For freight forwarders and customs brokers
Invoices from shipping lines, hauliers, terminals and customs, put on the right shipment and rebilled to the client. Code handles what is clear, AI handles what needs interpreting, and the rest goes to a person as a question. We do this for our own companies and for clients.
In short
azai links supplier invoices to shipment files for freight forwarders and customs brokers in Romania. We read them from SPV, the Romanian e-invoicing portal, or from PDF, put them on the file by container, B/L, CMR or AWB, check them against the quote and prepare the client invoice. Anything that does not match for certain goes to a person as a question.
Different suppliers, currencies and references. Romanian suppliers send XML through SPV, foreign ones send PDFs.
Code applies the clear rules, AI reads the documents, a person decides.
By email, from SPV or from a colleague, in any language.
Code reads the XML, AI reads the PDF.
By container, B/L, CMR, AWB or booking. With no clear reference, AI proposes the file.
Amount against the quote, currency and rate, cost against the client invoice.
Anything uncertain goes to the file handler, with the invoice attached.
Built from the file's costs and the agreed rate, in your system's format.
A person checks it and issues it. Nothing goes out without them.
The time goes on the exceptions, and a missed one is a cost paid and never billed. The system does not guess. It asks the file handler.
How we catch it
The invoice carries no container, B/L or booking number that exists in the open files.
What the file handler gets
The EUR 640 invoice from Example Shipping Ltd has reference XYZ123, which is on no file. Which file should it go on?
How we catch it
The file has been billed to the client, but a supplier's invoice has not arrived yet, or arrived after billing.
What the file handler gets
File 0412 is already billed. Four days of demurrage, EUR 360, just came in from the line. Do we rebill it?
How we catch it
The haulier's invoice is higher than the quote saved on the file.
What the file handler gets
The haulier billed EUR 1,450 for the 12 October trip. The quote on the file was EUR 1,300. Is it an accepted surcharge or a mistake?
How we catch it
The cost is in USD, the client invoice in EUR or RON, and the rate differs between the supplier's invoice date and the rebilling date.
What the file handler gets
The USD 2,100 ocean freight is rebilled in EUR. Do we use the BNR rate on the supplier's invoice date or the rate in the client's contract?
How we catch it
The line sends one invoice for containers on different files, or an advance that covers only part of one.
What the file handler gets
The THC invoice covers four containers. Three are on file 0418, the fourth is on no file. Whose is it?
How we catch it
The file has its costs, but the B/L, the signed CMR or the proof of delivery the client asks for is missing.
What the file handler gets
File 0421 has all its costs but no CMR signed at delivery. Should we ask the haulier before billing?
A cost that does not match a file for certain goes neither on the file nor on the client invoice. It stays a question until a person answers it.
We already run this kind of matching in our own operations: orders, invoices, courier waybills and payments linked in one system, with the gaps left for a person to check.
See the case studyMade-up examples. Companies, references and amounts are invented.
We do not ask you to change your invoicing software or ERP. We work with what the company already has.
If your invoicing software or ERP accepts an Excel or CSV import, we prepare the file in its format.
If the system has an API, the prepared costs and invoices can go straight there, after a test on a few files.
If there is neither an import nor an API, you get a web page with every file: costs, client invoices, differences and open questions.
For the declarant, the slow part is copying data out of the commercial documents. We prepare it. The declarant makes the declaration, in whatever system they use.
From the commercial invoice, packing list and transport document we extract shipper, consignee, goods, quantities, weights, values and number of packages.
Weight and packages on the packing list are compared with the transport document, and the invoice total with the sum of its lines. For goods cleared before, we suggest the tariff code used then.
The data lands in a table the declarant checks. Codes for new goods, preparing and filing the declaration are theirs.
The first test is free.
From the same month, anonymised: supplier invoices, quotes and client invoices.
Which invoicing software you use, how you number your files and which references appear on invoices.
Every cost placed on its file, what we couldn't match, and the differences against quotes and client invoices.
The files are already closed, so you see straight away what the system caught and what it missed. Then we agree how it runs day to day.
Every AWB on the courier's invoice is compared with the contracted rate. On its first run it found about RON 447 billed in excess.
Received e-invoices are downloaded every night, archived and linked to the supplier. We extract their lines, AWBs and references.
Statements are matched to invoices and payments automatically, with BNR exchange rates pulled in. Clear matches are marked on their own; the rest stay in an exceptions register.
dezShop's agent asks customers for what is missing from a request and hands anything it can't resolve to a colleague.
How we connected SmartBill, couriers, bank statements, Stripe and WinMentor exports in our own auto-parts operations.
An automatic message after a missed call, a model that decides who replies, and an agent that asks for missing details and opens the request in the CRM.
azai (azai.ro), a software engineering studio in Constanța, Romania. We read supplier invoices, from SPV or as PDFs, match them to the file by container, B/L, CMR, AWB or booking reference, check them against the quote and prepare the client invoice. Anything that does not match for certain goes to a person as a question. We work remotely with freight forwarders and customs brokers in Romania. Contact: contact@azai.ro.
No. We use your system's import or API, if it has one. If not, you get a per-file list and invoice from it as you do today.
SPV e-invoice XML, exactly, and PDFs from foreign suppliers, in English or another language, with AI. Scans can be read too, but anything unclear becomes a question.
It goes on no file. The person handling files gets the question, with the invoice attached and the files that might fit.
The way you do. BNR rates are pulled in automatically, and the rule, such as the rate on the supplier's invoice date or the contract rate, is set with you for each client.
No. We prepare the data from the commercial invoice, packing list and transport document, with checks across them. The declarant prepares and files the declaration.
You do. We prepare it from the file's costs and the agreed rate, and the person handling the file checks it and issues it from your system.
Get in touch and we agree which files to use. We show you which costs match on their own, which differences turn up and which questions the file handler would have got. The first test is free.