{"id":503,"date":"2019-01-08T18:21:45","date_gmt":"2019-01-08T08:21:45","guid":{"rendered":"http:\/\/34.220.156.218\/blog\/?p=503"},"modified":"2023-10-08T06:46:38","modified_gmt":"2023-10-07T20:46:38","slug":"export-document-software-trade-shipping","status":"publish","type":"post","link":"https:\/\/incodocs.com\/blog\/export-document-software-trade-shipping\/","title":{"rendered":"How Export Documentation Software will improve your import export business."},"content":{"rendered":"\n<h3 class=\"wp-block-heading\"><strong>If you are involved in global trade, this is how export documentation software will improve your business process.<\/strong><\/h3>\n\n\n\n<p>If you&#8217;re running an import export business or trading company, you are already aware of all of the important export documents required to get products shipped overseas.&nbsp; Using Microsoft Word or Excel templates can be very time consuming and costly to your business.<\/p>\n\n\n\n<p>Today, thanks to advancements in technology, shippers all over the world can save time and money through streamlined shipping document software.<\/p>\n\n\n\n<p>This post compares manually creating shipping documents in Word or Excel templates, with IncoDocs software for export companies.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/Excel-Vs-IncoDocs-Shipping-Documents-1024x576.png\" alt=\"Excel and Word Templates Vs IncoDocs software\" class=\"wp-image-575\" srcset=\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/Excel-Vs-IncoDocs-Shipping-Documents-1024x576.png 1024w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/Excel-Vs-IncoDocs-Shipping-Documents-300x169.png 300w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/Excel-Vs-IncoDocs-Shipping-Documents-768x432.png 768w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/Excel-Vs-IncoDocs-Shipping-Documents.png 1536w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Excel &amp; Word templates VS IncoDocs<\/figcaption><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>The problem with manually creating shipping document templates<\/strong><br><\/h3>\n\n\n\n<p>Many export companies have setup their own templated documents such as commercial invoices, packing lists, packing declarations, declaration of origin documents and more.&nbsp; Usually somebody created these templates using Microsoft Word or Excel. &nbsp;Therefore, this process requires retyping the same data over and over again, or copying and pasting between documents.&nbsp; Software for export companies will dramatically improve the shipping document process.<\/p>\n\n\n\n<p>Many trading companies are using multiple programs to create some documents and then re-typing information into accounting systems.&nbsp; Because of this, it creates an unreliable process that is prone to human error.  Every time that data is re-entered there is a real risk to your business.&nbsp; One simple error on a shipping document can cause big delays, fines and missed shipments.<\/p>\n\n\n\n<p>On top of that, each employee will be creating and storing documents and information in a different manner. &nbsp;Important shipping documents are usually saved on a company drive or cloud based storage such as Dropbox, Google Drive or OneDrive.&nbsp; Each employee will be emailing documents to supply chain partners with their own email account.&nbsp; This process lacks consistency, accuracy and insight into your global trade operations.<br><\/p>\n\n\n\n<p>This has been the standard way for import export businesses to create and share shipping documents in the past.&nbsp; But today, thanks to advancements in software, exporting companies around the world can now upgrade their manual paperwork operations. &nbsp;Here&#8217;s an overview of why import export companies invest in export documentation software.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Create your shipping documentation up 80% faster<\/strong><br><\/h3>\n\n\n\n<p>If your team are using templates for export documents, how long does it take to create a full set of shipping documents?&nbsp; By using IncoDocs, when the first document is created, data can be instantly copied to other documents as required.<\/p>\n\n\n\n<p>Copy data from Quotations to Purchase Orders, Proforma Invoices, Commercial Invoices, Packing Lists (FCL, LCL and consolidated) Shipper&#8217;s Letter of Instruction (SLI), Forwarding Instructions, Verified Gross Mass declarations (VGM), Packing Declarations and more.&nbsp; IncoDocs software for export companies allows users to create documents up to 10x faster than manually entering data into Word or Excel sheets.<\/p>\n\n\n\n<div class=\"wistia_responsive_padding\" style=\"padding:56.25% 0 0 0;position:relative;\"><div class=\"wistia_responsive_wrapper\" style=\"height:100%;left:0;position:absolute;top:0;width:100%;\"><iframe loading=\"lazy\" src=\"https:\/\/fast.wistia.net\/embed\/iframe\/63siuczf3q?seo=false&amp;videoFoam=true\" title=\"IncoDocs Demo Overview FULL Website Video\" allow=\"autoplay; fullscreen\" allowtransparency=\"true\" frameborder=\"0\" scrolling=\"no\" class=\"wistia_embed\" name=\"wistia_embed\" msallowfullscreen=\"\" width=\"100%\" height=\"100%\"><\/iframe><\/div><\/div>\n<script src=\"https:\/\/fast.wistia.net\/assets\/external\/E-v1.js\" async=\"\"><\/script>\n\n\n\n<p>Most companies have a large list of contacts and products. By using IncoDocs, you can store all of your contacts and products so that users simply click to complete document fields.&nbsp; If you have a huge list of contacts or products they can be instantly uploaded from a CSV file.<br><\/p>\n\n\n\n<p>We&#8217;ve spoken to many companies that use multiple systems to create documents.&nbsp; This required duplicating data entry into their accounting systems.&nbsp; By using software for export companies, data can be integrated directly with your accounting platform to save you even more time and money.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Go Paperless with Digital Signatures &amp; Countersigning documents<\/strong><br><\/h3>\n\n\n\n<p>Is your team still manually printing, signing, scanning and emailing shipping documents?&nbsp; IncoDocs allows your team to insert digital signatures, then share documents directly from your dashboard.&nbsp; On top of that, all documents can be securely shared with suppliers, customers or freight companies at the click of a button.<\/p>\n\n\n\n<p>Using IncoDocs, you can <a href=\"https:\/\/incodocs.com\/blog\/countersigning-proforma-invoice-purchase-order-documents-trade\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Using IncoDocs, you can countersign your Proforma Invoices, Purchase Orders and Sales Contracts online.&nbsp; Both parties can add their digital company stamp \/ seal and signature to completely transition to a paperless office.&nbsp; This allows companies to close deals faster, sign contracts from anywhere, reduce admin time, reduce paper &amp; operational costs. (opens in a new tab)\">countersign your Proforma Invoices<\/a>, Purchase Orders and Sales Contracts online.&nbsp; Both parties can add their digital company stamp \/ seal and signature to completely transition to a paperless office.&nbsp; This allows companies to close deals faster, sign contracts from anywhere, reduce admin time, reduce paper &amp; operational costs.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Software for Export Companies ensures your whole team creates compliant shipping documents<\/strong><br><\/h3>\n\n\n\n<p>Manually entering data into shipping document templates opens up the risk for human error. &nbsp;Every time that data is copied and pasted to other documents you run the risk of the wrong information being submitted on your documents.&nbsp; If one small input error is made, it can potentially cause your business big problems that include delays, fines and missed shipments.<\/p>\n\n\n\n<p>IncoDocs shipping document templates are aligned to <a href=\"http:\/\/tfig.unece.org\/contents\/unlk-recomm-1.htm\">United Nations Layout Key (UNLK)<\/a> to ensure that fields will meet compliance.&nbsp; This ensures that data is entered correctly, making it easier for anyone in your team to create documents with confidence.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Get real insight into your global trade operations<\/strong><br><\/h3>\n\n\n\n<p>Running and import export business requires everyone to have instant access to your information to make the right decisions.&nbsp; Therefore, if your documents, data and communications are spread across multiple systems, your team will be wasting time looking for the information that they need.<\/p>\n\n\n\n<p>This creates a lack of instant visibility into the status of all of the company\u2019s orders, shipments and communications.&nbsp; IncoDocs allows everybody in your team to store and organize your trade documentation from 1 place.&nbsp; Also, users can store and upload all shipping documents into organized folders.&nbsp; In doing so, this will give your company instant insight into the current status of your sales, orders and shipments.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"820\" src=\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/vp-03-storage@2x-1024x820.png\" alt=\"Shipping Storage and Visibility\" class=\"wp-image-1211\" srcset=\"https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/vp-03-storage@2x-1024x820.png 1024w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/vp-03-storage@2x-300x240.png 300w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/vp-03-storage@2x-768x615.png 768w, https:\/\/incodocs.com\/blog\/wp-content\/uploads\/2019\/01\/vp-03-storage@2x.png 1454w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Get real visibility into your Global Trade operations.<\/figcaption><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Measure and report on company performance and conversions<\/strong><br><\/h3>\n\n\n\n<p>How are you measuring the performance of sales teams and conversions of new quotes into orders? &nbsp;Using IncoDocs you can track and measure the number of documents created per employee, to get real statistics on performance and conversions.<\/p>\n\n\n\n<p>It is vital to have reporting setup correctly to measure your key company metrics to make informed decisions.&nbsp; In doing so, monitoring new sales, orders and shipments will help you forecast cash-flow in your business.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Get instant access to important company information from anywhere, anytime<\/strong><br><\/h3>\n\n\n\n<p>Cloud based shipping document software allows you to instantly access your company\u2019s shipping document process from anywhere in the world.&nbsp; This gives managers the insight they need into the whole team\u2019s performance and operations.<\/p>\n\n\n\n<p>Get instant access to the information you need from the office, warehouse or when on the road.&nbsp; This allows you to create, edit, store or share export documents from desktops, tablets or mobile phones.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Upgrade your shipping document operations for the future of global trade<\/strong><br><\/h3>\n\n\n\n<p>Change is coming. &nbsp;<a href=\"https:\/\/www.cbinsights.com\/research\/digitizing-supply-chain-logistics-market-map\/\">The global supply chain is at the start of a massive digital revolution.<\/a>&nbsp; Because of this, the future of trade will require digital formats and integrations.&nbsp; In future, emailing PDF documents will not be accepted.&nbsp; Therefore, upgrading your company\u2019s documentation process will allow you to integrate with your supply chain partners in a more cost effective way.&nbsp; Every party along the supply chain relies on that data that is contained in shipping documents.&nbsp; Shipping lines, freight forwarders, port authorities, banks, customs and trucking companies are investing heavily to transform their manual paper based operations.<\/p>\n\n\n\n<p>This will streamline the flow of shipping data to all parties involved in the supply chain.&nbsp; If your documentation is in a digital format, you can easily pass this to your freight partners to reduce admin and documentation fees.<\/p>\n\n\n\n<p>In doing so, this will give your business the competitive advantage and ensure you are ready for the future of global trade.<\/p>\n\n\n\n<p><strong>Example Case:&nbsp; Read how a Multi-National company Murata Manufacturing&nbsp;<\/strong><a href=\"https:\/\/www.murata.com\/about\/newsroom\/news\/company\/general\/2012\/0413\"><strong>digitized all company documents relating to export procedures<\/strong><\/a><strong>.<\/strong><\/p>\n\n\n\n<p><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>IncoDocs software for exporters increases the efficiency of export documentation departments<\/strong><br><\/h4>\n\n\n\n<p>IncoDocs has allowed companies in global trade to upgrade their shipping document process.&nbsp; If you need more information <a href=\"https:\/\/calendly.com\/brandon-inco\/demo\">speak to one of our trade specialists<\/a>, we will be happy to answer your questions.<br><\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you are involved in global trade, this is how export documentation software will improve your business process.<\/p>\n","protected":false},"author":2,"featured_media":504,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[3109],"tags":[3114,3113],"class_list":["post-503","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-shipping-documentation","tag-for-exporters","tag-for-importers"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v22.0 (Yoast SEO v23.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Export Documentation Software to improve your import export business<\/title>\n<meta name=\"description\" content=\"Learn how export documentation software improves import export business. 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