EXIM Trade Document Reconciliation MadeEasy
Reconcile discrepancies, flag tolerance breaches and variances, resolve irregularities across every trade document in every shipment, without opening a single file.
Know the document status of every shipment
Every document a shipment produces, from PO to e-BRC, is extracted, organised, and verified.
Every shipment's document status, one look
Which documents are in, which are missing, which are wrong — without calling the forwarder, emailing the CHA, or opening a folder.
- Every document received shows against its shipment the moment it lands
- Missing documents are listed by name, with who owes them
- Shipments with a mismatch are marked before anyone asks
Shipments
51 active · updated 4 min ago
| Shipment | Buyer | Documents | Status | ETD |
|---|---|---|---|---|
| SB-2038 | Hartwell Textiles | Clean · 9/9 | 06 Sep | |
| SB-2041 | Nordvik Apparel | 2 issues · 7/9 | 08 Sep | |
| SB-2044 | Marlow & Co | Missing B/L · 5/9 | 09 Sep | |
| SB-2046 | Hartwell Textiles | Clean · 9/9 | 11 Sep | |
| SB-2049 | Sato Trading | Awaiting CoO · 8/9 | 12 Sep |
EXIM documents, extracted, organized and accessible.
PDF, scan, phone photo, email attachment - every field is pulled out, filed under its shipment, and ready to use. Nothing is retyped.
COMMERCIAL INVOICE
Invoice No.
Date
Consignee
HS Code
Quantity
Gross Weight
Port of Loading
Total
Supplier's own layout · scanned PDF
INV-7713 · Commercial invoice
8 of 9 fields captured
- Invoice no.
- INV-7713
- Invoice date
- 02 Sep 2026
- Consignee
- Nordvik Apparel AS
- HS code
- 6109.10
- Quantity
- 5,000 pcs
- Gross weight
- 18,400 kg
- Port of loading
- Chennai
- Total value
- USD 42,500.00
- Net weight
- Not on document · request from supplier
Every field extracted
Invoice number, HS code, weights, container number, ports, dates - from any layout, with no template to set up per supplier or forwarder.
Know what's missing
Blank or unreadable fields are flagged the moment the document lands, with who should supply them. Outstanding documents show against the shipment.
Straight into your ERP
Extracted data pushes into SAP, Tally, Oracle, or your TMS in the shape they expect. Ops receives it once; finance never re-keys it.
EXIM documents matched & validation, end to end
Each new document is checked against the rest of its shipment - invoice to LC, packing list to B/L, HS code to shipping bill. The facts that repeat have to agree.
SB-2041 · Bill of lading vs packing list
Checked 09:14, the moment the B/L arrived
| Field | Packing list · PL-2041 | Bill of lading · BL-4471 | Result |
|---|---|---|---|
| Container no. | DEMU 482 119-7 | DEMU 482 119-7 | Match |
| Cartons | 1,150 | 1,150 | Match |
| Gross weight | 18,400 kg | 18,900 kg | +500 kg |
| Shipper name | Sunrise Garments Pvt Ltd | Sunrise Garments | Partial |
| Port of loading | Chennai | Chennai | Match |
| Seal no. | ML-IN 0447812 | ML-IN 0447812 | Match |
Matched across the lifecycle
Invoice to LC, packing list to B/L, invoice to shipping bill, PO to invoice, quote to freight bill. Runs the moment the second document lands.
Field by field
Every compared field gets a result - match, partial, or mismatch - with the difference shown as a number. Click any field to see it on both source documents.
Tolerances and variances
LC tolerances, agreed rates, and quotes applied automatically. A 6% shortfall against a 5% allowance is a breach; the margin is shown, not just the flag.
All your shipments visible at a glance
One screen for the full document lifecycle. For every shipment - or job, file, or LC, however you work - see what's in, what's outstanding, what's flagged, and what's been fixed.
Shipments · September
Updated 4 min ago
- 51
- Active shipmentsacross 14 buyers
- 42
- Clean, nothing to doall documents verified
- 3
- Need attentionmismatch or tolerance breach
- 6
- Awaiting documentsB/L, CoO, insurance
| Shipment | Buyer | Documents | Status | Next step | ETD |
|---|---|---|---|---|---|
| SB-2038 | Hartwell Textiles | Clean · 9/9 | Present to bank | 06 Sep | |
| SB-2041 | Nordvik Apparel | Weight mismatch · 7/9 | CHA to reissue packing list | 08 Sep |
All shipments, one screen
Each row is a shipment: documents received, missing, and flagged, and a status in words. Sort by ETD, filter by buyer, group by LC.
From flag to field in one click
A flag on the dashboard opens the field comparison; the comparison opens the source document at the disputed line. No hunting through PDFs.
All parties on the same page
Ops, finance, the CHA, and the customer see the same shipment record. When something is fixed, everyone sees it fixed - with a history of who and when.
Talk to us to make your EXIM document process easy.
FAQ
- Is our shipment data secure?
- Documents are encrypted in transit and at rest, and access is limited to your team. Your documents are never used to train shared models.
- What if a document is handwritten, or the scan is poor?
- Unreadable and ambiguous fields are flagged rather than guessed at, so you review them yourself instead of trusting an uncertain value.
- What document formats are supported?
- PDFs, scans, phone photos, images and Word documents — including messy or low-quality scans, and any supplier's own layout.
- What if the wrong documents get matched together?
- Every automatic link between documents can be reviewed, corrected or removed by hand at any time.
- Do we need to replace our existing systems?
- No. It works alongside wherever your documents already arrive — email, Drive or shared folders — and pushes extracted data into your ERP or TMS.
- What does it cost?
- Pricing depends on shipment volume and team size. Get in touch and we will work out what fits.