Paperless Logistics —Digital Transformation of Delivery and Document Management
A solution that replaces paper waybills (TTN), route sheets, and returnables acts with electronic documents signed in the driver's mobile app. The solution provides delivery transparency, reduces operational costs, and eliminates the need for a paper archive.
Logistics processes traditionally rely on paper documents, leading to delays, errors, and high costs. Companies that operate their own transport or work in the field of transport and logistics services face the need to: monitor delivery status, confirm cargo handover, store documents for up to 7 years, and manage returnables.
Paperless Logistics solves these challenges by moving the delivery process into a digital environment. It reduces costs, increases transparency, accelerates processes, and creates the foundation for further automation.
Paper vs. Paperless Models
Current Process:
- The driver receives a route sheet and 3 copies of the waybill.
- At the delivery point, the recipient signs the documents.
- Copies are distributed among the recipient, carrier, and cargo owner.
- Returnables are recorded manually.
- Documents are stored in a paper archive for up to 7 years.
Digital Process:
- The driver installs the mobile app.
- Delivery tasks are received automatically.
- Waybills are not printed — data is available in the app.
- The recipient signs the document on the phone screen.
- Signature, geolocation, and timestamp are sent to the cargo owner's ERP.
- Returnables are recorded in the app.
- Documents are stored in an e-archive and accessible via a link.
Why Do You Need It
Efficiency and Faster Document Processing
- Online delivery status
- Reduction of manual operations
- No returnables loss
- Elimination of document printing
- Lower archiving costs
Control and Transparency
- Delivery confirmation with signature, timestamp, and geolocation
- Elimination of disputes
- Access to documents in ERP via link
ESG Impact
- Reduced paper usage, lower burden on forest resources
- Savings on document storage and logistics
- Fewer document losses, forgeries, and discrepancies
How it works
1.
The driver installs the app on their phone and receives delivery tasks (a route may or may not be assigned).
Waybills are not printed, as the list of goods for each delivery point is stored in the app.
2.
The driver unloads the goods at the delivery point. The person receiving the goods signs the waybill on the driver's phone screen, confirming receipt.
At that moment, information about the delivered cargo is sent as a link to the owner and recipient directly into the accounting system.
3.
Upon handover, in addition to the signature, the geolocation and exact timestamp of signing are recorded.
Returnables are also registered in the app and included in the report.
Solution Implementation
- Integration with ERP and Docura
- Adding required fields (e.g., container quantities)
- Logistics process configuration
- Driver training
- App installation
- Testing with one driver
- Launch into production
Economic Impact
You are a company that uses 10 of your own vehicles to deliver goods to customers. Every day, each vehicle makes 8 deliveries
Paper savings
23 days × 8 stops × 3 copies × 10 vehicles = 5,520 sheets. Cost: ≈€110/month.
Work time savings
3 hours of printing × 23 days = 69 hours. 69 × €20/hour = €1,380.
Archive savings
Elimination of paper document storage and retrieval.
Container savings
Reduced losses: ≈€100/month.
Total savings: over €1,500 per month
FAQ
What is EDI?
EDI (Electronic Data Interchange) is the exchange of commercial documents between organizations in standardized electronic formats. Each message describes a specific stage of delivery — from order to closing documents. Partners themselves determine the composition of the EDI message chain based on the specifics of their business processes.
What's the difference between an e-invoice and an EDI invoice?
An e-invoice is an electronic invoice transmitted within a single country according to national requirements (for example, in Estonia — E-arve, in Latvia — E-rēķini).
PEPPOL e-invoice — an international e-invoice format used for exchanging documents between foreign partners.
An “EDI invoice” is usually understood as a warehouse document used in logistics and goods turnover. However, this is a common misconception: an experienced EDI operator can configure an e-invoice for warehouse processes and an EDI invoice for financial accounting.
What is a GLN and how do you obtain one?
GLN (Global Location Number) is a unique 13-digit identifier for a legal entity or its subdivision (warehouse, store, office). In EDI messages, the GLN unambiguously identifies the parties to a transaction and delivery locations. The number is issued by the national GS1 organization (in Estonia — GS1 Estonia, in Latvia — GS1 Latvija); GLN registration and maintenance are paid separately, directly to GS1.
Which accounting systems can be integrated?
Integration is possible with all modern accounting systems. Ready-made integrations already exist for ERPLY, Merit, Directo, Navision (Business Central), and dozens of other ERPs. If your system isn’t on the list yet — write to Docura support, and we’ll set up the integration.
Which retail chains can I exchange documents with?
Docura is connected to all retail chains in Estonia and to the main chains in Latvia and Lithuania. Current partner list: https://docura.net/partners/. If the partner you need isn’t on the list, contact support — we’ll arrange the connection.
Who is the Docura web portal suitable for?
The web portal is suitable for companies with low document volume (up to ~20 orders per month) or those whose accounting system can’t be integrated. Through the portal, you can receive and send all electronic documents without integration, and at any point, as volumes grow, switch to full integration with your accounting system.
Is there a trial period?
Yes, new clients have a trial period to get familiar with the platform before making a decision. You can sign up on your own, without calling a manager: https://docuid.docura.net/sign-up.
How long does the connection take?
If your partner and your accounting system are already connected to Docura, exchange can be launched within a few days. A new integration, with all necessary data available, takes about two weeks, plus up to two more weeks for testing and debugging.
Can I get email notifications about incoming orders?
Yes. Notifications are configured on the portal in the organization settings section. You can also simply let support know what you’d like, and we’ll set it up.
What are error messages?
These are automatic emails about a problem transmitting a specific document — most often due to a missing product code or delivery location. The email contains instructions on the necessary actions. All errors are additionally reviewed by support, who will contact you at your error contact address if needed. Check that this address is set in the organization settings in your account.
How do I contact customer support?
Live chat support on the portal (bottom right), email: support@docura.net, phone: +372 5640 620. Support operates on weekdays; document flow monitoring — around the clock.
Which countries does Docura operate in?
The main region is Estonia, Latvia, and Lithuania; connections with partners in Finland and the USA have also been implemented. The platform supports international document exchange: if your partner is in another country, contact us.
What are the main types of EDI messages used by trading partners?
The standard chain includes four messages. ORDER — order: generated in the retail chain’s accounting system and automatically exported to the supplier’s system. DESADV — dispatch advice, the electronic equivalent of shipping documents. RECADV — receiving advice: a list of goods actually received and reasons for non-acceptance, allowing a correct invoice to be issued. INVOICE — invoice: generated in the supplier’s system and automatically loaded into the retail chain’s system.
What are 2DOC and 4DOC?
2DOC — a simplified two-document chain: ORDER and INVOICE. 4DOC — a full four-message chain: ORDER, DESADV, RECADV, and INVOICE.
How can a retailer connect all suppliers to EDI?
Docura has solutions for all types of suppliers — from large manufacturers to small local companies — allowing full automation of document exchange with all partners. The mass-connection process is called onboarding. More details: https://docura.net/edi-onboarding/.
How do I calculate the benefit of implementing EDI-Purchase?
Compare metrics before and after implementation: time spent processing a single document, order fulfillment accuracy (number of errors and corrections), and overall efficiency of the procurement process.
I place orders through my supplier's web shop. What does EDI give me?
EDI eliminates manual order entry on the supplier’s website. You create the order directly in your accounting system, and the confirmation and approval of the order are automatically returned to the same system. No more switching between applications and manually transferring data — this saves time and eliminates input errors.
I'm a supplier. Can I use the Docu-Order order portal to process customer orders?
Yes, of course. Instead of emails and phone calls, all orders will automatically arrive in your system. To set this up, we need your product catalog and price catalog (can be a single file); individual prices can be set for each customer or customer group.
Where should I start implementing EDI-Logistics?
Identify the key processes you want to automate: typically these are warehouse receiving, warehouse shipping, and cross-docking. Then check the readiness of your logistics partners and contact our technical team for initial integration setup.
Invoices are already sent through another EDI operator, but I need logistics. What should I do?
You can keep your current operator for financial documents and run logistics processes through a separate EDI channel — the platform supports flexible work with multiple providers. However, moving all exchange to Docura is usually cheaper and easier to maintain: we can send your customers’ orders directly to the logistics partner.
Do I need to change my accounting system?
No. The solution is compatible with most modern ERPs and accounting systems: integration is done through standard interfaces, without replacing your current system.
Which transport and logistics companies is the solution already implemented with?
The solution has been successfully implemented in cooperation with a number of major logistics operators. Current partner list: https://docura.net/partners-logistics/.
How do I combine EDI-Logistics and Paperless Logistics?
These solutions complement each other: EDI-Logistics handles the exchange of electronic documents that accompany the logistics process, while Paperless Logistics manages the digital processing of accompanying documents. Together, they enable a fully paperless logistics workflow.
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