January 16, 2024

How to speed up the processing of the Transport Documents?

The processing of Transport Documents (TD) is a crucial activity for many logistics and transport companies.

This process usually requires a lot of time and use of human resources, but thanks to process automation it can be speeded up considerably. In particular, processing TDs (storing the data, entering them into the ERP or WMS) is a repetitive and time-consuming activity: automation can ensure more effective organization of work, less likelihood of errors, and significant savings in time and money. With the use of dedicated software and the implementation of automated processes, transport documents can be handled quickly and efficiently, allowing companies and workers to focus on less monotonous, more creative, and higher-value-added activities.

Here we discuss the automation of transport documents processing through the use of dedicated software that can integrate with enterprise management systems.
Artificial Intelligence-based solutions are key allies in transport document management, and we will see how this technology can help reduce errors and increase efficiency.
Finally, we will focus on the benefits of automated TD processing solutions: speeding up the TD processing operation in fact makes it possible to decrease 60% of the time spent on paper document management, more timely order fulfillment, increased end-customer satisfaction, and improved overall efficiency and productivity.



The solution to manual processing of the transport Document? Process automation

For logistics and supply chain companies, manual processing of TDs can be a very time-consuming and laborious process. In fact, the transport document is an essential element for tracking goods and their proper management, but it requires great attention and a lot of time from the operators who have to process the TDs (file the data, enter them into their ERP or WMS). The main problem is the practice of looking at the TD and entering/copying the data into the ERP and WMS manually, making the procedure very slow and inefficient.
Automation of manual data entry and consequently of processes emerges here as a solution to speed up the flow of information and improve communication between business departments.

Process automation can be the ideal solution to speed up the processing of TDs and improve the efficiency of the entire logistics system. Using specialized software, data from transport documents (e.g., date and time of transport, shipper's name, delivery address, weight of goods, etc.) can be automatically identified and extracted from both the header and the detail.
In this way, the operator no longer has to waste time in document consultation and manual data entry, but can rely on the automated management system.

But that's not all: process automation allows for greater accuracy and regulatory compliance, eliminating the possibility of human error. In addition, an automated system allows even large volumes of TDs to be handled efficiently, making the data storage and processing process much faster and smoother.

Therefore, process automation is the ideal solution for speeding up the processing of TDs and simplifying the entire warehouse and shipping management process. By using specialized software, companies can save time, reduce human errors, and improve the efficiency of the entire logistics system.
Thus, digitization and process automation are critical to the success of companies in the logistics and supply chain sector.
This can improve customer service performance, optimize the efficiency of logistics processes, and make strategic decisions based on accurate and timely information, greatly impacting cost reduction: by implementing the most advanced automation technologies, Gartner indicates that operating costs can be reduced by 30% by 20241.

“Digitization and process automation are critical to the success of companies in the logistics and supply chain sector.”




Artificial Intelligence as an ally in transport document management

Working with transport documents can be a time-consuming and laborious process, requiring time and resources to manually copy the data and compare it with the data sent by the supplier. In addition, the need to look at the TD and enter/copy the data into the ERP and WMS manually can be a tedious and error-prone task.
Artificial Intelligence is an effective solution to speed up the processing of TDs and automate data management processes. 

By adopting document automation solutions based on AI and IDP technologies, the manual work associated with document management can be almost completely eliminated and workflows can be exponentially automated. And this is a trend already at work in the logistics industry: by 2025, the global market for document management systems will reach $10.17 billion with a CAGR of 13%2.

It thus becomes apparent how AI can be used to simplify and improve the process of managing TDs.
An AI-based solution can eliminate the entire manual process of manually copying data and comparing it with the data sent by the supplier: it can copy and analyze the data from the TDs and automatically compare it with the data sent by the supplier; in addition, AI can analyze the data and automatically enter it into the management system or WMS, reducing the risk of human error and greatly facilitating warehouse operations.

“Artificial Intelligence is an effective solution for speeding up  transport document processing and automating data management processes.”

The use of AI in TD management not only speeds up the data processing process, but also improves the accuracy of the information. The ability to analyze large amounts of data accurately and quickly allows AI to identify any errors or discrepancies in the data and correct them in a timely manner.

AI is therefore an effective ally in automating TD management processes and speeding up data processing, and process automation reduces the risk of human error and improves information accuracy. The use of AI in transport document management can therefore be an excellent choice for companies that want to increase the efficiency of their document management processes and improve the quality of information.



From time-consuming to efficient: the benefits of implementing automated TD processing solutions

We have seen how the use of AI-based solutions is a growing trend in logistics and supply chain companies: in fact, McKinsey estimates that companies will derive between $1.3 billion and $2 billion in economic value annually from the use of AI in supply chains and manufacturing3.

One of the most useful applications of AI is automatic document processing (IDP, Intelligent Document Processing) to extract data from documents.
Using tools such as WENDA AI Document Processing to extract data from documents and automatically input them into the ERP and/or WMS can provide companies with strong productivity gains for back office activities, 24/7 continuous work capacity, regardless of time zones, and up to 60% labor time saved.
In addition to transport documents, a large number of documents can be automatically processed by Wenda's AI-based solution: proof of delivery (PoD), bill of lading (BoL), bill of lading instructions, packing lists, invoices, pickup requests, air waybill (AWB), spot bid request, verified gross mass (VGM), manifest, and many others.

“Implementing automated solutions for transport document processing can turn a time-consuming process into an efficient and error-free operation. Using technologies such as Artificial Intelligence, it is possible to speed up the handling of TDs and reduce processing time.”

Using AI-based process automation solutions to manage transport documents is particularly useful for companies that handle a high volume of TDs.
A concrete case of process automation can be illustrated: a company receiving a transport document via e-mail could set up process automation such that the TD received in pdf format (or other formats) is automatically recognized by algorithms, and Wenda's AI then proceeds to identify and extract the relevant data, such as the header and detail with the name and weight of the products; finally, the data is uploaded to the company's WMS or Wenda platform, all with minimal human intervention.

In summary, implementing automated transport document management solutions, such as WENDA AI Document Processing, can help transform a complex and time-consuming process into an efficient and error-free operation. By automating processes, it is therefore possible to reduce costs, increase productivity and improve the quality of service provided to customers.



Conclusions

Processing transport documents can be a time-consuming task for many companies, but process automation is an effective solution to speed up the internal flow of information and improve the efficiency of the back office and the entire logistics system.
Through the use of specialized AI-based software, transport documents can be digitized and the data contained therein automatically identified and extracted, thus eliminating the possibility of human error.
The implementation of automated solutions for the processing of TDs can result in significant savings, a decrease in the time spent on paper document management, more timely order fulfillment, greater end-customer satisfaction, and improved overall efficiency and productivity.
Digitization and process automation are therefore critical to the success of companies in the logistics and supply chain sector.



Notes

1. Gartner Press release (June 2021): Gartner Says the Majority of Technology Products and Services Will Be Built by Professionals Outside of IT by 2024

2. See the article by Inkit titled Automated Document Generation in 2022 & Beyond: Technology, Standards, and Market

3. See the article by The Economist titled How AI is spreading throughout the supply chain