With this 5-step plan, we show you how to automate your document-based processes – quickly, scalably, and with measurable added value.
Assess the Status Quo
Before digitization can happen, it must be clear what exactly should be digitized. The first step is therefore an inventory of your current document-based processes.
Ask yourself:
What types of documents (e.g. delivery notes, bills of lading, customs forms) are in circulation?
Where do these documents come from (suppliers, carriers, your own drivers)?
How are they currently captured, reviewed, stored or processed?
What media breaks, manual steps or delays occur?
➡️ Focus on processes with high volume and standardization potential – for example, delivery notes at goods receipt or bills of lading in shipping.
➡️ Goal: Create transparency, identify weaknesses, and define targeted starting points for digitization.
Prepare the Platform
The technical foundation for intelligent document processing (IDP) can be implemented quickly and efficiently – without large IT projects.
The ExB platform is integrated into your existing IT environment:
Connection to ERP, WMS, or TMS systems via API or existing interfaces
No long configuration phases: the solution is ready to use
State-of-the-art OCR combined with domain-specific AI models automatically recognizes content – even from unstructured or poorly legible scans
➡️ Advantage: You don’t need to train the AI – it works reliably from the first document and improves with every new one.
➡️ Result: A powerful infrastructure that is immediately ready for use and flexibly adapts to your processes.
The Path to Implementation – in 5 Steps
| Step | Goal | Tip |
|---|---|---|
| 1. Assess status quo | What documents are in circulation and how? | Focus on high-volume, repeatable processes |
| 2. Prepare platform | Connect ExB platform to existing systems | Use domain-specific models out of the box |
| 3. Start pilot | Small test with real documents | Goal: go live in < 4 weeks |
| 4. Involve team | Training, change communication | Show concrete everyday improvements |
| 5. Scale & roll out | Gradually integrate more processes | Customs, hazardous goods, bills of lading typically follow |
Start Pilot
Start with a clearly defined use case, real documents, and a target timeframe.
A typical pilot:
Focuses on one specific document type (e.g. delivery notes from a warehouse location)
Uses real data and current workflows
Involves departments from the beginning
➡️ Goal: A near-production start – not a lab test – with live operation within four weeks, visible results, measurable benefits, and minimal risk.
➡️ Tip: Document key figures such as processing time, error rate, or follow-up inquiries – they’ll be critical for measuring success and internal justification.
Involve the Team
Technology alone is not enough – change communication is key.
That means:
Involve employees early on, address their questions and concerns
Clarify the benefits: less monotonous work, fewer errors, more time for value-adding tasks
Use simple examples and “aha” moments
Offer short training sessions – ideally directly in the process (“learning by doing”)
➡️ Goal: Build acceptance, reduce fear, and create enthusiasm for digitization.
➡️ Tip: Appoint power users or process owners as “digitalization ambassadors” to support their teams.
Scale and Roll Out
After a successful pilot, gradually expand the solution – with a structured approach.
Add more document types: customs documents, bills of lading, delivery notes from other locations
Automate workflows step by step: from data capture to archiving
Extend to other departments: purchasing, returns, service
➡️ Advantage: The platform grows with your needs – no extra overhead.
➡️ Result: A company-wide solution that replaces paper-based processes and unlocks new efficiency potential.
More on this in our logistics guide: Getting Started with AI Document Automation in Logistics: A Practical Guide
Why It’s Worth It: 4 Strong Arguments
🧠 Fewer errors thanks to automatic validation
🚀 Faster processes thanks to digital data flows without delays
🛡️ Compliance through full traceability
📥 Less manual work – employees are relieved
How It Works – In Practice
Scan instead of stack – mobile or desktop
Virtual processing via AI (“Anna”) automatically recognizes content
Comparison with ERP – automatic escalation in case of discrepancies
Data flows directly into your systems
Full audit trail – for compliance, customs, customer service
Best Practice: Digitizing the Delivery Note Process
Manual stamps, long reaction times, overloaded teams – this is still reality in many companies. Hundreds of documents are often manually checked, filed, and processed every day – with serious consequences:
Conclusion: Automate What No One Wants to Do Manually
Digitizing the delivery document process is not a pipe dream – it’s feasible, cost-effective, and necessary for competitive logistics.
With AI and OCR, paper mountains disappear, workflows speed up, and resources are better used.
Get started today and gain a measurable advantage tomorrow.
Now ask yourself:
Where are delivery notes still piling up in your company?
Start with a demo – the difference is measurable.
