Document preparation
- Export file
- Pro formas, commercial invoices and packing lists can be scoped from orders.
- Import file
- Separate templates and fields can be selected for incoming-document checks.
← All products
Development on request
Export & Customs OperationsExport & Customs Software
Review shipment documents, stages and late-arriving expenses through a shipment file. We will scope the export and customs software we will build around the checklists used by your foreign-trade team and customs broker.
- Documents linked to shipments
- Letter-of-credit dates
- Expenses by shipment file
- Discovery
- Scope and quote
- Development
Keep shipment details connected across trade documents
Find why a file is waiting by identifying its document and responsible person. Separate preparation of pro formas, commercial invoices and packing lists can leave quantity or buyer changes inconsistent. A broker's document may stay in another conversation while logistics assumes the cargo is ready. We will plan shared shipment information linked to a file and missing-document tracking against your checklist. Together, we will choose its source and the person responsible for updates.
What fragments the shipment file
- Document versions remain in separate conversations.
- Expenses must later be traced to the right shipment.
Information to bring together
- Order and shipment fields can link to document preparation.
- Document status and expenses can be considered through the same file.
Follow a shipment from order approval to arrival records
Let us examine a sample shipment file. We will start with required documents selected by you and your broker. Stage transitions can account for transport records and document completion progressing independently.
- 01
Open the file and document list
Order details, pro formas and shipment document templates can be considered in one file. Preparation and checking responsibilities can have separate fields.
- 02
Link loading to the record
Container, seal and bill-of-lading numbers can be added. Shared fields for commercial invoices and packing lists can be selected within document preparation scope.
- 03
Track departure and arrival
Broker-provided declaration numbers, dates and documents can link to the file. Departure, arrival and expense completion can be separate states; letter-of-credit dates can be tracked separately.
Start with document checks and choose shipment expense detail
Let us define the starting boundary for trade records. We will discuss how to use templates you maintain for each country. The software we will build will be scoped around daily file tracking and your team's data sources.
Initial shipment file
- Documents and stages
- Shipment cards, checklists, shared order fields and stage responsibilities can form the first release. Missing documents and documents awaiting checking can be separate states.
Detail as required
- Letters of credit and expenses
- Reminders for loading, presentation and validity dates you enter can be added, along with allocation of freight, storage, insurance and brokerage expenses to files.
Technical and legal conditions
- External data exchange
- Transport and accounting transfers will be examined if providers offer access. Technical and legal conditions for exchange with official customs systems will be assessed separately in scope.
Compare file requirements for export departures and import arrivals
If you need both directions, shared expense structures can be retained while documents and stages stay separate. One checklist may not suit every transaction; your trade team and broker determine the template. During discovery, we will choose how direction affects file fields and checking order.
| Compare file requirements for export departures and import arrivals | Export file | Import file |
|---|---|---|
| Document preparation | Pro formas, commercial invoices and packing lists can be scoped from orders. | Separate templates and fields can be selected for incoming-document checks. |
| Stage sequence | Loading, departure and arrival records can be defined. | Arrival and processing stages can follow your team's tracking arrangements. |
| Expense assessment | Shipment expenses can be compared with the sale amount. | File-level expense breakdowns and storage tracking can be selected. |
Stage sequence
- Export file
- Loading, departure and arrival records can be defined.
- Import file
- Arrival and processing stages can follow your team's tracking arrangements.
Expense assessment
- Export file
- Shipment expenses can be compared with the sale amount.
- Import file
- File-level expense breakdowns and storage tracking can be selected.
Define file access for trade teams, logistics and customs brokers
Working in one file does not require sharing every commercial detail. Broker access to necessary documents differs from access to sale values or company cost summaries. The software we will build can include file-level permissions and document-update histories.
Foreign trade and logistics
Document preparation, missing-item checks and transport entries can be separated by role. Date-editing rights will be defined separately from stage-status permissions.
Broker and accounting
A broker can receive access limited to relevant files. Expense entry and financial exports will have permissions separate from external sharing.
Contacts and regulatory scope
KVKK, Turkey's personal data protection law, and retention needs will be considered for buyer and supplier contacts; your firm is the data controller. Customs, trade and fiscal requirements will be scoped following assessments by your broker and authorised advisers.
Keep shipment files open when cargo waits for missing documents
Consider physical cargo status and document status separately to choose the next action. A loaded container may still lack a document or await broker checks. We will scope missing items, responsible people and delay explanations in the same file. Storage and other waiting costs can link to the shipment. Letter-of-credit dates can also link to it; interpretation of conditions and transaction decisions remain with your bank, broker and authorised team.
Records that lose the distinction
- A loaded status is interpreted as completion of all documents.
- Waiting costs remain outside a file that appears closed.
Tracking to design for delays
- Transport stages and missing documents can have separate fields.
- Outstanding documents and incoming expenses can link to the file.
Prepare open shipment files and document templates for transfer
First, clarify which shipments remain in progress. Document names alone are insufficient without shipment ownership. Using an anonymised example, we will examine mappings for file numbers, dates and expense sources.
- 01
Identify template sources
Use checklists verified by you and your broker. Different names for the same document can be mapped; we will choose who keeps the lists current.
- 02
Trial an open file
Compare document states, stage dates and expenses for one shipment in a sample transfer. Marking fields that cannot transfer can form part of acceptance checks.
- 03
Examine data connections
If transport or accounting providers offer API access, assess data fields and status codes. File transfers or responsible-person entry can be planned for information without a connection.
Explore automation examples for shipment-file handovers
Before discussing scope, list information repeatedly sent to brokers, logistics and accounting. These resources can help you discuss shared records for those handovers. Your authorised team will determine documents according to country, goods and transaction type.
Prepare discovery around a shipment checklist
Make blank document lists, stage schedules and expense breakdowns suitable for sharing. For letter-of-credit tracking, add the date fields required. A waiting-cargo example can identify who completes which documents and help select first-release checks and records.
- Identify document owners and who keeps the file list current.
- Share the different stages used for exports and imports.
- Explain transport-data and financial-transfer expectations separately.
The proposal will reflect file types, document preparation, expense detail and assessed connections. Subscription use, support and additional modules will be discussed in the written scope.
How we work
We do not sell an off-the-shelf package: we design the software around your workflow, build the first version in short steps and keep running it after launch.
- 01
Discovery
We listen to how your business works, your team and the tools you use today.
- 02
Scope and quote
Modules, priorities and price are set out in a written quote.
- 03
Development
We show working versions at short intervals and move on with your feedback.
- 04
Setup and migration
We move your existing records across and help your team get started.
- 05
Support
We run the software on a subscription and keep it up to date and secure.
Frequently asked questions
Does this software file the customs declaration?
No. The declaration is filed by your customs broker through the official system. The software we build manages document preparation, missing items, costs and shipment stages; it does not replace your broker, it helps a complete file reach them.
Do you prepare the document lists for each country?
No. The software checks against the lists that you and your customs broker define. Regulations and bilateral agreements change, and keeping the lists current is your and your broker's responsibility. We do not give advice on customs or foreign trade regulations.
Does container tracking come in automatically?
Container status can be updated manually or by file import. Automatic tracking depends on a connection offered by the shipping line or a data provider and often requires a separate subscription; we assess with you during discovery whether you need it.
Does the software interpret letter of credit terms?
No. You enter the dates and the list of required documents, and the software counts down and warns you. Interpreting the letter of credit is a job for your bank and advisers. A connection to bank data can only be scoped per project.
Can it be used for imports too?
The scope can include the import direction. The stage flow and document list are defined separately for imports, and cost breakdowns and storage charge tracking can be designed to work the same way in both directions.
Can it connect to our accounting software?
Exporting sales invoices, cost lines and exchange rate differences can be scoped, and e-Invoice flows can also be connected. We discuss which package you use during discovery and tell you from the outset whether a direct connection or a file transfer is possible.
Must expense records close when the shipment departs?
Transport status and financial close can be designed separately. Later freight, storage or brokerage costs can be added to the relevant file and considered in its expense breakdown.
How would missing documents differ from documents awaiting checking?
An absent document and an existing document awaiting authorised review can have different states. Discovery will define who marks a document complete and which stage depends on that decision.
How is the price set?
After a discovery meeting we prepare a written quote covering the scope, the modules and the setup work. The software is provided on a monthly or annual subscription.
Do we receive the source code?
In our standard model the software is provided on a subscription and the source code is not transferred. If you need a different model, it is agreed in a separate written contract.
Who is responsible for what is done with the software?
We build and operate the software. The business using it is responsible for how it is used, the data entered and the content published; the details are set out in the service agreement.
Related products
Built on request
Textile & Garment Manufacturing
Textile Production Software
Software we build on request for textile and garment manufacturers: colour and size breakdowns, stage tracking from cutting to packing, subcontract units, fabric and waste records.
ViewBuilt on request
Print Shop & Commercial Printing
Printing House Software
Software we build on request for printers and print shops: quotes, job cards, press and finishing stages, paper consumption, waste and the real cost of every job.
ViewBuilt on request
Catering and Central Kitchens
Catering Software
We build software around your kitchen that follows the flow from site headcounts to production orders, and from recipes to allergen and temperature records.
ViewDefine your shipment-file workflow
Use document and expense examples to prepare development scope for your firm.
- Documents linked to shipments
- Letter-of-credit dates
- Expenses by shipment file