Logistics provider automates shipment booking forms end to end
An international logistics and transport provider's ops team logged into the shipper's TMS portal twice a day and worked every booking by hand — copying details, filling booking and battery declaration forms, downloading invoice and packing-list PDFs, and keeping a summary spreadsheet. We built an unattended robot that runs the entire flow: capture, form filling, document handling, filing, the daily summary, retries, and exception alerts.
What we used: RPA Development, Process Automation, Intelligent Document Processing
Signs into the shipper's TMS portal automatically, morning and afternoon.
Completes the booking form — shipper, consignee, notify party, HS code, weights, dimensions.
Fills the UN3481 declaration form and attaches the matching battery documents.
Downloads invoice and packing-list PDFs, filed into year/month/day folders.
Records every booking's outcome — no human error.
Retries failed bookings and switches the portal back to English on language drift.
Exception emails the moment anything needs a person — nothing fails silently.
1The problem
- Ops staff logged into the shipper's TMS portal twice a day and handled every booking manually — 25–30 a day on average, 60–70 at peak.
- Each new booking took 1.5–2 minutes of copy-paste between the portal, mapping spreadsheets, PDFs, and the booking form — repetitive and error-prone.
- Lithium battery shipments (UN3481) needed an extra declaration form plus the correct battery documents — easy to miss under time pressure.
- Everything had to be filed into a strict year/month/day/HAWB folder structure, capped with a summary Excel for the team.
2What we did
- 1An unattended robot logs into the shipper's TMS portal on schedule and picks up the day's bookings automatically.
- 2It captures each booking's details and completes the booking form — shipper, consignee, notify party, airport of destination, delivery terms, HS code, packages, gross weight, dimensions, and more — driven by a mapping table.
- 3For UN3481 battery shipments it fills the battery declaration form and attaches the matching battery documents.
- 4Invoice and packing-list PDFs are downloaded from the portal and filed into the correct year/month/day folder — with a delivery-note fallback when HAWB is empty.
- 5A daily summary Excel records every booking's outcome: processed, missing PDF, missing SKU, cancelled, or battery-document exception.
- 6The robot self-recovers: retries failed bookings, processes newly launched ones, skips completed ones, and even switches the portal back to English when the language drifts.
- 7Any condition needing a human triggers an exception email immediately — nothing fails silently.
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