Documentation Assistance
A shipment is held at a border for a wrong company name far more often than for anything on the pallet. We build the document set from the confirmed order and check it before the goods move.
What you receive
The exact contents change with the category and the destination. What does not change is that the set is complete before dispatch, and that every figure on it comes from the order you confirmed.
The document customs reads first. Company details, values and terms have to match the order and your registration exactly.
What is physically in the consignment, at case level, so a receiving warehouse can check the delivery without opening every carton.
What the category calls for: references, batch or lot detail where it applies, and the product data your broker or your customer will ask for.
Quote, confirmation and invoice stay together on the order in your account, so the trail is there when accounting or an auditor asks for it.
Tell us early
Some destinations and some brokers want a specific wording, a specific breakdown or an extra copy. That is easy before the documents are issued and awkward afterwards.
How documents are built
Documents are not typed up at dispatch from memory. They are generated from the order record, which is why the invoice matches the packing list and both match what is on the pallet.
One source, one set of numbers. If a quantity changes during preparation, the documents are regenerated rather than corrected by hand, so nothing is left saying the old figure.
Registered company name, address, and any broker or reference requirement are recorded when your account is approved. That record is what every future document is built from.
Once you confirm, the invoice and packing list are produced from the same order lines. No second typing, so no second version of the truth.
The set is reviewed against what the receiving country and your broker expect before dispatch: the right documents, the right wording, the right number of copies.
Copies travel with the consignment, copies reach you by email, and copies stay on the order in your account. Losing an email stops being a problem at that point.
What we can and cannot issue
We prepare commercial documentation for the goods we supply. We do not issue paperwork that belongs to somebody else, and we will not certify something we cannot verify. Knowing the line in advance is cheaper than discovering it at a border.
If a document you need is missing from this page, ask before you order. Some requirements are easy to meet with notice and impossible to meet retrospectively, and it is better to find that out while the order is still a conversation.
Where documents live
Wholesale paperwork gets asked for long after the delivery: by accounting at year end, by an auditor, by a customer with a query. So it is stored against the order rather than sent once and forgotten.
Every document is attached to the order it belongs to, so finding it later means opening the order rather than searching an inbox.
Documents are emailed as they are issued, so the people on your side who never log in still get what they need when they need it.
Need another copy, or the same document with a correction your side has just spotted? Ask with the order number and it is reissued from the record.
Tell us straight away, before your broker files anything. A correction made in an hour is administration. The same correction made after an entry has been filed is a problem with a cost.
Documentation FAQ
Six questions specific to documents. Accounts, payment and delivery are covered on the main FAQ page.
A commercial invoice and a packing list on every order, plus the product information the category calls for. Anything beyond that depends on your destination and your broker, which is why we ask about it at quote stage rather than at dispatch.
That is the only way we issue them. Your registered name and address are recorded when the account is approved and used on everything afterwards, because a trading name on an invoice and a registered name on a customs entry not matching is a classic reason for goods to sit at a border.
Usually yes, if we know before the documents are issued. Send the requirement with your enquiry. Wording, breakdown level and number of copies are all easy to set up front and awkward to change once a set has gone out with the goods.
No. The invoice states what the order cost. We understand why the question gets asked, and the answer does not change: a document that misstates the value puts your business at risk long after the shipment has been forgotten.
Where such a document exists for the goods and we can obtain it from the supplier, we pass it on. What we will not do is certify something we cannot verify. Ask before ordering, because whether it is available depends on the specific product and supplier.
Open the order in your account and the documents are attached to it. If you cannot find it, contact us with the order number and we will reissue it from the record.
Next step
Tell us the destination, your registered details and anything your broker insists on. It costs one message now and saves an amended document set later.
