Automated delivery-document processing for a freight forwarder
A demonstration of how delivery notes and CMR documents can be captured, checked, and filed without manual typing.
This is a demonstration project built by NEXOVIA to show what the solution looks like in practice — not a client project.
Starting situation
A mid-sized freight forwarder with around 25 vehicles receives delivery notes, CMR documents, and proof-of-delivery scans as photos and PDFs from drivers every day. Two office staff spend a large part of their morning typing this information into the transport management system.
Challenge
Manual entry delays invoicing by several days, and every typo becomes a customer query later. As order volume grows, the office cannot keep up without hiring — yet the work itself is repetitive rather than skilled.
Analysis
We mapped the document flow from driver to invoice and measured where time is actually lost. The bottleneck was not the scanning, but the re-typing and the follow-up needed whenever a document arrived incomplete or unreadable.
Solution
An automated intake pipeline: documents arrive by email or app upload, are read automatically, matched against the corresponding order, and validated. Anything unclear is routed to a short human review queue instead of being silently guessed.
Implementation
A capture service reads the documents and extracts the relevant fields. A matching step links each document to its order in the transport system. A review interface shows only the cases that need a human decision, with the extracted data pre-filled so a check takes seconds instead of minutes.
Business benefit
Invoicing can start the same day a delivery is confirmed instead of days later, which directly improves cash flow. Office staff move from typing to exception handling, so growing order volume no longer requires proportionally more administration.
Result
In this demonstration setup, documents that previously required manual entry are processed automatically, with only unclear cases needing a human check. The office team keeps full control over what is booked — they simply no longer type it.
Which processes are costing your company time today?
In a free initial consultation, we'll look at where digitalization and automation create real value for your business — honestly, concretely, and without obligation.