Keep every import shipment in view.

An import workspace should make the next action clear: what is arriving, which records are available and who is handling the next step?

Start with one shipment record

We recommend a shared record containing your internal reference, supplier, receiving customer, transport reference and expected arrival. Link the relevant files to that record rather than leaving the context spread across multiple email threads.

Separate documents from milestones

Document readiness and physical movement are different kinds of updates. Keep a document checklist beside the shipment timeline so your team can see both. DHL explains that a customs invoice is used to declare information for clearance. The records needed for a specific shipment depend on its route and goods; agree the checklist with the responsible carrier or broker.

Use a workflow that reflects your operation

1. Create the incoming shipment record.
2. Assign the responsible team and record expected arrival.
3. Attach supporting document references and note pending items.
4. Record arrival and subsequent handover updates.
5. Prepare the final delivery note and connect delivery evidence.

Give customers the right visibility

A customer page can show the agreed milestones, delivery documents and outstanding actions. Internal notes and team assignments can remain in the operations view. These are proposed portal features, configured as part of your project scope.

Further reading: DHL: international shipping documents ↗