Paper chaos, manual data entry, lost information? Enough of that! In this article, you’ll learn how to radically streamline your logistics processes using Intelligent Document Processing (IDP), eliminate errors, and fully automate the journey from goods receipt to the ERP system – easily and efficiently.
Where It Still Gets Stuck Today
At every stage of this supply chain – from goods receipt to transport and possible returns – documents play a central role. Delivery notes, freight documents, customs papers, or pallet labels accompany the goods. But these documents exist in a wide variety of formats: sometimes as PDFs, sometimes scanned paper, sometimes with handwritten notes, and often in different languages. They come from different systems that rarely “talk” to each other directly.
The result: companies need employees to manage them. They enter data, cross-check information, scan documents, or forward them via email. This is where so-called media disruptions arise – interruptions in the digital flow of information.
What That Means for Companies
These disruptions have very real consequences:
❗️Manual data entry: Employees spend a lot of time transferring data from one system to another – time that’s missing elsewhere.
⚠️ Sources of error: Whenever people transfer information by hand, mistakes inevitably happen – a transposed digit, a missed field, a wrongly ticked box.
🕒 Time loss: Processes slow down. Decisions take longer. Responsiveness to customer demands or supply bottlenecks decreases.
🔍 Lack of transparency: Information is scattered – in emails, Excel sheets, or piles of paper. A clear overview of the current status is missing.
The Turning Point: What If Documents Could Travel Along?
Imagine the ERP system already knowing everything at the moment of delivery: item numbers, quantities, sender – all automatically recognized. No scanning. No typing. No follow-up questions.
🧠 IDP Brings Order to Document Chaos
Intelligent Document Processing (IDP) solves the problem at its root: it reads, understands, and processes documents automatically. Whether PDF, scan, or email – IDP converts contents into structured data that flow directly into ERP, WMS, or TMS systems.
IDP goes beyond classic OCR. While OCR merely recognizes text, IDP understands content in context:
- “Menge: 24” = quantity of items
- “Rechnung Nr. 2891” = invoice number
“Lieferdatum” = relevant deadline
This makes processes faster, reduces errors, and ensures immediate data processing.
endless possibilities.
ExB is an Intelligent Document Processing platform that transforms unstructured data from any type of document into structured results. Our AI-based software can not only extract all relevant information from your documents, but also understand them. This allows you to automate your processes and save both time & money, while improving your customer experience and employee satisfaction. Win-win.
IDP by ExB – For Logistics, From Real-World Practice
ExB has reimagined IDP – not as a theoretical system, but as a plug-and-play solution, specifically designed for logistics and supply chain requirements.
Ready to Use – No Training or Setup
With ExB, you skip the lengthy preparation: our pre-trained AI models are productive immediately – with no need for data delivery, training, or days of setup. The solution works from day one.
Specialized in Logistics Documents
ExB was developed based on real logistics projects. Our AI “understands” typical documents such as:
Delivery notes
Freight documents (e.g., CMR)
Customs documents
Pallet labels
Invoices and credit notes
All this regardless of sender, layout, or language.
Cross-Document Validation
A real advantage: IDP platforms like ExB can compare data across multiple documents.
Example: Do the items on the delivery note match the purchase order? Are there quantity or price discrepancies in the invoice?
This automatically improves your data quality – and avoids manual inquiries, reconciliations, or complaints.
🔧 No Major IT Projects Required
ExB integrates seamlessly into your existing system landscape – whether SAP, TMS, WMS, or DMS. Our solution comes with open interfaces, modern APIs, and is cloud-ready. Implementation takes days, not months.
How It Works in Practice
Inbound: Documents arrive – via email, upload, or directly from a scanner/inbox.
Automatic processing:
ExB’s IDP recognizes:
Sender and recipient
Item numbers, descriptions, quantities, weights
References like order or delivery note numbers
Amounts, currencies, payment terms
Data extraction & handover:
Structured data is automatically extracted and transferred to the target system (e.g., ERP, TMS, SAP, etc.).
Validation:
Comparison with order data → in case of discrepancies: automatic alert or feedback to the team.
💡 The Added Value for Your Company
Time savings: No more manual typing – document turnaround time is drastically reduced.
Fewer errors: Automated checking and data transfer reduce classic input mistakes.
Faster processes: Documents flow into the system without delay – even outside business hours.
Better transparency: Complete, structured datasets provide clarity for controlling, procurement, and customer service.
IT relief: No months-long project, no custom AI development – just start and benefit.
What Does This Look Like in Practice? – Real Use Cases from the Logistics World
Wondering how Intelligent Document Processing with ExB could work in your company? Here are real-world use cases – directly from the logistics sector.
📦 Use Case 1: Automated Processing of Delivery Notes at Goods Receipt
Starting point: A wholesaler receives hundreds of goods shipments daily with delivery notes in various formats – often handwritten, partially in foreign languages, frequently by email or enclosed as printouts.
How ExB helps:
Delivery notes are automatically read – regardless of whether PDF, scan, or camera photo.
Item numbers, quantities, order references, and delivery dates are reliably detected.
The data is transferred directly into the ERP system – including a match with the expected orders.
In case of discrepancies, an automatic notification is sent to the warehouse team.
Your benefit:
✔️ No more manual entry
✔️ Fewer delays in goods receipt
✔️ Faster booking and storage of goods
🚛 Use Case 2: Processing of Freight and Customs Documents in Transport
Starting point: A logistics service provider receives freight documents from all over Europe every day – various formats, languages, and structures. Manual entry was time-consuming and error-prone.
How ExB helps:
CMR freight and customs documents are captured automatically – even with highly variable layouts.
Transport data such as sender, recipient, goods description, weight, and customs tariff numbers are recognized.
Data flows automatically into the TMS (Transport Management System).
Alerts are triggered if information is missing.
Your benefit:
✔️ Automated transport documentation
✔️ Fulfillment of compliance requirements
✔️ Significantly reduced processing time per shipment
📠 Use Case 3: Cross-Document Validation Between Purchase Order, Invoice, and Delivery Note
Starting point: A trading company had to manually check each incoming invoice to see if the delivered quantity matched the order – a time-consuming process with frequent inquiries.
With ExB:
Incoming invoices, delivery notes, and purchase orders are analyzed together.
The IDP automatically checks quantities, prices, and item numbers for consistency.
Discrepancies are detected and forwarded to the purchasing team for clarification – including document linkage.
Your benefit:
✔️ No more manual checking
✔️ Higher data quality in accounting
✔️ Faster invoice approval and fewer returns
Conclusion: Automate What Really Matters
Documents aren’t a side issue – they are the information flow of your logistics. Those who automate the capture and processing of this data lay the foundation for stable, scalable processes. With ExB, you close the gap between truck and ERP – without IT overhead, but with real added value.
👉 Try it now: How well does ExB understand your logistics documents? Free document check in our demo.
