Automation of business processes in logistics and forwarding
PaperOffice DMS for logistics and freight forwarding enables a smooth flow of information between departments thanks to the digitization and automation of business processes.
Professional tip
Written documents, contracts, drafts, research, delivery notes and much more are replaced by electronic documents thanks to digitization and thus optimize all work processes to the maximum.The integrated AI enables business processes to be largely automated, accelerating your processes and increasing the success and satisfaction.
Digitization in logistics and forwarding
Increasingly growing global supply chains are presenting logistics and freight forwarding with new challenges. The location and time-independent availability of all important data and documents is of crucial importance in the transport and logistics industry, which not only affects time but also financially.
Invoices, contracts, orders, delivery notes and much more - all documents must be immediately available on demand, regardless of location. Therefore, companies in these industries are the ones who benefit significantly from the use of suitable document management software.
A large number of documents are generated every day in the logistics industry. A large part of the documents such as delivery notes and shipping documents are still created in paper form - but the manual processing of these documents is very time-consuming, which in turn causes unnecessary costs and sometimes runs incorrectly.
In order to make the information contained therein quickly accessible and to prepare it for subsequent automated processes, these paper documents must be digitized and the content read out and made available.
It is particularly important for the logistics industry that deadlines are met and legal measures are taken to store documents. In order to solve many existing administrative problems in the logistics and forwarding industry, the PaperOffice document management system should be implemented.
With the help of the document management solution, you save and archive all information on a central platform in an audit-proof manner.
How paperless in the forwarding and logistics industry?
PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents such as contracts, invoices, orders, delivery notes by managing them digitally in PaperOffice in the future.
Capturing, processing, sharing, searching and tracking your documents becomes very easy with the use of PaperOffice.
Thanks to controlled access, detailed task lists, as well as approvals using workflows and reliable email notifications, employees can complete the assigned tasks efficiently and authorized persons can easily approve or deny approval.
The document management system should cover the following important functions in the forwarding and logistics industry:
Comprehensibility of important relationships thanks to digital folders and document folders
When editing documents manually, important relationships such as notes and annotations can quickly be lost. So it is almost impossible to grasp the connection afterwards. Once the relationships can be traced, duplicate processes are triggered, which is time-consuming and costly.
Thanks to the PaperOffice implementation in your logistics company, documents, information about them and processes are logically summarized. Digital folders contain descriptive properties, have a predetermined internal structure or outline, and provide the ability to define permissions for data protection. Virtual notes, annotations and tasks ensure that important information about processes is no longer lost.
Automated Filing
Manual scanning of documents is a particularly time-consuming and error-prone process. After freight forwarding companies have delivered a stack of documents, the real work begins: what is the easiest way to record and assign documents that are in paper form?
Thanks to the integrated scanner function and QR code recognition, forwarding and logistics companies can place a whole stack of delivery notes and other documents in the scanner - PaperOffice recognizes the target filing either based on the recognized contact, taught-in document template or by storing QR codes information is read out.
In this way, entire batches of documents can be automated in one go and gradually processed with an integrated learning mode or in another way, as desired, with almost no human resources.
Process-oriented document management
The process-oriented document management ensures that these documents remain up to date with little effort. PaperOffice supports you here with an extensive task and workflow module.
In this way, certain process chains can be created and existing operational processes can be defined on electronic documents and partially executed automatically.
This represents error-free process optimization, because the task can not only be assigned to employees with specific user rights and completion periods, require digital approval, but also automatically trigger further actions, such as email notifications or document status changes.
In this way, all document processes can be mapped.
Document management software such as PaperOffice DMS is best suited for these tasks. Because it is a document management software that can do much more than just manage documents.
PaperOffice does not distinguish between the types of documents, regardless of whether you need help managing contracts, pleadings and e-mail correspondence: thanks to the PaperOffice document management system, your previous processes in the company are digitized , making them more efficient, transparent and significantly more flexible.
Because no matter in what form the documents arrive at the company, whether as paper documents, PDF files, e-mails or photos, they are automatically archived and stored in a secure database.
Important contracts can thus be recognized and terminated in good time or renegotiated. Document release with digital signature and e-mail notification instead of slow paper mail, insecure e-mail contributes to customer loyalty.
Digital processing is an essential basis for ensuring the high service quality of municipal services in the future
PaperOffice meets the highest security standards such as authorization management or the granting of access authorizations. The user defines the individual work steps exactly as they would run, for example the "recording", "checking", "release" and "booking" of invoices.
Responsibility can not only be assigned to individual people, but also to user groups such as "Accounting" or "Production", so that a colleague can step in immediately if an employee is absent.
The OCR technology not only recognizes the document content, but also all tax-relevant data fields such as document number, date, net, tax and gross amount. The imported data is available for controlling evaluations, payment transactions and financial accounting. This saves tiresome entry work and reduces posting errors.
PaperOffice archives all documents generated in logistics and forwarding and all relevant information in compliance with the law and in an audit-proof manner
PaperOffice DMS, in connection with a NAS (Network Attached Storage), enables the construction of a very secure intranet for internal communication and data transmission. This creates double security against attacks from outside. First the firewall of the operating system and second the encryption of PaperOffice DMS. At the same time, a separate cloud is set up via the NAS, independent of third-party providers.
The extensive workflow function of PaperOffice DMS makes internal communication much easier. The term internal also includes branches or foreign locations. In the case of project-related work, for example, the current status is always displayed and at the same time the history.
Of course, a team-related and private calendar is also included, in which deadlines and time-related events are entered.
The document recognition equipped with an AI automatically arranges all documents to be saved in the correct folder and creates both a keyword index and a change history. The internal search engine of PaperOffice DMS finds every document in fractions of a second.
The solution: proven know-how
Doesn't it make sense to use management software in practice right away? that not only meets all requirements, but is also easy to learn and inexpensive?
PaperOffice DMS is the tried and tested complete solution for digital work and, with over 20 years of market experience, one of the first DMS pioneers.
Important arguments for including PaperOffice DMS in the budget planning. Finally, PaperOffice DMS also convinces by the fact that sustainability and environmental protection are taken into account. Sooner or later the complete conversion from analogue documents to digital form will take place and then the public institution, which will then already be using PaperOffice DMS, will be well prepared.
With just one mouse click, the data including the archiving location can be exported to your customer, tax consultant or vice versa.
Of course, PaperOffice DMS allows the migration and integration of existing digital data from existing software solutions. At the same time, PaperOffice DMS is the interface between analogue and digital. Using its scan function, the software can read analog documents, plans and photos into the system and digitize them using scanners, but also recordings from mobile phones, whereby texts are converted into writing using OCR and can be changed in Office programs. Time stamps and versioning ensure that the digital document corresponds to the analogue original.
Logistics and freight forwarding companies have to process documents for all business transactions. The constant further development of business models constantly creates new challenges. What they need is a good document management system.
PaperOffice DMS is the right software because it comes with everything you need, for example:
- Storage of documents in all digital formats according to the principles of the GDPR
- Functions for submitting and resubmitting late documents that require action
- A self-learning data storage function with tagging and internal search engine
- Automatic assignment of newly added documents to the correct folder
- Simple database creation and database connection including individually customizable mask
- Automated template creation for repetitive processes and operations
Revision-compliant and secure archiving: PaperOffice DMS technically meets the legal requirements of the GoBD, GDPdU and DSGVO
PaperOffice DMS enables the connection of other software, such as an ERP, and of course the transfer of documents from Microsoft Office via appropriate interfaces. PaperOffice DMS accelerates communication in trade and production with suppliers and customers.
Deadlines and appointments are monitored and actions are automatically triggered depending on the desired setting. Order processes can be automated and even changes that are planned for the future can be entered in such a way that they come into effect at the desired time.
Thanks to its extensive functions, PaperOffice DMS can definitely be classified in the higher segment of enterprise content management (ECM).
An ECM includes the overall management of all content in an organization with a corresponding access hierarchy. PaperOffice DMS is able to save any content in digital form, change its content and format and make it available.
PaperOffice DMS has all the functions of an ECM and this in an excellent price-performance ratio as well as an intuitively learnable form of operation that makes expensive external or internal training unnecessary. Rather, free video tutorials are available to get used to the different menus. PaperOffice DMS can thus become the organizational linchpin in every company in trade and production and this almost at the speed of light.
Logistics and forwarding companies benefit from digital document management
With PaperOffice DMS, however, there are far more possibilities for logistics companies, as well as for companies with affiliated logistics or warehousing. For example, inventory management including a permanent or a key date inventory. The basis for PaperOffice DMS are linked user accounts in the network. The data storage of these user accounts is combined in the central database. The documents can be controlled via an AI with different algorithms, which can be used to trigger automated processes.
Optimize your working time by up to 7.5% compared to paper-based work thanks to the use of PaperOffice DMS.
Save time finding, routing and sharing documents.
With digital stamps, documents can be supplemented with additional information and even control detailed workflows. In turn, the task and workflow function ensures that deadlines are met and completed.
Experience how you can connect the flow of information between production and administration by digitizing and automating document and business processes.
PaperOffice DMS can become the source for various data that play a special role in freight. For example, the specifications for air freight or ocean shipping. Ultimately, correspondingly integrated interfaces allow the connection to other logistical software solutions, conditionally also to "ATLAS", the automated tariff and local customs clearance system.
FAQs
To conclude, we will answer a few commonly asked questions on the topic. "Digitization in logistics and forwarding":
How can employees access PaperOffice?
Due to the decentralized and modern program architecture, PaperOffice can be used on almost any device - from classic PCs to smartphones / tablets to televisions.
What happens to the data if PaperOffice doesn't exist?
Won't happen, but to reassure you: You can export your data ANYTIME, because PaperOffice is based on an open database structure, you can access your data at any time.
Topic data protection: Where are all documents stored?
PaperOffice will store all documents in-house with high-level encryption, making it immune to data theft, for example, and exceeding all GDPR and GOBD requirements.
Avoid mistakes: NEVER save the data in a third-party cloud!
Can PaperOffice be adapted exactly to specifications?
Yes, PaperOffice can be 100% adapted to the intended use to ensure seamless integration into existing processes and systems. Even the program interface can be fully designed and freely adapted.
Conclusion
PaperOffice DMS supports the logistics and forwarding industry and offers appropriate interfaces to other software, API connections and can be expanded at any time according to your wishes. The software is easy to learn and can be easily integrated into everyday practice without causing absences for training purposes.
PaperOffice DMS recommends using a NAS (network-supported data storage) with a backup function so that important data is neither lost nor spied on in third-party clouds.Ultimately, PaperOffice DMS impresses with a very good price-performance ratio and immense know-how through over 20 years of practical experience.