How many hours can be spent endlessly searching for data across multiple Excel files, correcting errors in commercial invoices, editing packing lists, or bills of lading? That's not even the whole list of documents you must manage daily. Documentation mistakes are a real nightmare for any logistics business or shipper in any industry.
Executing logistics or scale manufacturing for several countries, operating with different suppliers, and coordinating trade with customs agents? Let logistics digitalization free up your resources for real growth:
- Take a few minutes to generate and send verified documents to your partners and customers;
- Avoid errors in documentation by minimizing human factors;
- Cut processing costs — e-Sign documents and manage online without extra efforts;
- Faster customer clearance, quotation, purchase processing, and any else operations;
- Ensure legality, unique access, and safety of your business documentation.
Every aspect of smooth logistics document management is available in the SeaRates Smart Documents tool. With automation, you can easily create and manage thousands of trade documents in one Dashboard — your own intelligent digital hub allows you to avoid hours of unnecessary manual paperwork.
How does the tool work?
- Sign up here to get up to 3 free daily requests and up to 20 unique ones monthly. Get your subscription plan to adjust the number of shipping document requests.
or
- Let us know about your intention for your own Smart Documents tool and get a customized solution to meet your needs.
Let's take a closer look at the tool’s functionality.
How to create & manage documents for logistics?
Our tool is designed for streamlined management — all-in-one and nothing too heavy! Choose from the list of documents you have to create:
- Quotation
- Proforma invoice
- Commercial invoice
- Packing list
- Bill of lading
- Purchase order
- Verified gross mass declaration
- Certificate of origin
- House bill of lading
Fill out all the fields and optionally add your logo.
Provide information about roles, shipment modes, transport details, voyage info, ports of loading/unloading, any locations, dates of shipping events, packages, and goods data; mention additional info; and include anything else appropriate for the particular shipping document you choose.
Finally, make your e-Signature to verify the document!
How to create a Quotation?
Specify the following details:
- Counterparties in ‘To’/’From’ fields
- Quote number
- Creation date
- Ports of loading/discharge
- Choose a container, truck, or wagon in the Method of Dispatch
- Type of shipment
- Details about goods (product code, description, quantity, package type, price, and amount) — you can extra field to add several goods
- The total amount is calculated automatically
- Additional info (optional)
- Place of issue
- Your signatory details
How to create a Proforma invoice?
Enter details below:
- Counterparties in ‘To’/’From’ fields
- Invoice number
- Buyer reference
- Method of cargo dispatch
- Shipment type
- Ports of loading/discharge
- Details about goods (product code, description, quantity, package type, price, and amount) — you can extra field to add several goods
- The total amount is calculated automatically
- Additional info & Bank details (optional)
- Place & date of issue
- Your signatory details
How to create a Commercial invoice?
Fill in the information below:
- Exporter and Consignee companies' names
- Invoice number & date
- Bill of lading number
- Reference and Buyer reference
- Specify Buyer (If not Consignee)
- Countries of origin/final destination
- Method of cargo dispatch
- Shipment type
- Transport type
- Voyage number
- Ports of loading/discharge
- Terms / Method of Payment (100% prepayment/partial prepayment/LC/CAD/deferral)
- Place of Origin
- Departure date
- Place of destination
- Marine Cover Policy number
- Letter of Credit number
- Details about goods (product code, description, quantity, package type, price, and amount) — you can extra field to add several goods
- The total amount is calculated automatically
- Additional info & Bank details (optional)
- Place & date of issue
- Your signatory details
How to create a Packing list?
Input the required data in the form below:
- Exporter and Consignee companies' names
- Export invoice number & date
- Bill of lading number
- Reference and Buyer reference
- Specify Buyer (If not Consignee)
- Countries of origin/final destination
- Method of cargo dispatch
- Shipment type
- Transport type
- Voyage number
- Ports of loading/discharge
- Details about goods (product code, description, quantity, package kind & No, net weight, gross weight, and measurements of package) — you can extra field to add several goods
- Total unit quantity, net weight, gross weight, and volume are calculated automatically
- Additional info & Bank details (optional)
- Place & date of issue
- Your signatory details
How to create a Bill of Lading?
Complete the details below:
- Shipper & Consignee
- Notify party (If not Consignee) & additional
- Carrier Name
- Shipper's and Carrier's reference
- Unique Consignment Reference
- Pre-carriage by
- Places of receipt and delivery
- Transport type
- Voyage number
- Ports of loading/discharge
- Details about goods (marks & numbers, kind & number of packages, description, net weight, gross weight, measurements) — you can extra field to add several goods
- Total net weight, gross weight, and volume are calculated automatically
- Additional info & Bank details (optional)
- Place & date of issue
- Your signatory details
How to create a Purchase order?
Fill in the information below:
- Counterparties in ‘To’/’From’ fields
- Purchase Order number & Date
- Supplier reference
- Dispatch method
- Shipment type
- Ports of loading/discharge
- Details about goods (product code, description, unit quantity and type, price, amount) — you can extra field to add several goods
- The total amount is calculated automatically
- Additional info (optional)
- Place & date of issue
- Your signatory details
How to create a Verified gross mass declaration?
Submit the following information:
- Shipper name
- Shipper reference
- Certificate number
- Choose one of the two methods of weighing
- Container number
- Container tare
- Cargo weight
- Gross weight
- Check out the VGM declaration
- Place & date of issue
- Your signatory details
How to create a Certificate of origin?
Complete the form with the details below:
- Exporter & Consignee
- Exports Invoice № & Date
- Letter of Credit number
- Specify Buyer (If not Consignee)
- Method of dispatch
- Type of shipment
- Transport type
- Voyage number
- Ports of loading and discharge
- Departure date
- Place of final destination
- Packing Information
- Details about goods (marks & numbers, kind & number of packages, description, tariff code, gross weight) — you can extra field to add several goods
- Total gross weight is calculated automatically
- Check out Declaration By The Chamber
- Check out Declaration By The Exporter and specify the place of production/manufacturing of goods
- For both: Place/date of issue, signatory details
How to create a House bill of lading?
Enter the requested details:
- Consignee/Shipper & Consignee/(or order)
- Notify Party
- MTD number
- Shipment Reference number
- Place & date of receipt
- Ports of loading/discharge
- Vessel and voyage
- Place of delivery
- Date or period of delivery
- Transport type
- Route/place of transshipment
- Details about goods (marks & numbers, kind & number of packages, description, chargeable) — you can extra field to add several goods
- Container number/s
- Seal number
- Kind & number of packages
- Gross weight
- Measurement
- Specify Delivery Agent
- Freight amount
- No of Originals
- Place/date of issue
- Place of freight payable
- Your Signature
Since you created the document, preview it for a quick check, download it to share with customers and partners, and save it in your dashboard for further editing or management.
Looking for benefits details? Find a description of Smart Documents right under the tool.
How to provide shipping documents management?
Web integration
Get a white-label solution for hassle-free generation and intelligent management of logistics documentation. Integrate this all-in-one dashboard designed to centralize and organize all shipping papers right on your own website. Upsell by engaging customers and partners to explore your source for trade document automation under your brand.
API connection
Synchronize logistics document flows for any of the trade operations in line with customers’ needs, your services, compliance practice, legitimacy, and security. Integrate the API for the Smart Documents tool to receive your functionality, powered by digital management and secure centralization of shipping papers. Make a streamlined accounting in your CRM/TMS/ERP system — your own logistics document library.
You’re always welcome to let us know about your requirements by filling out the Request an IT Quote form or reaching out to us at [email protected] for a tailored solution.
