Service
Shipping and paperwork in one click
E-documents, the waybill, labels and the email to the client — from one window instead of four systems.
Who it is for
Distributors, online shops and retailers — anyone with dozens of shipments a day: from the warehouse to dealers, from the shop to buyers on Rozetka or Prom, from Instagram by Nova Poshta, the main Ukrainian carrier. The route is the same, only the hands differ: the sales manager or the warehouse go accounting system → carrier's portal → label printer → email, and accounting goes to the e-document service. In retail there is usually no e-document step at all, but there are more orders, and every one of them is re-typed into the accounting system first.
What hurts
To ship one order, the sales manager, the warehouse and accounting between them open four systems. Print or save a PDF from the accounting system. Go into Vchasno: upload the file through a slow interface, find the counterparty by their company number, sign, send. Or into M.E.Doc: export, switch over, sign, pick the counterparty. Then the Nova Poshta portal: type the address again, or work out which of the counterparty's three addresses is the current one. Then the labels for the boxes. Then the email to the client with the tracking number, because clients ask for it.
Ten minutes of attention per shipment. And every so often something is missed: the tracking number never went out, the documents never reached the e-document service, the client is on the phone.
In retail and on the marketplaces the route is shorter but the orders are many times more numerous: every order from Rozetka, Prom or Instagram is re-typed into the accounting system by hand, then the waybill is issued separately in the carrier's portal, then the tracking number is forwarded to the buyer. Thirty orders like that a day is half a working day of one person.
What we do
- Orders from the website and the marketplaces reach the accounting system by themselves: shipping starts from a ready document instead of re-typing.
- One window on top of the accounting system: the invoice, the delivery note, and everything else from there.
- A "Send to e-documents" button: Vchasno or M.E.Doc is chosen automatically by counterparty, the file goes without a manual upload; the signature is applied automatically or with one click, depending on the service.
- The Nova Poshta waybill from the same window: the counterparty's addresses and contacts are kept from last time, printing is immediate.
- Barcode labels for goods and for boxes, sized for your printer — here they are, try one.
- The whole chain can be pressed at once in the shipping demo: a demo shop, one button — and a PDF invoice, a label, a waybill and the e-document status.
- The email to the client with the tracking number and a note that the documents are in the e-document service goes out by itself, the moment the parcel starts moving. A retail buyer gets a message with the number and no mention of e-documents.
- The archive of signed e-documents — the one the law says you must keep for seven years — is stored automatically.
What you get
About twenty seconds of operator actions instead of ten minutes: that is how it works in my own company (≈ the owner's estimate). Not a single forgotten waybill or unsent document, because the system does not forget. The sales manager goes back to clients instead of browser tabs.
What it plugs into: Vchasno, M.E.Doc (qualified e-signature), Nova Poshta, label printers (Code 128), email; accounting systems — 1C / BAS and others
Discuss a taskFAQ
Questions we hear most often
- We are on Vchasno, some of our clients are on M.E.Doc. Is that a problem?
- No. The system knows where each counterparty's documents should go: in my company that is a field in the CRM, and one button covers both services. Your carrier, your e-document service and the set of documents in your window will be yours — the route is assembled for your company.
- Do we have to replace our accounting system?
- No. The one window sits on top of the accounting system you already have: the invoice and the delivery note are still created there, and the e-documents, the waybill and the labels are pulled in on top.
- Does someone still have to sign with the e-signature by hand?
- It depends on the service. In M.E.Doc the signature is applied automatically on sending. In Vchasno my company signs inside the service itself: the document is already there, the counterparty is already chosen, one click is left — and that too can be automated. Who signs and how is your rule, not a limit of the system.
- We are retail and marketplaces, our customers do not need e-documents. Is anything left?
- The main part is. Orders from Rozetka, Prom or Instagram — the Ukrainian marketplaces and the channel most shops sell through — land in the accounting system by themselves, waybills and labels print from one window, and the customer gets the tracking number without a manager touching it. E-documents are only one of the steps, and we simply leave it switched off. For a shop this removes even more time than for wholesale, because there are more orders.
- How long does it take to build?
- It depends on the scope: a single link such as the waybill or the client email can be shown in a few days; the full window with e-documents, labels and the accounting system is weeks, in stages. After the free audit we name the deadline and a fixed price per stage. The first stage is usually whatever eats the most time.
- What access do you need to our systems?
- Limited access: a separate accounting-system user with rights to the documents in question only; the carrier and e-document API keys stay on your side. After the rollout the access can be taken away — the code and the settings are yours and the system runs without us.