Solutions · By industry
Bookings, shipping advice and customs packs, without inbox archaeology.
Forwarders and customs brokers run on documents from shippers, carriers and authorities that arrive hours apart. StencilFlow groups them into one case per shipment, cross-checks weights, HS codes and consignee, parks the case when a certificate is missing and hands complete declaration data to your TMS, customs or port systems. A person settles conflicts.
What lands in the inbox
- Shipping advice
- Customs declaration
- Bill of lading
- Booking request
Read, checked against your data and handed off, with people deciding the exceptions.
The flow
From inbox to system, step by step
Every case follows the same visible path. Where a rule cannot decide, a person does.
- Mailbox
- Read
- Assemble
- Cross-check
- Review
- TMS / Customs
Step by step
How it runs, step by step
A worked example with made-up names. Rules do the checking; people decide what the rules cannot.
- 1
Documents trickle in all day
Manifest, invoice, packing list and certificates come from the shipper, the carrier and the agent, hours apart.
PDFManifest (carrier)PDFCommercial invoice (shipper)XLSXPacking list (shipper)EMAILBooking note (agent)Harbor Freight Lines, one container, four senders
- 2
One case per shipment
Each document is read and filed under its container or booking number. The case stays open until the set is complete.
PDFManifestPDFCommercial invoiceXLSXPacking listShipment HFL-3107
- Manifest
- Commercial invoice
- Packing list
- Waiting for: Certificate of origin
- 3
Cross-check what customs will check
HS codes, consignee and weights are compared across the documents before anything is declared.
- Consignee identical on invoice and manifestPass
- HS code agrees with invoice lineReview
- Net and gross weight within tolerancePass
- Required certificate presentReview
Human review - 4
A missing certificate parks the case
The case waits and a reminder goes to the party who owes the document. Nothing is declared on an incomplete set.
PDFManifestPDFCommercial invoiceXLSXPacking listShipment HFL-3107, parked
- Manifest
- Commercial invoice
- Packing list
- Waiting for: Certificate of origin, reminder sent to shipper
- 5
A person settles conflicts
Where documents disagree, the broker sees both side by side and decides: approve with a note or ask for a corrected document.
Source
PDFCommercial invoiceRead
- ConsigneeNorthwind Supply
- HS code9503 00
- Manifest HS code9504 40
HS codes differApprove or request correction - 6
Declaration data handed on
Once the set is complete and agreed, the data goes to your customs software or TMS, with the full case record.
- Declaration dataTo customs software, port system or portal step
- TMS updateShipment status and references
- Case recordDocuments, checks and decisions
Harbor Freight Lines, one container, four senders
Before and after
Logistics & forwarding, with and without StencilFlow
Today
- Planners rekey shipping advice into the TMS
- Eligibility rules live in people's heads
- Documents for one container spread across mailboxes
With StencilFlow
- One case per shipment, documents read and filed as they arrive
- Cross-checks and completeness rules applied on every case
- Missing documents chased automatically; conflicts go to a person with evidence
Rules
Checks that run on every case
Your rules and reference data, applied the same way every time. Each outcome records which check passed or failed.
- HS codes and consignee agree across documents
- Container and seal numbers
- Required documents present
Connects to
Hands off to the systems you run
- Portbase
- Modality
- TMS
- Customs software
Through an API, an import file or a mailbox. About actions and integrations
In practice
Shipments assembled from declarations and shipping advice, with only the exceptions reaching a person.
Ready to look at your inbox?
Bring one process and a handful of real documents. We show you the path from inbox to decision, on your own data.