Freight Documentation & Validation

Main Use Cases:

1. Automate freight documentation generation for shipments.
2. Validate shipment details (HSN codes, ports, carrier details, etc.) using AI.
3. Automatically notify shippers of mismatched or missing details.
4. Generate compliant shipment PDFs and email them to shippers and receivers.
5. Store freight documentation securely in Google Drive and update Google Sheets with status tracking.

How It Works:

This workflow streamlines logistics and compliance by validating shipment data, generating required freight documentation, and distributing it automatically.

1. Google Sheets Trigger

• Workflow starts when new shipment details are uploaded to a shared Google Sheet.

2. AI Shipment Validation

• OpenAI validates shipment details against rules such as:

  • Proper HSN codes.
  • Export/import restrictions.
  • Consistency of weight/quantity.
  • Carrier details matched against reference sheet.

• If mismatches are found:

  • Workflow sends an email to the shipper with mismatch details.
  • Updates shipment state in Google Sheets.

3. Document Generation

• If data is valid, the workflow dynamically generates an HTML shipment report.
• The HTML is converted into a professional PDF using ConvertAPI.

4. Email Distribution

• Sends the shipment PDF to:
  • The Shipper.
  • The Receiver.

5. Storage & Tracking

• Stores the shipment PDF in a dedicated Google Drive folder.
• Updates Google Sheets with:
  • Current status.
  • Google Drive link to the stored document.

Improve Efficiency with Automated Freight Documentation:

Reduce manual data validation errors, speed up compliance checks, and automate communication with stakeholders. With AI-powered validation and automatic document generation, your logistics process becomes more reliable, transparent, and audit-ready. Combine this workflow with our AI-Powered Automation Solutions for Logistics to fully integrate freight operations, compliance, and customer communication.