Solutions · By process
Packing list, bill of lading, certificates and invoice: checked as one shipment.
A shipment is a manifest plus a handful of certificates, arriving hours apart. StencilFlow assembles them into one case by PO or container number, cross-checks weights, quantities and references across documents, and only releases the shipment when everything agrees.
What lands in the inbox
- Packing list
- Bill of lading
- Certificates of analysis
- Commercial invoice
- Customs declaration
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 each document
- Assemble case
- Cross-check
- Verify conflicts
- Hand off
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 arrive hours apart
One shipment, several emails, from different parties.
PDFPacking listPDFBill of ladingPDFCommercial invoicePDFCertificate of analysisHarbor Freight Lines, container MSKU 123456
- 2
One case per shipment
Documents are assembled by PO or container number; the case waits until the set is complete.
PDFPacking listPDFBill of ladingPDFCommercial invoiceShipment HFL-2291
- Packing list
- Bill of lading
- Commercial invoice
- Waiting for: Certificate of analysis, batch B-17
- 3
Cross-check the numbers
Weights, packages and references are compared across documents.
Packing list
- ContainerMSKU 123456
- Packages24
- Gross weight18,420 kg
Bill of lading
- ContainerMSKU 123456
- Packages24
- Gross weight18,980 kg
- 4
Rules decide, case by case
Your tolerances and completeness rules run on every shipment and record each result.
- Container number agrees across documentsPass
- Gross weight within toleranceReview
- Every batch has a certificatePass
- Invoice quantities match the packing listPass
Human review - 5
A person settles the conflict
Both documents open side by side; approve with a note or ask for a corrected one.
Source
PDFBill of ladingRead
- ContainerMSKU 123456
- Gross weight18,980 kg
Weight differs from packing listApprove or request correction - 6
Approved data handed on
Only a complete, agreed shipment goes to dispatch or the customs system.
- Dispatch or TMS hand-off
- Customs dataVia file, API or portal step you already use
- Case recordAll documents and decisions together
Harbor Freight Lines, container MSKU 123456
Before and after
Shipping & customs documents, with and without StencilFlow
Today
- Documents for one shipment spread over several emails
- Cross-checking weights and numbers by eye
- Missing certificates noticed at the border
- Customs data retyped into another portal
With StencilFlow
- One case per shipment, waiting until the set is complete
- Weights, containers and batches cross-checked automatically
- Conflicts shown to a reviewer with both documents open
- Approved data handed to dispatch or the customs system
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.
- Container number agrees across documents
- Gross weight within tolerance between packing list and B/L
- Every batch has a certificate of analysis
- Invoice quantities match the packing list
Connects to
Hands off to the systems you run
- Portbase
- TMS
- Customs software
- ERP
Through an API, an import file or a mailbox. About actions and integrations
In practice
Declaration PDFs and shipping advice combined per shipment. Only the exceptions reach the customs desk, each with its reason.
Related
Related solutions
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.