Paperwork that keeps up
with the freight

Shipment administration, documentation, track and trace, carrier invoice audit and exception handling, run inside your TMS and your customers' portals rather than beside them.

The team works in your systems of record, so there is no private spreadsheet to reconcile at the end of the week.

Get in touch See the coverage

SystemsYours, not ours

Work happens in the TMS and the customer portals you are already committed to.

CoverFollow the sun

Noida, Chennai and Jammu overlapping with Mississauga and London working hours.

BaselineMeasured first

Volumes, handling times and error rates are measured on your own files before any target is agreed.

ExceptionsNamed owners

Every exception type has a route and an owner rather than a shared inbox.

What we run

The administration behind every shipment

Freight moves whether or not the paperwork keeps up. When it does not, the cost turns up later as detention, a rejected invoice, or a customer who has stopped ringing you for quotes.

Shipment set-up and documentation

Bookings entered, bills of lading, packing lists, commercial invoices and certificates of origin prepared, and customs paperwork assembled to the format each destination expects.

Every document is checked back against the booking and the commercial terms rather than typed from the last similar job, because that is where the wrong incoterm and the wrong consignee come from.

Documents that match the booking, ready before the vehicle is.

Track and trace

Milestone updates pulled from carrier portals and EDI feeds, and chased by phone or mail for the carriers who publish nothing useful.

Silence is treated as an exception. A shipment with no movement for longer than its lane normally takes is raised rather than left to age quietly in a report.

A status your customer service team can quote without checking it twice.

Carrier invoice audit

Freight bills checked against the agreed rate, the accessorials actually incurred, fuel tables, and the shipment record, with duplicates and re-bills caught before payment.

Disputes are filed with the proof attached: the weight ticket, the appointment record, the detention clock. Most write-offs happen because nobody had time to assemble that.

Claims raised with evidence rather than absorbed as a cost of doing business.

Exception handling

Short and damaged deliveries, misroutes, missed appointments, held customs entries, temperature deviations and refused loads, each with a documented first action.

The escalation matrix carries names, not roles, so a held container does not wait for someone to work out whose problem it is.

Exceptions worked in the hour they appear, not the morning after.

Portal and TMS hygiene

Order and shipment data kept in agreement across your TMS, the customer portals you are required to use, and the carrier systems in between.

Lane, rate, address and party master data is maintained as a task with an owner, because most repeat data errors trace back to a record nobody was responsible for.

One version of the shipment, wherever a customer looks at it.

Operational reporting

Daily open exception list, aged shipment report, invoice dispute register and a document error log written from real defects rather than sampled.

Recurring causes are pushed back to the lane, the carrier or the process that produces them instead of being handled again next week.

A defect list your operations lead can act on, with causes attached.

Standing up a logistics desk

StepOneObserve

Your team is watched doing the work, screen by screen: the systems touched, the portals logged into, the mail folders that are really a queue, and the decisions made from memory.

Nothing is redesigned at this stage. The point is to record the process that exists, including the undocumented workarounds that keep it running.

You receive:

A recorded process

Each task written down with its systems, its inputs, its decision points and the volumes behind it, timed on your own files.

Yours to keep whether or not the engagement goes further, and usually the first complete description your process has ever had.

StepTwoDocument

Work instructions written from the recording, exception routes agreed with names against them, and the quality checks defined before anyone is trained.

Where two people did the same task differently, the difference is resolved by your operations lead rather than averaged out by us.

You receive:

Work instructions and a baseline

Procedures for the routine work, an exception matrix, a quality checklist per task, and the measured baseline the service will be judged against.

The baseline is your current performance, measured before we touch anything, so later improvement is a comparison rather than a claim.

StepThreeTransition

Work moves in tranches, easiest lane or customer first, with our team shadowing yours and then being shadowed in return before anything is released.

Volume shifts only when the quality check on that tranche passes. A transition that moves everything at once is a transition designed for the provider's timetable.

You receive:

Live work, one tranche at a time

Each tranche signed off against its quality checklist, with a rollback to your team available until the sign-off holds for an agreed period.

Access is provisioned under your own identity controls, individually named and revocable.

StepFourOperate

Steady state: daily queue management, exception escalation, weekly quality sampling, and monthly review of the causes generating the most rework.

Because AtomicNorth runs technology work as well, a recurring manual task with a clear rule behind it gets costed for automation instead of being staffed forever.

You receive:

A monthly service review

Volumes and ageing by queue, quality sample results with defects by cause, exception trends, and what changed in your systems or your customers' portals.

Each recurring cause carries an owner, an action and a date, including the ones that sit on your side.

Coverage

What the desk handles, and what it produces

Scope is confirmed after the observation step. Targets are set against the baseline measured on your own volumes rather than against a figure from someone else's contract.

Logistics BPO Services coverage
Function	Scope	Cadence	Evidence produced
Documentation	Bills of lading, invoices, packing lists, origin and customs paperwork	Per shipment	Document error log with causes
Track and trace	Carrier portals, EDI milestones, manual chasing, customer updates	Continuous through the shift	Aged shipment and no-movement report
Invoice audit	Rate and accessorial checks, duplicate detection, dispute filing	Per invoice batch	Dispute register with outcomes
Exceptions	Damage, shortage, misroute, customs hold, missed appointment	On occurrence	Exception log by type and root cause
Data hygiene	TMS and portal agreement, lane, rate, address and party records	Daily reconciliation	Mismatch report with corrections applied
Reporting	Operational packs, customer service views, monthly review pack	Daily and monthly	Signed-off pack with actions and owners

Exceptions

The queue is easy. The exceptions are the job

Routine shipment administration is learnable in weeks. What separates a desk that helps from a desk that adds a handover is what happens when a container is held, an appointment is missed, or a carrier bills for something nobody agreed.

So exceptions are designed before go-live rather than discovered afterwards: each type named, a first action written, an owner identified on your side, and a time by which it must be moved on rather than left to sit.

Ask for a process recording

Typed and routedEvery exception has a category, a documented first action and a named owner, so nothing waits on a decision about who owns it.
Time-boundEach type carries an agreed point at which it is escalated rather than re-queued, and ageing is reported.
Pushed to causeRepeat exceptions on a lane, a carrier or a customer are raised as a commercial conversation, not absorbed as extra headcount.

Indicative practice. The exception set is built from your own history during the observation step.

Questions we get asked

Before outsourcing shipment admin

Do you work in our TMS or bring your own?

Yours. You have already paid for it, your customers are integrated with it, and moving the process into our tooling would make leaving us expensive. Where a gap genuinely needs filling, it is quoted as a small build on top of your system rather than as a platform you rent from us.

How do you handle carriers with no digital feed?

By chasing them, which is unglamorous and is a large part of why the work is outsourced. What matters is that the chasing is logged, so a carrier who requires three calls per shipment shows up in the monthly review as a cost rather than as somebody's bad afternoon.

Will our customers know the work moved?

They will notice response times and document quality. Whether they know the team changed is your decision, and we work under your templates, your mail domains and your escalation names where you want that. We will not tell you nobody will notice a transition, because during the first tranche they usually do.

Can you cover peak season only?

Yes, and seasonal cover is a common starting point. It works when the work instructions and access were built during a quiet period. Standing up a trained team inside a peak is the version that fails, and we would rather say that than take the booking.

What happens to the invoice audit savings?

They are yours. Recoveries and avoided overbilling are reported as part of the monthly pack with the evidence behind each claim. We do not price this work as a share of what it recovers, because that arrangement rewards chasing the easy claims and ignoring the systemic ones.

Freight moves.So should the paperwork.

Start with a process recording. It takes a short engagement, needs observation rather than a contract, and produces a documented process and a measured baseline that are yours to keep.

Get in touch Book a scoping call

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Paperwork that keeps up
with the freight

The administration behind every shipment

Shipment set-up and documentation

Track and trace

Carrier invoice audit

Exception handling

Portal and TMS hygiene

Operational reporting

StepOneObserve

A recorded process

StepTwoDocument

Work instructions and a baseline

StepThreeTransition

Live work, one tranche at a time

StepFourOperate

A monthly service review

What the desk handles, and what it produces

The queue is easy. The exceptions are the job

Before outsourcing shipment admin

Freight moves.So should the paperwork.

Paperwork that keeps upwith the freight

The administration behind every shipment

Shipment set-up and documentation

Track and trace

Carrier invoice audit

Exception handling

Portal and TMS hygiene

Operational reporting

StepOneObserve

A recorded process

StepTwoDocument

Work instructions and a baseline

StepThreeTransition

Live work, one tranche at a time

StepFourOperate

A monthly service review

What the desk handles, and what it produces

The queue is easy. The exceptions are the job

Before outsourcing shipment admin

Freight moves.So should the paperwork.

Paperwork that keeps up
with the freight