Shipping documents
All delivery notes and order documents. In the right place. Right away.
Are you paying too much to manage your supplier invoices?
Automated. Categorized. Always searchable.
Eliminate the need for manual sorting of delivery slips, misfiled documents, and time-consuming searches when a customer calls with a question.
With Conrab Optos’ shipping document module, all order documents are automatically imported, interpreted, and archived—categorized, searchable, and accessible in seconds.
Many organizations manage delivery notes and order documents using a mix of binders, local folders, and loose PDF files. No one has a complete overview, it takes too long to find the right document when customers make inquiries, and the connection between orders, delivery notes, and invoices is difficult to see.
That’s why companies choose Conrab Optos’ shipping document module
Automatic import via multiscanning and email import
The documents are scanned in batches using a multi-function scanner and sent to one of four dedicated email addresses—one for each document category. The system handles the rest. No manual sorting, no risk of documents ending up in the wrong pile.
Result: From scanner to archive without a single manual step.
Four distinct document categories
Documents are automatically categorized into shipping and delivery notes, cutting orders, return orders, and pickup orders based on the email address they were sent to. The category is assigned immediately upon import, ensuring that all documents are placed in the correct category from the start.
Result: A structured archive with clear categorization, without anyone having to sort items manually.
Automatic interpretation of order and shipping numbers
Waybill and order numbers are automatically extracted based on formatting logic and added to the information tab on the document. All order numbers are recorded, and the entire document content is scanned, making all text on the documents searchable in the archive.
Benefit: Find the right document in seconds, whether you search by order number, tracking number, or free text.
Main documents and attachments are handled automatically
The first page of an incoming batch automatically becomes the main document. The remaining pages are added as attachments directly linked to the same entry. Everything is connected; nothing is left loose.
Result: A complete set of documents per order without manual assembly.
Full-text search of the entire document
Thanks to mass interpretation, all text in every document can be searched for in the archive using a free-text search. Search for any word or value directly within the document content, not just in registered fields.
Result: Find exactly what you're looking for, even when you don't know exactly which document it's in.
Standard management with full support for comments, attachments, and reminders
Document management in the archive follows the Conrab Opto standard. You can add attachments, enter comments, send messages in a conversation, and set reminders directly on the individual document.
Result: All communications and notes linked to the correct document are always available.
Why choose Conrab Opto?
We have over 30 years of experience digitizing business processes for medium-sized companies in the private sector. Our customer order module is:
- Easy to get started with—staff simply scan or email, and the system handles the rest
- Flexible and customizable to suit your document types and categories
- Scalable and seamlessly integrated with other modules in Conrab Opto
- Cloud-based and GDPR-compliant
Perfect for those of you who want to:
- Automate the import and categorization of delivery notes and order documents
- Eliminate manual sorting and misplaced documents
- Have a searchable archive where all text in all documents can be searched
- Link order documents to invoicing, complaints, and quality tracking
- Respond quickly and accurately to customer inquiries and disputes
What do our customers say?
Companies that implement the shipping document module often highlight:
- Significantly reduced time spent searching for delivery notes and order documents
- Simpler and faster handling of customer inquiries and issues
- The peace of mind that comes from knowing all documents are in the right place and always accessible
- All staff need to do is scan or email; the system takes care of the rest
Would you like to see the shipping documents module in action?
Contact us, and we’ll show you how to set up an automated document workflow for your delivery notes and order documents. You’ll get to see the entire workflow, ask questions, and receive specific guidance tailored to your needs.
It takes just 30 seconds to contact us; the rest of the time is saved every time you need to locate an order document.
Frequently Asked Questions About Shipping Documents
The documents are scanned in batches using a multi-function scanner and sent to a dedicated email address for each document category. The system automatically retrieves the documents, interprets their content, and archives them directly under the correct category, without any manual intervention.
The module handles four categories: shipping and delivery notes, saw orders, return orders, and pickup orders. The category is automatically assigned based on the email address to which the document was sent.
The first page in the batch automatically becomes the main document. The remaining pages are added as attachments linked to the same entry in the archive. Everything is organized together without anyone having to sort it manually.
All documents are automatically indexed upon import, which means that all text in every document becomes searchable in the archive via full-text search. You can search by order number, shipping number, or any keyword directly within the document content.
Waybill and order numbers are automatically extracted based on formatting logic and recorded in the information tab of the document. All order numbers on a document are extracted and added, making it easy to search and filter by these values in the archive.
Yes. The system complies with the Conrab Opto standard, and you can attach files, add comments, send messages in a conversation, and set reminders directly on individual documents in the archive.
Absolutely. The module is a natural part of the Conrab Optos platform and works seamlessly with other modules, such as invoice disputes and invoice processing. This creates a cohesive workflow from order documents to invoicing and any disputes, without unnecessary duplication of effort.
Built for your business.
Tailored to your processes.
Conrabs' case management system adapts to your workflows—whether you're handling 5 or 50 different types of cases.
- Save time – connect all your systems through a single partner
- Efficient processing with electronic document management
- Local support, global reach
- The market's most satisfied customers
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