Document Ops: Shipment Document
Extraction & Validation
Convert shipment PDFs and scans into validated structured data with an exception queue—reducing manual entry and document-driven delays across your operations.
Audit-ready, integration-ready
Common pain points we solve
BOL, AWB, POD, invoices, delivery notes, customs forms—often arriving as PDFs, scans, photos, or email attachments. Your teams spend hours on manual work that creates downstream errors.
Document Types We Process
Start with 1-2 types and expand once accuracy is validated
Bill of Lading (BOL)
Ocean/ground shipment docs
Air Waybill (AWB)
Air freight documents
Proof of Delivery (POD)
Delivery confirmations
Commercial Invoice
Billing documents
Packing List
Item/package details
Customs Forms
Import/export documentation
Where this fits
Ideal starting scope for a pilot implementation
Teams Involved
- Documentation
- Operations desk
- Customer service
- Billing/claims (optional)
Channels
- Email attachments
- Upload portals
- Shared drives
- Scanners/mobile photos
Ideal Pilot Scope
- 1–2 document types
- 10–20 key fields per type
- 1 validation ruleset
Inputs & Outputs
What goes in and what comes out
Inputs
PDF Scans / Digital PDFs
Any shipment document format
Images from Mobile/Scanner
JPG, PNG from cameras
Email Attachments + Threads
Optional context from emails
Reference Sources
Shipment master, customer list, lane rules
Outputs
Structured JSON/CSV Payloads
Per document output
Validated Field Set
With confidence scores
Exception Reasons + Reviewer Notes
For human review cases
Audit Logs
Who reviewed, what changed
System Updates / Tickets
Stored structured records
What We Extract
Example fields per document type—start small and scale
Shipment Identifiers
- Shipment ID / Load ID / Booking No.
- AWB No. / BOL No. / Container No.
- PO / Invoice references
Parties & Locations
- Shipper / Consignee / Carrier
- Origin / Destination addresses
- Pickup / delivery location codes
Dates & Operations
- Pickup date, delivery date, ETA/ATD/ATA
- Weight, volume, package count
- Service level / mode (air/sea/road)
- Signature name (POD), delivery status
Validation Rules
This is where most "talk to PDF" tools fail. Your value is validation + exceptions—fewer downstream errors, less rework, and controlled uncertainty.
Required Fields
POD must have delivery date + consignee
Format Checks
AWB pattern, container number length, date format
Cross-field Consistency
Origin ≠ destination, weight > 0
Reference Checks
ID must match active load in shipment master
Duplicate Detection
Same doc uploaded twice flagged
Outcome
The Workflow
Step-by-step document processing pipeline
Intake
Doc arrives via email, upload, or shared drive
Understand
De-skew, de-noise, page split, quality check
Extract
Capture key fields using IDP pipeline
Validate
Required-field checks + formatting + consistency
Route
Route low-confidence for human review
Take Action
Structured output to TMS/ERP/helpdesk
Track
Accuracy trends, exceptions, processing time
What ApexIQ Delivers
Integrations & Data Sources
We integrate based on your stack
Accuracy & Safety Controls
Built-in safeguards and quality measures
Confidence Scoring
Per field + per document scoring
Auto-Publish Thresholds
Only above confidence threshold
Human Review Lane
Low-confidence cases routed for review
Validation-First
Prevents wrong data downstream
Full Audit Trail
Original, corrected, reviewer, timestamp
Fallback Handling
Request re-upload for unreadable scans
Realistic Positioning
Safe + Honest
Straight-through processing for routine documents
Most routed through exceptions—no fake claims
Pilot Plan (2–4 Weeks)
A proven timeline to get you to production
Discovery + Field Map
- Pick 1–2 doc types (POD/BOL/AWB)
- Define 10–20 fields + validation rules
- Gather sample docs across carriers/formats
Build Extraction + Validation
- Configure preprocessing + extraction
- Implement validation rules + exception queue
- Produce structured output format (JSON/CSV)
Shadow Run + Tuning
- Run extraction parallel with current process
- Measure field accuracy + exception reasons
- Tune for top failure patterns
Integrate + Harden
- Push outputs into target system / ticketing
- Add monitoring + runbooks
- Expand fields or add 1 more doc type
Success Metrics
What we measure and what you can expect
Pilot KPI Targets
What We Need From You
Client checklist to kick off the pilot
Want to reduce WISMO calls and automate pickup scheduling?
Book a consultation or request an assessment—we'll scope the first 6–8 intents and integrations needed for a safe pilot.