Client Success Story

Logistics Back-Office Support and Invoice Processing Services for an International Freight Forwarder

500–800

Shipments Managed Monthly

99% +

Invoice Data Entry Accuracy

<0.05 %

Billing Discrepancies

Service

  • Invoice Processing Services
  • Data Processing Services
  • Data Entry Services

Platforms

  • Unifreight ERP
  • Client CRM
THE CLIENT

An International Freight Forwarding Company

This logistics management company provides ocean freight, air freight, customs brokerage, and dropshipping services to importers and exporters worldwide. The company handles shipments across major international trade lanes for a diverse customer base and has built its reputation on fast response times and round-the-clock availability.

PROJECT REQUIREMENTS

Shipment Tracking and Freight Invoice Processing Services

The client needed complete visibility and control over its shipment operations and import and export flows. Every shipment had to be tracked from origin to final delivery, shipment records had to stay accurate across systems, and updates had to reach internal teams and end customers on time, all without expanding the in-house team. The company engaged SunTec India for logistics back-office data processing services (including data entry services) and invoice processing services to absorb this operational load.

Here’s the detailed scope of what they needed:

For Shipment Operations

  • Track vessel movements, shipment status, and estimated arrival details using Unifreight ERP and carrier tracking portals (MSC, ZIM, and Evergreen).
  • Maintain Master Bill of Lading (MBL) and House Bill of Lading (HBL) records.
  • Update shipment milestones in the client's web-based CRM, so end customers always see accurate shipment information.

For Air Freight Operations

  • Data processing for cargo receipt, flight departure, transit, final delivery, and proof of delivery (POD) documents.
  • Coordination with airlines, customs authorities, and global agents.
  • Managing delivery responsibilities according to the Incoterms (International Commercial Terms) governing each shipment.
  • Invoice data entry in Unifreight ERP.
  • Invoice data validation and charge classification (such as freight, handling, and customs-related expenses) by mode of transport (air, ocean, land).
  • Reference data maintenance for agents, service codes, and expense categories.
  • Data support for accurate billing and transparent financial reporting.
PROJECT CHALLENGES

Ensuring Real-Time Data Accuracy across Multiple Systems

Logistics data processing is similar to navigating a volatile operational environment where off-the-shelf automation fails in four out of five cases. For this project, our data processing team had to overcome the following critical operational bottlenecks to achieve real-time accuracy and protect client data integrity.

  • Fragmented Shipment Data

    The client’s shipment data existed across the Unifreight ERP, up to three separate carrier portals, the client-facing CRM, and running email threads with shipping agents.

  • Fast Data Decay Tendency

    Factors like port congestion, shipment delays, and rollovers can shift an ETA several times for a single package. Naturally, data points had a short shelf life and required constant, consistent tracking.

  • Complex Invoice Charge Classification

    In freight invoice processing, validating charges from multiple parties (carriers, handling agents, customs) was complicated because vendor and service codes frequently changed, and using outdated codes could lead to inaccurate customer billing.

  • Minimal Scope of Automation

    Because Incoterms change with every order, the legal definition of "who pays for what and who assumes risk" shifted continuously, meaning multi-way data validation across Bills of Lading (MBL and HBL) and ERP records had to be done manually.
OUR SOLUTION

Embedded Back-Office Support for Real-Time Tracking, Data Validation, and Billing Accuracy

We deployed a dedicated team of 3–5 logistics data support specialists. The team was trained on Unifreight ERP, the client's SOPs, shipment document types (MBL, HBL, PODs), and the client's communication standards.

1

Daily Shipment Tracking (Ocean Freight) and CRM Data Entry

For import operations, we ran a structured daily tracking sweep to ensure the ERP held the operational truth and the CRM displayed a clean, customer-friendly view of it. As a result, clients got real-time tracking updates without needing to call support.

  • Source & Verification: Extract data regarding vessel updates from carrier portals (MSC, ZIM, Evergreen) and cross-check it against the ERP.
  • Reconciliation: Standardize and clean the data, then validate it against internal financial and operational logs in the ERP to resolve ETA, schedule, or identifier mismatches.
  • CRM Data Entry: Once the team verifies that a shipping date or status is 100% correct in the ERP, they upload or sync that update to the CRM.
2

Air Freight Export Tracking and Data Processing

We managed all data and documents for air export shipments from takeoff to final delivery, ensuring every document was verified and all data was accurately recorded and updated as needed.

  • Freight tracking for key milestones, such as cargo receipt, flight departures, and final delivery.
  • Coordinating directly with airlines and shipping agents via Outlook and the CRM to get updates.
  • Cross-checking billing documents against the correct Incoterms for that order to ensure the right party was billed for delivery.
  • Collecting Proof of Delivery (POD) documents to verify receipt and officially close each shipment file.
3

Invoice Data Entry and Charge Validation

The client engaged our invoice processing services to keep operational charges aligned with shipment activity and keep their accounts payable records clean. This involved:

  • Invoice data extraction and entry (captured via OCR/IDP with human review as well as manual data entry where needed).
  • Invoice data validation against the corresponding shipment records.
  • Charge classification by expense type (freight, handling, or customs-related) and by mode of transport (air, ocean, land).

The team also updated the master guideline for these classifications, ensuring all agent details, carrier service codes, and expense categories were always up to date.

PROJECT OUTCOMES

Large-Volume Data Processing with High Accuracy

SunTec India’s structured approach to large-scale data processing helped the client gain complete visibility into international shipping activities across global trade routes while ensuring precise control over financial data.

500–800 Shipments Managed Monthly Absorbed 100% of the client’s import and export tracking volume, enabling them to expand capacity without adding headcount.

99%+ Invoice Data Entry Accuracy Eliminated financial data drift across air, ocean, and land modes, keeping internal ERP ledger books audit-ready at all times.

<0.05% Billing Discrepancies Prevented downstream invoice disputes entirely, saving administrative hours spent resolving client complaints.

CONTACT US

Sort Your Back-Office Operations with a Specialized Data Team

If shipment tracking, documentation, and billing and invoicing issues are taking time your team should spend on customers and growth objectives, offload them to our data processing team.

We've done this multiple times, at scale:

Reach out to our team for a free sample or a Proof of Concept (PoC) to assess our capabilities for your challenges.