Document Management System for Shipping: Using Robotic Process Automation and Chatbots

Logistics managers and experts should budget for automation so that they can improve their current document management system for shipping. As businesses and organizations in logistics drift from the more traditional supply chain processes, embracing automation across all activities, from customer service requests through managing the ever-growing list of emails, will put them on the path to greater productivity, growth and scalability. A traditional document management system for shipping uses too many manual hours that increase the likelihood for error, and that doesn’t even consider the lost time spent sorting through emails to find details.  The integration of this platform can transform using RPA and chatbots to complete rule-based computer functions and automate repetitive tasks in less time. Disorganization in document management can cause many issues, so automating this information is the best avenue. 

Traditional Document Management Uses Too Many Manual Hours and Increases Error

Another way RPA is transforming transportation and logistics is by automating document management, according to Deloitte.com. Traditional methods of documentation are made easier with new systems becoming more readily available in the industry. Older processes continue to become obsolete with the implementation of RPA to manage back-office workflows, email or chatbot-guided interactions. This increases efficiency, helps alleviate the impact of the growing talent shortage, and creates an ecosystem that is far more sustainable. However, there is little room for error, especially for smaller logistics companies. Boosting the document management system for shipping means investing in this technology so companies remain competitive in an already competitive market. 

RPA Enables Automation and Efficiency in Document Management System for Shipping

The entire idea behind combining RPA with a document management system for shipping is that it encourages efficiency and automation within all systems. It grants shippers the ability to process shipments faster. It also assists with document procurement and better access to information. Automatically processing many transactions simultaneously saves so much valuable time. RPA bots deliver information and tracking on command, combing email to find data and compile responses comparable to a human interaction. This sets the stage for increased profit potential by freeing up work hours spent on those time-consuming document management tasks. 

Ways RPA and Chatbots Enable Actionability of Documents 

Additional ways RPA and chatbots assist with a document management system for shipping is by enabling actionability. Documentation can be automated and with this system boost, they are sorted and sent immediately. Other ways RPA and chatbots help enable actionability include: 

  • RPA sharing of POD and BOL. Proof of delivery (POD) and a bill of lading (BOL) both essentially mean customers absolutely received their packages. RPA streamlines the process of this documentation by uploading the information automatically. 
  • Updating systems of record based on documents and vice versa. RPA and chatbots update systems automatically without any need for human confirmation. They also store the information for when it is needed. 
  • Trigger additional workflows when an exception is noted in documentation. If an issue arises that needs to be addressed, software bots spontaneously upload documents and enable the next step before teams intervene. 
  • Auto-invoicing and notifying partners of details. Bots send off the information automatically, notifying all stakeholders before they ask or before an issue arises. 
  • Processing payments and auto-reconciliation. Automated payments are possible with robotic process automation and chatbots, and if consumers have an issue that needs to be resolved, that can be done without the use of manual hours. 
  • Reconciliation of inventory logs. Consolidation of inventory logs and automating this process keeps logistics managers in the loop so they can keep inventory stocked and ready to go regardless of how suppliers communicate, whether by email, integrated platforms, or digital document sharing. 

Combat Disorganized Document Management by Using Robotic Process Automation and Chatbots Today

With all of the benefits RPA has for a document management system for shipping, it also boosts automations for freight forwarders and other logistics experts. Combat disorganization today and implement RPA and chatbots. Schedule a demo with RPA Labs to get started.

Freight Document Management: Using RPA with BOLs, Pre-Alert, Arrival, & Invoice Documents

Robotic automation, chatbots, and AI technology are more than just the latest fads. These advancements in technology help streamline countless functions and tasks within global supply chain operations and management systems. Everything from freight document management to shipment tracking to payment tracking can benefit from automation and robotic processes. Robotic process automation (RPA) can improve operations with BOLs, delivery alerts, freight document recording, real-time monitoring, drop-off confirmation, and payment verifications. 

How RPA Enables Freight Document Management and Improves Data Collection, Analysis, and Application

Companies that work to implement RPA often achieve a strong competitive advantage through flexibility and adaptability. Automating complicated tasks and reducing both time and man-hours involved can help improve profits across the entire supply chain. According to Supply Chain Digital, the average international transactions require 35 separate freight documents with more than two dozen different parties getting involved. 

Imagine all those interactions occurring digitally, and half of those interactions result in a manual email. However, RPA could power email response bots to compile data from emails, respond to emails when they arrive, and share relevant points or data with connected systems. It all adds up to increased efficiency within the management of all activities. 

Additionally, compliance needed for domestic and international shipments can run into the hundreds for regulations and into the hundreds for additional trade agreements that also have to be considered when making any shipment across international borders. This serves as a striking example of how freight document management systems and improved data collection, analysis, and application can improve every step of domestic and international shipments.

The Value of RPA in BOLs and Pre-Alerts Along with Other Innovations Can Improve Freight Document Management and Streamline Routine Processes

When systems are outdated and processes stagnate, it causes many devastating disruptions: poor collaboration, communication issues, lost capacity, lost records, poor logistics management, additional fees, poor order completions, and poor customer service. Deploying a cloud-based supply chain platform designed to assimilate data and utilize machine learning tools and automated software systems can generate more long-lasting ROI and business benefits. Automating paperwork makes it easier to manage Bill of Lading (BOL) paperwork, invoices, payment records, claims reports, and other freight documents. The benefits of RPA can usually fall into three primary areas within the supply chain:

    • Collaboration – Provides improved networking and team-building opportunities. 
    • Analytics – Faster collection and processing of data to easily send to team members.
    • Utilization – Ensures proper use of tools, data, and resources to boost overall profits. 

Utilize and Apply RPA Effectively to Keep Everyone Informed and to Bolster Collaborative Efforts Within the Supply Chain

Advanced automation and robotic software have come a long way in recent years and have improved supply chain services. RPA systems, including chatbots, documentation bots, workflow bots, and other innovations make it easier to collaborate with other parties and team members within the supply chain. Add to that the power and versatility of machine learning, intelligent data analytics, and prebuilt and preprogrammed automated services, and it is easy to see how utilizing these tools becomes vital for continued growth.

  • Implement technological upgrades to reduce manual processing of orders and other administrative tasks. 
  • Run AI-based bots and software to automate processes and eliminate human error and mistakes almost entirely.
  • RPA empowers management with the ability to respond quickly to proposals, quotes, and questions, thanks to smart logistics automation.
  • Integrate innovative technology to streamline back-office processes such as recordkeeping and freight document management.
  • Train staff members and complete thorough onboarding processes to ultimately increase productivity and profits. 
  • Operate customer service automatically with chatbots that provide 24/7, 365, engagement on any digital platform.
  • Upgrade data collection and analytic systems to boost RPA functions and bolster current inefficiencies within the network.

Utilize the Power of RPA and automation to Improve Freight Document Management and Overall Organizational Practices

While most supply chain managers, logistics providers, shippers, transporters, and retailers have adopted automated processes, many businesses still lack full integration in their automation attempts. To truly grow and succeed in these times of market disruption and volatility, it is vital for shippers and freight forwarders to embrace the power of RPA and all the various automation and tech-driven innovations that are available. RPA can transform the entire inner workings of the supply chain, from shipment tracking to document management to overall investment returns. Book a demo with RPA Labs to learn more about how your team can start leveraging chatbots in freight interactions today.