Every document checked before your team signs off.
Invoices, packing lists, certificates and bills of lading are read, grouped and cross-checked before your team validates.
What you get
- 01
A status on every file
Green, orange or red, with the reason for each flag.
- 02
Conflicts shown side by side
The documents that disagree, open next to each other, field by field.
- 03
Corrections drafted, sent by a person
An editable e-mail with the document to fix attached. Your operator sends it.
What it covers
-
Intake from a dedicated mailbox
Documents arrive in one shared mailbox and are read from PDF. Files can also be uploaded by hand.
-
Grouped by container, then shipment
Each document joins its container, and files merge into one shipment when the bill of lading arrives. Unclear cases wait in a queue.
-
Rules you configure
A settings screen for required documents per market or client, tolerances and e-mail templates. Every file gets a status.
-
Proof side by side
The conflicting documents open next to each other, with the reason for every flag.
-
Correction e-mails, sent by a person
Drafted with the document to fix attached, editable, and sent only after an operator reviews them.
-
Roles and audit trail
User roles, two-factor sign-in, an audit trail, encrypted document storage and automatic deletion after an agreed period.
Relevant sectors ExportersFreight forwarders and customs brokers
How it runs
-
Scope the rules
Documents, fields and tolerances listed with your team.
Written rule sheet
-
Build on samples
Rules tested on a sample of your past files.
Checks running on samples
-
Acceptance
One measurable criterion, checked on your real files.
Acceptance report
-
Go-live
Mailbox connected once data rules are signed. Operators trained.
Live checks, trained operators
In practice
How a document check works.
- 01
Inbox
One dedicated mailbox.
- 02
Grouped by container
Then by shipment.
- 03
Fields compared
Weights, counts, names, dates.
- 04
Green, orange or red
A status per file.
- 05
A person sends
The operator approves the draft.
Status
- Green fields agree
- Orange to review
- Red discrepancy found
Engagement terms
How an engagement works.
At what stage can we start?
As soon as you can share a sample of past files. If you are unsure which documents cost the most time, start with the diagnostic. Data rules are signed before any access.
What exactly is delivered?
Mailbox intake, grouping, configurable rules, a status per file, side-by-side proof, drafted correction e-mails and the settings screen, running on your files. Acceptance rests on one measurable criterion, agreed before work starts and checked on a sample of your real files.
How is the budget built?
Scoped after the diagnostic, document type by document type. Running costs are stated up front.
Who owns what after delivery?
Agreed in writing before work starts.
What do you need from us?
A sample of past files with their known errors, the list of required documents per market or client, one business contact and one IT contact.
Questions
Frequent questions.
Which file formats are read?
PDF documents, whether they arrive by e-mail or are uploaded by hand. Tell us which other formats your files come in and we will say plainly what is covered.
Does anything go out without us?
No. Every correction e-mail is a draft. An operator reviews it, edits it if needed and sends it.
Does it touch our filing software?
No. It checks documents before your team files them. Your filing software stays untouched.
What happens to our documents afterwards?
They are kept for the retention period agreed in writing, then deleted automatically. You can export them at any time.
Contact
Scope a document check with us.
Related
Keep exploring.
Start with a 20-minute conversation.
Tell us where you want AI to make a difference first. No commitment at this stage.
Request a first conversation