Shipping Note Automation for Manufacturing

Shipping notes slow down the flow between orders and invoicing

Each supplier sends shipping notes in different formats, languages, and structures, forcing teams to manually interpret and re-enter data before the shipment can move forward.
Information across shipping notes, orders, and related documents is often incomplete or inconsistent, requiring repeated checks before stock, warehouse, and invoicing processes can continue.
Because shipping notes sit between order intake and invoicing, manual handling creates delays, errors, and bottlenecks across the entire operational flow.

From manual shipping chaos to clean, automatic flows

Before KAPTO

Teams retype every shipping note from mixed formats and languages into ERP and WMS
Staff chase missing data across emails, folders, and paper just to complete one shipment
Errors in quantities or references are found at the dock or by the customer, not upfront
The same shipping details are entered into several systems because tools are not connected
Document checks for compliance and audits take days and pull senior staff into admin work

With KAPTO

KAPTO reads any shipping note and pushes clean data straight into ERP and WMS with no typing
All notes and attachments sit in one place, linked to shipments and ready to use
Wrong or missing data is flagged early so issues are fixed before trucks are loaded
Clean shipping data flows into every system through APIs and ready-made connectors
Every shipment has a full audit trail so checks and audits take minutes, not days

Make shipping notes work for you

Turn messy, manual shipping notes into fast, accurate, auditable flows across every plant.

Catch issues before trucks leave

Cut processing time per shipment

Improve control over supplier communication

Get proof and traceability on every load

See how KAPTO runs your shipping note flow, step by step

Collect every shipping note in one place:

KAPTO picks up shipping notes from email, uploads, scans and system feeds. Notes and attachments land in one workspace, linked to the right shipment so your team does not jump between folders and inboxes.

Read any layout, language or format:

KAPTO reads shipping notes from PDFs, scans and emails without fixed templates. It picks up supplier details, items, quantities, dates, transport data and references, no matter how each partner structures the file.

Check data against ERP and WMS:

Captured data is checked against purchase orders, delivery schedules and master data in your ERP and WMS. KAPTO spots gaps, wrong quantities, wrong references or conflicting dates before the shipment moves on.

Flag exceptions and guide fixes:

If data is missing or incorrect, KAPTO flags the note and routes it to the right person. Clear prompts show what is wrong so staff can fix it in a few clicks instead of searching through emails and systems.

Store exception context for later matching:

Order changes, returns, overdeliveries, and other shipping note exceptions are captured upstream, so your ERP can match invoices later with full context.

Push clean records into your systems:

Once the note is ok, KAPTO sends clean data into ERP, WMS and other tools through APIs and ready made connectors. No retyping, no double entry, just up to date shipping records across all systems.

Store documents with full history:

Every shipping note, attachment, validation, exception, and action is stored with status, timestamps and actions. You get a complete audit trail for each shipment so checks, claims and customer questions are handled in minutes.

Adjust rules and steps without heavy IT work:

Using low code options and pre built extensions, your team can add pre checks, extra validations or post processing steps. You fit KAPTO to your shipping process without new templates or long projects.

Managing two supply chain models within one shipping note process for Poltrona Frau (Part of Haworth Lifestyle Group)

Shipping notes managed across two supply chain models.

~85% straight-through processing
>99% accuracy in data handling and validation
Major ERP transition handled in 2 weeks
Clear exception handling across both supply chain models

Result: Faster goods receiving, improved supply chain control and scalable processing across different operational environments.

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Read the case study

From shipping notes to stock updates, no manual steps