Revolutionizing CargoWise Operations With Carguber’s RPA Solutions

With CargoWise being a powerful ERP system widely used in logistics and supply chain management, many businesses encounter operational inefficiencies due to manual and repetitive tasks. These tasks often lead to errors, delays, and increased operational costs. Carguber provides RPA (Robotic Process Automation) services to simplify operations, automate repetitive processes, and ensure smooth integration within the CargoWise platform.

Let’s examine the primary problems CargoWise users encountered in their operations, how RPA helped to resolve them, and Carguber’s solutions for automating CargoWise tasks in this case study.

1. Challenge: Manual Data Entry and Processing

Problems:

Our client faced challenges with manual data entry and data processing, especially when handling large volumes of transactions, invoices, and shipments. This led to,

• human errors in data entry, such as incorrect shipments, wrong invoice amounts, or mismatched order details.
• Time delays in processing because data needed to be manually entered into multiple systems (e.g., CargoWise, accounting systems, customs platforms).
• Increased operational costs due to the need for extra labor hours and resources to manage repetitive tasks.

Solutions:

RPA bots deployed by Carguber to automatically capture and input data from different sources into CargoWise, including invoices, bills of lading, shipment details, and customs declarations.

• Data extraction from emails, PDFs, and spreadsheets.
• Data entry into CargoWise modules (such as invoicing, accounts payable/receivable, shipment tracking).
• Cross-system data synchronization between CargoWise and other enterprise software (e.g., SAP, CRM systems).

Benefits:

• Reduced errors due to manual input.
• Increased speed of processing and lower operational costs.
• Improved accuracy and consistency in financial and logistics data.

2. Challenge: Complex Invoice Matching and Reconciliation

Problems:

Our client found it difficult to deal with high-volume shipments, and often faced difficulties with invoice matching and reconciliation:

• Multiple invoice formats and inconsistent data from vendors, suppliers, or third-party logistics providers.
• Manual reconciliation of invoices against shipment data and purchase orders was time-consuming and prone to errors.
• Discrepancies between invoices and goods received could not be identified promptly, leading to delayed payments and supplier disputes.

Solutions:

Through our Carguber’s CargoWise RPA solution, automated the process of invoice matching and reconciliation:

• Invoice details (amount, date, supplier, services rendered) were automatically extracted from incoming emails or PDFs.
• Invoice data was cross-referenced with shipment records, purchase orders, and contracts stored within CargoWise.
• Discrepancies between the invoice and shipment data were flagged for manual review, or alerts were automatically sent for dispute resolution.
• Automated payment approval workflows were initiated when invoice data matched the records, reducing delays in payment processing.

Benefits:

• Improved accuracy in invoice matching and faster processing times.
• Reduced manual effort in invoice reconciliation, freeing up resources for higher-value tasks.
• Fewer discrepancies and faster dispute resolution with vendors.

3. Challenge: Manual Customs Declarations and Compliance

Problems:

• When operating in different regions with complex customs regulations (e.g., EU, US, Australia) often struggled with manual customs declarations, which were time-consuming and prone to errors.
• Needed customs declarations to be accurate and timely to avoid penalties, fines, and shipment delays.
• Changing regulatory environments and frequent updates to tariffs, taxes, and import/export laws made businesses stay up-to-date, which was challenging.

Solutions:

RPA bots automated the preparation, submission, and tracking of customs declarations within CargoWise.

• Data entry for customs declarations was automated by extracting information from invoices, shipping documents, and CargoWise records.
• Tariff rates and import/export rules were automatically updated by bots to ensure compliance with the latest regulations.
• Bots submitted electronic customs declarations to the relevant authorities (e.g., US CBP, EU Customs, Australian Customs), reducing the chance of human error and ensuring timely submissions.
• The status of customs filings was tracked by bots, which alerted staff to any delays or issues requiring attention.

Benefits:

• Faster customs processing and compliance.
• Reduced manual intervention and errors in customs documentation.
• Reduced risk of fines and penalties due to non-compliance.

4. Challenge: Time-Consuming Shipment Tracking and Exception Management

Problems:

• Managing shipment tracking manually was time-consuming and prone to inefficiencies, especially when dealing with thousands of shipments across different carriers.
• Multiple tracking systems used by different carriers (e.g., ocean freight, air freight, road freight) lead to divided information.
• Exception management (e.g., delays, damage reports, lost shipments) often required significant manual effort to monitor, track, and resolve.

Solutions:

RPA bots were implemented to automate shipment tracking.

• Bots monitored multiple carrier tracking systems in real time and pulled status updates into CargoWise, consolidating all shipment data in one place.
• Exception handling was automated, where bots detected shipment delays, damage reports, or lost shipments and triggered automated workflows for:

• Notifications to relevant teams.
• Communication with customers and suppliers for updates.
• Automated escalation procedures for issues requiring manual intervention.

Benefits:

• Real-time visibility across multiple carriers and shipment modes.
• Automated exception alerts and quicker responses to delays.
• Improved customer satisfaction due to timely updates and proactive management of issues.

5. Challenge: Complex Reporting and Analytics

Problems:

• CargoWise users often needed a custom report and analytics to gain insights into their operations, but generating those reports manually could be resource-intensive.
• Reports needed to be compiled from multiple data sources (e.g., financial data, shipment data, inventory data).
• Creating real-time dashboards or conducting ad-hoc reporting took a lot of time, delaying decision-making processes.

Solutions:

RPA bots automated the generation and distribution of custom reports.

• Bots extracted data from multiple modules within CargoWise (e.g., financials, operations, shipping) and consolidated it into customized reports.
• Automated report scheduling and distribution to relevant stakeholders were set up, ensuring timely access to key insights without manual intervention.
• Bots also generated real-time dashboards to provide live updates on shipment statuses, financial metrics, or operational KPIs.

Benefits:

• Faster, more accurate reporting.
• Real-time insights into business performance.
• Reduced manual effort in generating reports, allowing teams to focus on data-driven decision-making.

Conclusion

Carguber’s CargoWise RPA solution offered significant benefits to CargoWise users by automating repetitive, time-consuming tasks, reducing human errors, and ensuring compliance with regulations. Businesses may realize operational efficiency, cost savings, and increased customer satisfaction by combining RPA technology with CargoWise’s strong ERP features.

Contact us today! Whether it’s for automating invoice matching, customs compliance, shipment tracking, or data entry, Carguber is committed to providing tailored RPA solutions that integrate seamlessly with CargoWise, delivering measurable improvements across logistics and supply chain operations.