A global freight forwarding company operating in more than 38 countries was growing rapidly. With thousands of ocean, air, and road shipments handled every month, they relied on CargoWise as their core transport management system.
But while CargoWise streamlined many operations, manual data entry was slowing them down. Every new invoice, Bill of Lading, or commercial invoice document meant hours of repetitive typing, validations, and corrections.
The management team knew this was unsustainable, staff were spending more time entering data than serving customers. That’s when they turned to Cargo Docket AI for help.
The Challenge:
The client’s operations team faced challenges that are all too familiar for CargoWise users:
Repetitive Workload
Entering shipment details (shipper, consignee, ports, containers, charges, etc.) into CargoWise took 15–20 minutes per shipment.
With 1,200+ shipments per month, this translates into 300+ hours of manual work every month.
Error-Prone Process
Human errors crept in during keying, leading to 12% of shipments needing corrections.
These errors caused compliance risks, billing disputes, and delayed reporting.
Slow Turnaround
Customer and supplier documents often took 1–2 days to be keyed into CargoWise, delaying job creation and financial updates.
High Resource Costs
A team of six full-time staff was assigned just to data entry and checking, taking resources away from higher-value activities like exception management and customer service.
The Solution:
Cargo Docket AI stepped in with its AI-powered document automation solution built specifically for CargoWise users.
Here’s how it worked for the client:
Document Capture
Invoices, Bills of Lading, and commercial documents are automatically sent to Cargo Docket AI (via email forwarding or drag-and-drop).
AI Data Extraction
Cargo Docket AI reads documents and extracts key details like shipment numbers, customer details, charges, and cargo information.
Validation
The system cross-checks extracted data with CargoWise master records (customers, vendors, ports, etc.) to ensure accuracy.
Exception Handling
If mismatches are found (e.g., a charge not mapped or missing container info), they’re flagged for review instead of being blindly pushed.
CargoWise Integration
The verified data is automatically inserted into CargoWise jobs, shipments, or invoices in real time.
Results Achieved
The difference was immediate and measurable:
Time Saved
Reduced manual entry from 20 minutes per shipment to under 3 minutes.
Saved 250+ man-hours per month, equal to freeing up 5 full-time employees.
Higher Accuracy
Cut data entry errors by over 90%, minimizing disputes and compliance risks.
Faster Operations
Job creation and data updates now happen within minutes of receiving documents, instead of 1–2 days.
Billing cycles and reporting timelines improved drastically.
Lower Costs
Reduced the need for manual data entry staff, cutting costs by 60%.
Achieved ROI in less than 3 months.
Improved Customer Experience
Real-time updates led to better visibility and faster responses.
Customer complaints about delays dropped by 70%.
Conclusion
This case study highlights a truth many CargoWise users know: manual data entry is a hidden cost that slows down operations. By adopting Cargo Docket AI, the client automated shipment and invoice data processing, saved hundreds of hours, and gained real-time accuracy.
If your team is still spending hours entering invoices, Bills of Lading, or shipment details into CargoWise, Cargo Docket AI can help. Automate repetitive work, cut costs, and focus on what really matters, serving customers and growing your business.
