Case
Shipping:10 minutes → ≈20 seconds of operator work
E-documents, the waybill, labels and the message to the client all start from one window, with no re-typing of the same data.
Scale in my company:≈ 600 shipments a month≈ 100 hours of manual work before automation
≈ an approximate estimate of my actual process
Before
One shipment meant the same route through several systems.
The manager produced the documents in the accounting system, uploaded them separately into the e-document service, created a waybill in the carrier's portal, printed labels and sent the client the tracking number.
Every service already held part of the data, yet a person had to look up the counterparty, the address and the documents again and carry the information between windows.
In my process that took about ten minutes per routine shipment. Plus a separate trouble: every so often something was missed — the waybill never went out, the documents were never signed, the client is on the phone.
Where the ten minutes went
Minutes of an operator's attention, ≈ from my own experience:
- Print or save the documents as PDF from the accounting system — about a minute.
- Vchasno, a Ukrainian e-document service: log in, upload the PDF through a slow interface, find the counterparty by their company number, sign, send — three to four minutes. Or M.E.Doc, the other service most counterparties use: the accountant exports from the accounting system, switches over, signs, picks the counterparty, sends — four to five.
- The portal of Nova Poshta, the main Ukrainian carrier: type everything again, or work out which of the counterparty's addresses is the current one — three to five minutes.
- Product labels, when they are needed — another two to three.
- An email to the client with the tracking number and a note that the documents are in Vchasno — one to two minutes.
How I automated it
One window became the starting point for the whole shipment.
The client, the documents and the goods are already in the accounting system, so nothing is entered twice. The system picks the right e-document service from a field on the counterparty in the CRM, creates the waybill with the saved address, produces the Code 128 labels — try them in the demo — and, once the parcel starts moving, sends the client the tracking number.
Signed documents from the e-document service go into the archive.
After
The operator opens the order, checks the parameters and starts the shipment. Active work: about twenty seconds. The remaining steps run without switching between services. What that feels like you can try for yourself in the demo: a demo shop, one button, and a second later a PDF invoice, a label, a waybill and the e-document status.
What it gave
A sales manager no longer has to shepherd a routine shipment through several systems — the warehouse can finish it.
The waybill, the e-documents, the labels and the message to the client became parts of one process, so there is no separate manual step left to remember.
And if the partner placed the order themselves in the B2B portal, the same chain carries on to dispatch.
What would be different in your company
The carrier, the e-document service, the accounting system, the set of documents, the labels and the rules for notifications may all be different.
In the audit we reconstruct your actual route from order to dispatch and work out which steps can be merged.
Walk through my shipping processTechnical details
Python, Django, Vchasno and M.E.Doc APIs, Nova Poshta API, Code 128