Transportation of goods to markets outside the European Union requires compliance with legal regulations and the completion of numerous documents. How can the efficiency be improved and the process of analyzing and processing customs documents be sped up? It is worth using DocsQuality, which extracts key data from electronic documents.

The type of required documents depends on the specifics of the transported goods, applicable customs regulations, and the destination country. Below are some key documents required during customs clearance:

• Bill of lading – contains detailed information about the packaging and weight of the goods.
• Invoices – these documents are used to determine the value of the goods and identify the parties involved in the transaction.
• Payment documents – confirmations of payment or financial securities.
• Customs declarations – forms submitted to customs offices to declare the transported goods.
• Licenses and permits – special permissions needed for the transport of specific goods, such as alcohol licenses, weapons permits, or permits for international trade in chemical substances.
• Certificates and attestations – various types of certificates, such as phytosanitary, origin, or quality certificates, confirming the compliance of goods with required standards and norms.

The forwarding company responsible for transporting these goods must ensure that the received documents are correct and will not cause issues during customs clearance. The data contained in these documents can also be used for statistical analysis, allowing the examination of trends and behaviors in the transport market.

Documents received in scanned form can be reviewed manually, and data can be transferred manually, for example, into the company’s document management system. However, there are more effective methods, such as using OCR (Optical Character Recognition) software.

By implementing DocsQuality, you can define the data you are interested in extracting from the document. These can be:

• Document issuance date
• Value of the goods
• Country of origin and destination
• Recipient
• Other important data that you deem essential

DocsQuality will analyze the file and prepare a data set ready for import into your company’s document management system. The program can also compare documents and check that the information contained within them is consistent.

This approach to document analysis significantly speeds up the process of data analysis and manual data entry, which is prone to errors. We have written about how DocsQuality allows for cost savings here. >>> Solve two problems with one change. Save costs and ensure the quality of documentation.