Product
How the system works
One export order, from the first enquiry to the day the bill is regulated.
Before the order
It starts before the order
The trail begins at the enquiry. Record what the buyer asked for, and move it through its own short pipeline — received, under review, quotation raised, and finally won or lost.
Raise the quotation from that enquiry and the particulars carry across. When the quotation becomes an export order, the quotation is marked converted and the original enquiry is marked as a deal — so your pre-order record closes itself as the work moves on.
The centre
The export order is the central record
The export order holds the buyer, the goods, the quantities and rates in the buyer’s currency and in rupees, the Incoterm, the payment terms, the loading port and the final destination.
Everything that follows attaches here: documents, payments, letter of credit details, shipping references and the closing bill-regulation record. Open the order and the whole history is in one place.
The journey
The eleven steps
Every order shows the step it has reached on the successful path from order received to bill regulated.
- Order received
The confirmed order is on the system
- Processing
Work is under way
- Proforma
The proforma has been raised
- Payment
Payment against the order has been recorded
- Packing
The packing list has been prepared
- Invoice
The commercial invoice has been raised
- Airway / shipping documents
Transport documentation is recorded
- Dispatch
The goods have left
- Shipping bill recorded
The shipping bill reference is on the order
- Bank documents
Bank submission is recorded
- Bill regulated
The order is complete
Cancellation is not a step on this journey — it is a controlled exception that requires permission, and the record stays visible.
How stages move
Documents move the order forward
You do not have to remember to update the status for every action. Raise the proforma and the order advances to its proforma step. Prepare the packing list and it moves to packing. Raise the invoice, record the shipping details, add the bill-regulation record — each one carries the order forward on its own.
The steps that depend on judgement stay in your hands. The ones that follow from work you have already done look after themselves. This is not a fully automated workflow — staff still run the operation.
Linked trail
The paperwork stays with the order
Upload the buyer’s purchase order as a PDF. Attach airway bills, bank acknowledgements, KYC papers and anything else to the order under the document type it belongs to, then view or download it whenever it is needed.
Proformas, packing lists, invoices, quotations and orders all print as PDFs carrying your organisation’s details. Each document can begin from the one before it, so particulars travel forward instead of being typed again.
References, not filing
Shipping references are recorded
Shipping bill number and date, and airway bill number and date, are recorded on the order alongside the invoice and the packing list. Container details can be recorded too, together with a tracking link supplied by your shipping line or forwarder, so anyone with access can follow it up.
To be clear about the boundary: these are your records, kept in one place. Filing with customs continues through your existing CHA process, and the tracking link is the one your team provides — the system does not fetch status from carriers.
- Shipping bill no.
- Recorded field
- Shipping bill date
- Recorded field
- Airway bill no.
- Recorded field
- Airway bill date
- Recorded field
- Container details
- Recorded by your team
- Tracking link
- Supplied by your forwarder
Money and closure
Payments, letter of credit, closure
Record each payment against the order and keep the history with the shipment. Record letter of credit details — reference, issuing bank, amounts in both currencies, issue and expiry dates. Once an LC has been utilised or has expired, it can no longer be edited.
Close the order with its bill-regulation record and supporting documents. Until an order reaches bill regulated, it remains visible as outstanding on the order list.
Exception path
Cancellation is a controlled exception
Cancellation is not a step on the journey. It requires the right permission, and the cancelled order stays on the list with its status showing, rather than disappearing from the record.
Currency
Buyer currency with live rates
Quote and invoice in your buyer’s currency. The exchange rate is fetched live when you enter the transaction, every amount is held in both that currency and rupees, and the rate applied and its date are saved on the document.
Supporting workflows
Buying and importing
Purchase requisitions convert into vendor quotations. Import orders run their own lifecycle with their own Incoterms and shipment modes, and payments are recorded against each order.
Export remains the centre of the system — procurement and import are there for the rest of your operation.
See this on your own order journey
Book a free demonstration and we will walk a representative demo order from enquiry through to bill regulated on the working system.