Logistics & trade
Turn shipping emails and papers into checked data
Documind reads booking emails, papers and photos. It checks each value. It asks a person when unsure, then fills your systems.
Email text
Booking request email
“Please book two 40-foot containers, Rotterdam to Chicago.”
Photo
Photo of a signed delivery note
“Received 46 boxes. Signed at the door.”
Spreadsheet
Carrier rate sheet in Excel
“300 lanes, rates and valid-until dates.”
Three everyday problems
-
The same booking gets typed three times.
It comes as an email, then as a PDF, then goes into your system. Every copy is a new chance for a typo.
-
One missing number can cost you a sailing.
A missing weight or a wrong date can stop a box from leaving. Carriers do not load a container without its weight. 1
-
Invoices charge you for days you did not use.
Detention bills often come weeks late. By then, the window to dispute them is almost closed. 2
- 1. Since 1 July 2016, SOLAS rules require a verified gross mass for every packed export container. Swire Shipping, SOLAS VGM notice, 2016
- 2. One Maersk import tariff charges USD 60 to 150 per day for a late dry container. It is in force from 15 September 2025. Maersk import tariff, 2025
Pick a use case
Choose a task. See what comes in, what Documind checks, and what goes out.
A customer emails a booking request. Documind fills in the booking and asks for what is missing.
1 · Content in
- Email textBooking request email“Two 40-foot containers, Rotterdam to Chicago, ready Monday.”
- AttachmentShipping instruction PDF“Shipper, consignee, cargo and weight.”
2 · What Documind checks
All four are written in the email text.
The email gives one total weight for two containers.
3 · Action out
- Booking created in your transport system
- Reply drafted: asks for the missing weight
Arrives · Read · Check · Ask if unsure · Write
Sample data
A carrier invoice arrives. Documind compares each line with your contract.
1 · Content in
- AttachmentCarrier invoice PDF“30 lines of freight and port fees.”
- SpreadsheetYour contract rates in Excel“Lane, container type, rate, free days.”
2 · What Documind checks
Line 12 says USD 1,450. Contract row 8 says the same.
The bill starts on day 3. Your contract gives 7 free days.
3 · Action out
- Clean lines sent to accounts payable
- Dispute list drafted for the carrier
Arrives · Read · Check · Ask if unsure · Write
Sample data
One file holds ten papers. Documind compares the values across all of them.
1 · Content in
- Scan or faxScanned customs packet“Invoice, packing list, certificate of origin and bill of lading.”
- Email textEmail from the exporter“Papers for shipment 4471 are attached.”
2 · What Documind checks
The two papers say 12,480 kg. Your limit for a difference is 0.5%.
A stamp covers the issue date. A person reads it.
3 · Action out
- Checked data sent to your customs software
- Differences listed for the broker, with the page
Arrives · Read · Check · Ask if unsure · Write
Sample data
A driver sends a photo of the signed paper. Documind updates the delivery the same day.
1 · Content in
- PhotoPhoto of the signed delivery note“Received 46 boxes. Signed at the door.”
- Email textDriver's email“Delivered at 14:20. Photo attached.”
2 · What Documind checks
CMR 2026-0419 is open in your system.
The printed count is 48. Someone wrote 46 by hand.
3 · Action out
- Delivery record updated
- Proof of delivery sent to the customer
Arrives · Read · Check · Ask if unsure · Write
Sample data
A carrier sends new rates in Excel. Documind turns them into a clean rate table.
1 · Content in
- SpreadsheetRate sheet in Excel“300 lanes, base rate, extra fees, valid until.”
- Email textEmail from the carrier“New rates start on 1 November.”
2 · What Documind checks
All 300 lines have both.
Lines 210 to 215 ended on 30 September.
3 · Action out
- Rate table ready for quotes
- Old lines sent to the pricing team
Arrives · Read · Check · Ask if unsure · Write
Sample data
Photos of a broken pallet arrive. Documind builds the claim file. Your team decides who pays.
1 · Content in
- PhotoPhotos of the damaged pallet“4 photos: torn wrap, broken corner.”
- Scan or faxDelivery receipt with a damage note“Pallet 3 damaged on arrival.”
- AttachmentCommercial invoice“Value of the goods.”
2 · What Documind checks
Both say EUR 8,400 for pallet 3.
The date on the damage note is hard to read.
3 · Action out
- Claim file with photos and value
- Notice deadline set for your team
Arrives · Read · Check · Ask if unsure · Write
Sample data
When it asks a person
Documind does not guess. When it is not sure, it shows a person the choices and the reason. Try it.
Delivered count on the signed delivery note
Were 46 or 48 boxes delivered?
Pick the right value
Sample data
Where the data goes
Documind writes the checked result into the systems you already use.
- Your transport system
-
SAP or your ERP - Reply email to the customer
- Task for your operations team
Any system that can receive an API call or a webhook.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What kinds of shipping papers can Documind read?
Booking emails, shipping instructions, bills of lading, air waybills, CMR notes and packing lists. It also reads delivery photos, carrier invoices and rate sheets in Excel. You list what you need in plain words. No templates are needed.
Does it read the email itself, or only the attachment?
It reads both. It reads the message text and every attachment. A booking written in the email body is read like a PDF form. Photos and Excel sheets in the same email are read too.
How does it know when it is wrong?
Three different AI models read each value and must agree. Math and format rules check weights, dates and container numbers. When it is not sure, a person decides. Every answer shows the spot on the page it came from.
Can it check our carrier invoices?
Yes. It compares each invoice line with your contract rate and free days. It lists every line that does not match, with both values. Your team can then dispute it before the carrier's deadline.
Does it file customs declarations or link to our transport system?
No, Documind does not file into ICS2, NCTS or any other customs system. Your customs software does the filing. Documind sends checked data to your transport system or ERP. We check your system's import options with you first.
Where is our data kept?
On your own servers. Documind can run without internet, on AI models you own. Nothing is sent to an outside AI service. Documind is GDPR and KVKK aligned. SOC 2 Type II is in progress.
Sources
- About 1 in 10 bills of lading was electronic in 2025. In 2021 it was about 1 in 100 (DCSA data, as reported). Breakbulk News, citing DCSA
Map your process with us. Go live in the demo.
In the demo we look at how bookings, delivery notes and invoices move through your team today. Then we put your first workflow live, on your own systems.