The challenge
Shipment information lived in the mailbox and separate overviews. Anyone wanting the status of a shipment had to piece together release, customs and transport one by one, with documents scattered across emails and folders.
Forwarding also demands paperwork that's in order: client mandates and identification with expiry dates, rates that shift per period, and arrival deadlines you can't afford to miss. All of it was watched by hand.
Our approach
- 01
One file per shipment
A central shipment list with filters, and a file per shipment with Release, Customs and Transport tracks. Documents are uploaded and categorised on the file itself.
- 02
Relations and compliance
Clients, contacts and commercial agreements managed centrally, including the status of mandates and identification with expiry dates.
- 03
Rates with versions
A catalogue of inland lanes with stable sell rates per lane and multiple suppliers, central rates with versioning and history, and configurable surcharges. When a shipment is created, the system suggests the right rate options.
- 04
AI inbox and integrations
All incoming mail in one overview, classified automatically, with a split view showing the source email next to the extracted fields. The PortBase status shows up right in the file, arrival deadlines flag seven days ahead, and completed shipments produce invoice lines that go to Exact Online after review.
The result
The project is still live. The PRD, the design and the data model have been delivered and signed off, and the standard modules for shipments, relations and rates are largely in place. The integrations and logic, including PortBase, Exact Online and the AI inbox, are being built towards a Q3 2026 delivery.
Once the platform runs in the daily operation, we'll add concrete figures to this case.