Why Scaling Shippers Need a Holistic Transportation Document Center

As shippers expand their operations, they gain wider customer networks, new revenue streams, and ultimately, increasing document storage needs. From carrier invoices to bills of lading (BOLs), the shipping process is chock-full of records, forms, and contracts—moving parts that can quickly become difficult to track as companies scale. However, efficient document storage is an essential component of shipper success—and becomes significantly easier with dedicated document management technology. 

Transportation document centers can come in several forms—from transportation management systems (TMSs) to freight audit and payment solutions—and allow shippers to digitally preserve and consolidate important delivery records and milestones. With key contracts just a few clicks away, shippers can easily understand supply chain obligations, mitigate freight damage risks, and promote full legal compliance.

Save time and energy for internal teams 

Too often, internal logistics teams are forced to act as the gatekeepers of supply chain information for customer service, finance, and sales departments. These teams have to spend valuable time tracking down bills of lading, packing lists, carrier invoices, delivery receipts, carrier contracts, order forms, and more. A comprehensive transportation document center lifts this burden from logistics teams’ shoulders by scanning and storing all relevant documents associated with a shipment and making them accessible to the entire organization. 

When someone at the company needs to see if an order has been shipped, delivered, or billed to the purchaser, they can simply search the document center for the relevant paperwork. Free from document obligations, internal teams spend less time uploading and filing paperwork and more time managing day-to-day workflows and high-level priorities—increasing job satisfaction and productivity.

Smooth the freight claims process

A clear record of shipping documents is crucial when it comes to filing a freight claim and recovering cargo damage expenses. The freight claims process calls for quick action and extensive documentation. The more thorough a shipper’s records—including photos, carrier freight bills, and descriptions of the type and extent of damage—the greater the chance the carrier will approve the claim and provide compensation.

Transportation document centers centralize these important documents so shippers can quickly move their freight claim forward. Storage solutions like CTSI-Global’s Honeybee™ TMS manage all supply chain documents in one consolidated platform and provide claims tracking and automated carrier notifications to accelerate and simplify the process.

Understand your legal obligations and ensure full compliance

Today’s supply chains stretch globally, increasing logistics management’s complexity and scope. Standardized international transaction terms—Incoterms—detail shipping responsibilities, costs, and liabilities in the event of damage or losses. However, shippers without a clear record or understanding of these documents can be liable for costly repairs and other expenses. 

A document storage hub provides companies with an easily accessible record, so they don’t get caught off guard by surprise obligations. Shippers can see when they are responsible for damage and losses and ensure they only pay the required costs. For example, Freight Audit and Payment services can store each transaction’s Incoterms, then analyze and share the cost implications to ensure full understanding.

Centralize and organize your records with a transportation document center 

In times of growth and uncertainty, investing in a transportation document center wards off supply chain risks and supports a more productive, fulfilled team. CTSI-Global’s Freight Audit and Payment and Honeybe​​e™ TMS can handle comprehensive document management needs for shippers while promoting smoother carrier relationships and internal logistics processes in the long run.

Contact CTSI-Global to leverage our systematic tools for heightened supply chain organization.