Boosts Operations by 50% through Accurate Document Processing
For a Canadian Shipping Company Operating in North America.
The company is a winner of the Gold Standard Award for its amazing shipping and freight forwarding services. It is famous for its specialized shipment services across Canada and neighboring countries. They have received awards for their amazing services since they started the business. To this date, the company has accounted for more than 5 billion dollars to customers in taxes and duties.
Company’s Plan
Over the last few years, the demand for online document processing has increased. The company wanted a system that could make the document processing system quick. They wanted to make all information related to shipping and freight available online. The information includes loading & unloading details, delivery details, tax details, etc. To do this rightfully, they wanted to outsource document processing service and we got them covered.
Importance of Document Processing Services for Shipping Companies
With the help of document processing services, shipping companies can manage their documents correctly. The service providers will make the documents available online so to get them, stakeholders need to download them. The document processing experts will process invoices in real-time and notify customers immediately. In the shipment business, the most important thing is maintaining proper orders. Data processing services also handle order processing part with efficiency.
Besides that, compiling the documents for tax and duties forms a major part of shipping businesses. Plus, answering emails, networking with partners through emails, and other tasks are part of it. Hence, with the incorporation of document processing services, shipping businesses can perform all these tasks with a high degree of proficiency.
Challenges Faced by the Company
Despite being a world-class service provider, the company has faced the following challenges regarding document processing.
The company is serving more than 500 regular business customers across North America. Therefore, they receive huge amounts of documents regularly due to their operations. However, they recently encountered some challenges in managing all documents as their customers’ numbers are getting increased. Their internal team was not doing enough to manage all documents in order.
Having a secured system for verification was completely ignored by the company. Because it does not have professionals who could verify all documents. It relies on the management for all verification-related work. Ultimately, it has increased the workload for the company to verify all documents for annual compilations.
The company is a huge fan of software and they use different software for document processing work. Trusting software is a good thing but over-dependent can harm. Here, the company has been facing the same issues while managing software solutions. They wanted to have a personalized solution that could provide them with document management support. The software has only managed the arrival and delivery of the shipments and nothing else.
The pressure on the internal team was huge as they were doing all the document processing work by themselves. The company has expanded its business and the pressure has also increased simultaneously. However, the company wanted to include some expertise in the document processing system as their internal team was not doing enough.
Custom Solutions AskDataEntry Implemented
We have been successfully maintaining a relationship with this company for the last three years. What we did here is we have developed a custom plan for them. We have addressed all their challenges with the best of our data processing services. Besides that, we are still following a step-by-step formula for processing all documents of our client.
We have initiated our work after consulting with our client in detail. Our client has patiently conveyed all the requirements to us and we have developed our plan accordingly. As our client did not have an expert who could update their documents so we went first with that. Besides that, providing a training session to our team was essential here so we did it quickly. Once the training is over, we have immediately moved to our document processing work.
The area of operation of our client is wide but they did not manage their database properly. We have encountered with backdated database so we decided to update it with real-time information. Therefore, we refer to our client’s delivery details and update the customers’ database by including all current data. Not only that, but we have updated other databases also where we encountered backdated datasets.
Generally, shipping businesses handle different sets of documents regularly for their management purpose. Therefore, we have started verifying all the documents related to orders, shipments, deliveries, etc. Note that, we have verified all the invoices and made them recorded in the database that we prepared.
We have realized that our client needs a comprehensive database where they can access data quickly. With that aim in mind, we have developed a detailed database using Excel spreadsheets. Moreover, we are offering data formatting services along with processing so wherever our client needs they can find us. Interestingly, we have made different databases for different purposes. For instance, an invoice database with only invoice data, a customer database with customers’ information, etc.
We have maintained the relationship with the client for the last two years. They have liked what we do in providing document processing services. With the best use of technology, we perform all our document processing tasks, which makes us different from others.
Jerry Peas
As an operations head at a reputed shipping company, it’s my responsibility to make the operation smooth. However, for the last couple of years, the company has been facing issues in the document processing system. In the meantime, we have noticed a sudden spike in demand for our services. Therefore, we have decided to fix the document processing issues first to make the operation smooth. Eventually, we found AskDataEntry and we are very grateful to this company. With the best suppose of document processing, we have regained our lost pride in making the operation smooth.
