Document types
The document center organizes trade paperwork by type and shipment. Standard types include House Bill of Lading, Master Bill of Lading, Commercial Invoice, Packing List, Certificate of Origin, ISF, Arrival Notice, and Delivery Order. Create custom types for industry-specific forms.
| Document | Typical owner | Gate for |
|---|---|---|
| Draft B/L | Documentation | Shipper approval |
| Commercial invoice | Shipper / forwarder | Customs filing |
| Packing list | Shipper | Warehouse receipt |
| Certificate of origin | Chamber / shipper | Preferential duty |
| Proof of delivery | Carrier / consignee | Invoice release |
Upload and ingestion
Documents enter through direct upload, email ingestion, API, or carrier portal sync. Each file receives a checksum; duplicate uploads are flagged rather than silently overwritten.
- 1
Upload or receive
Drag files to a shipment or forward to your branch ingestion address.
- 2
Classify and extract
Select document type; OCR populates structured fields where enabled.
- 3
Validate
Rules engine checks weights, HS codes, parties, and dates against shipment data.
- 4
Approve
Authorized users approve for customs, customer release, or ERP sync.
Batch upload
Upload a ZIP of documents; Orbex Data matches files to shipments using filename patterns or embedded reference numbers.
Validation rules
Validation rules compare document fields to shipment master data and cross-document consistency. Examples: invoice total matches declared value, gross weight aligns with packing list, consignee matches house bill.
- Hard stops block approval until resolved
- Soft warnings allow override with documented reason
- Customer-specific rule packs for retail and automotive shippers
Version control
Each document maintains a version history. When a shipper submits a corrected invoice, upload the new file as a revision. Prior versions remain accessible for disputes and customs audits.
Approved versions are locked. Uploading a new file creates a pending revision that requires re-approval before replacing the active version.
Exports and handoffs
Export single documents or bulk packages for customs brokers, banks, or insurers. Structured data exports to ERP via integration; PDF packages include cover sheets with shipment references.
Regulatory responsibility
Orbex Data facilitates document management but does not file customs entries on your behalf unless you use a connected broker integration. Verify filing obligations for each jurisdiction.