservative value
Around 8.000 to 12.000 EUR a month in recovered time alone, before the customers you keep and the new orders the freed hours make room for. The app runs only when needed, not all day.

Illustrative, based on ~30 minutes per dispatcher per day and a ~37 EUR fully-costed hour (4.500 EUR gross across 14 salaries). Recovered time is capacity, calibrate with your numbers. This is separate from, and on top of, the Claude productivity gain.

What you actually get

Two solutions, two kinds of value

Claude for the team
  • Greater productivity, faster email and drafting
  • Better organisation, nothing slips through
  • Less overload on the people carrying the work
  • More completed transports, with no new hires
The app for tracking
  • Less stress and constant chasing for positions
  • Fewer unhappy customers, they always see where the load is
  • Dispatchers freed from operational firefighting
  • Time to find new business, not stuck in the day to day
Quick check

Is this clear and does it fit?

Before the numbers, let us align. Anything to add, cut or change?

🧠
Your process
Did we capture how the desk really works today?
🎯
The two solutions
Do Claude and the app fit what the team needs?
🚀
Where we start
Claude, the app, or both together?
Pricing · build your package

Pick the team size, add the app

27 dispatchers in total. Take both and you get 10 percent off everything.

Your Fractional Chief of AI
Managed AI service · 390 EUR/mo
Account administrationSecurity & retentionUpdates & new modelsEU AI Act upkeepEmail supportQuarterly AI briefing
The strategic AI function without a full-time hire. Monthly group optimisation sessions with the team for the first 3 months, so you fully use it, then quarterly.
Cost of staying the same
~28 to 43k EUR every month, ~340 to 510k EUR a year, in time lost to manual work today.
The one-time setup below is a fraction of one year of that.
One-time setup
0 EUR+ VAT
Every tier includes the per-person setup, the AI Safety and Data Security session, and the EU AI Act Article 4 package (policy, signed rules, training record). The Managed AI service runs monthly group optimisation sessions for the first 3 months, so the team fully uses it, then quarterly. Prices exclude VAT. The 2.500 EUR diagnostic audit you already paid is deducted from the one-time setup above. This offer is valid for 7 days.

Claude subscriptions (~20 to 40 EUR per person, Team or Enterprise) are billed by the provider, on your side, on top of this fee.
Next steps
Ready to make the whole desk AI first?
Timeline
This week

Confirm scope

Team size, and whether the app is in.

August

Claude live for the team

Setup, training and EU AI Act compliance.

12 weeks from confirmation

App delivered

Communication and tracking, standalone.

Ongoing

Managed AI service

390 EUR/mo, monthly sessions then quarterly.

Prepared by Žan Breznikar, Opti Solutions. Offer valid for 7 days. All prices exclude VAT. The EU AI Act literacy duty is in force now; national enforcement opens 2 August 2026.

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