Global shipping operations generate an enormous volume of documentation. From booking requests and Verified Gross Mass (VGM) submissions to shipping instructions (SI) and bills of lading (BL), each step is crucial. Yet many shippers still rely on manual processes entering data into carrier portals, emailing PDFs, and juggling spreadsheets.These manual workflows are not only time-consuming but also prone to errors, delays, and compliance risks. The solution is automating shipping documents. With BuyCo, shippers can streamline bookings, VGM submissions, SIs, and even electronic bills of lading (eBL), saving time and reducing risk while gaining full visibility.
Why Automate Shipping Documents?
Automation in container shipping offers tangible benefits:
- Time savings: Eliminates repetitive manual tasks across every shipment.
- Error reduction: Automated data validation prevents costly mistakes.
- Improved compliance: Submissions like VGM are always accurate and timely.
- End-to-end visibility: All shipping documents and carrier communications in one platform.
In a competitive global market, automation is no longer optional: it’s essential. BuyCo provides a centralized platform for managing the entire shipping document workflow.
1. Booking Automation
Booking requests are often the first bottleneck in container shipping. Manually logging into multiple carrier portals, re-entering shipment details, and tracking confirmations can waste hours per shipment.
How BuyCo helps:
- All carriers in one platform: Access schedules and booking channels for all major carriers.
- Pre-filled templates: Store shipment profiles for repeat bookings and auto-fill shipment details.
- Automatic confirmations: Updates from carriers flow directly into BuyCo without emails.
Example: A BuyCo customer shipping to multiple destinations no longer spends 2–3 hours per shipment managing carrier portals. Bookings are completed in under 10 minutes, reducing human error and improving turnaround times.
2. VGM Automation
Verified Gross Mass (VGM) submissions are mandatory under SOLAS, but manual entry often leads to mistakes and last-minute compliance issues.
BuyCo automates VGM by:
- Pulling weight data directly from ERP, TMS, or warehouse scales.
- Automatically calculating and validating total container weight (cargo + tare).
- Submitting VGM electronically to carriers and terminals.
Example: Previously, a shipper manually calculated VGM for 50 containers per week. Errors occurred in 5–10% of cases, causing shipment delays. BuyCo’s automated VGM process eliminated these mistakes, ensuring SOLAS compliance every time.
3. Shipping Instructions Automation
Shipping instructions (SI) are the foundation of the bill of lading. Errors in SI data often cascade into corrections, re-entries, and delays.
BuyCo automates SI by:
- Pulling shipment details directly from booking data.
- Flagging missing or inconsistent fields before submission.
- Sending SIs electronically to carriers, with confirmation tracking.
Example: A customer shipping multiple SKUs to Asia previously spent hours validating SIs. With BuyCo, SI automation reduced manual effort by 70% and ensured accuracy for complex shipments.
👉 To go further, read our blogpost “Container Shipping Instructions: 10 Things You Need Know”
4. Bill of Lading (BL) Automation
The bill of lading is one of the most critical shipping documents. Traditional processes rely on manual drafting, email exchanges, and paper handling — increasing risk and slowing operations.
BuyCo automates BL by:
- Generating BL drafts directly from approved SIs.
- Allowing collaboration with carriers within the platform.
- Supporting electronic bills of lading (eBL) for faster and secure issuance.
Example: A European exporter reduced BL turnaround from 3 days to same-day issuance with BuyCo eBL automation. Errors from retyped information were completely eliminated.
Manual vs. Automated Shipping Processes
| Task | Manual Process | Automated with BuyCo |
| Booking Request | Multiple carrier portals, email confirmations | Centralized platform, auto-filled templates |
| VGM Submission | Manual calculation, email/fax submission | Auto-calculated, SOLAS-compliant, electronic submission |
| Shipping Instructions | Data entry from multiple sources, error-prone | Auto-populated from bookings, validation, electronic submission |
| Bill of Lading | Drafting, emails, paper handling | Auto-generated, carrier collaboration, eBL issuance |
Automation reduces errors, speeds operations, and gives teams more time to focus on high-value tasks rather than repetitive paperwork.
Frequently Asked Questions (FAQ)
Q: What is VGM automation in shipping?
A: VGM automation captures container weight automatically from ERP, TMS, or warehouse systems, calculates the total verified gross mass, and submits it electronically to carriers to ensure SOLAS compliance.
Q: How does an electronic bill of lading (eBL) work?
A: An eBL is a digital version of the traditional paper BL. It’s issued and transferred electronically, reducing delays, eliminating paper handling, and improving document security.
Q: Why should I automate shipping instructions?
A: Automating SIs ensures accuracy by pulling data from bookings, validating fields, and submitting instructions electronically. This prevents delays caused by errors or incomplete information.
Q: Can I automate bookings with multiple carriers at once?
A: Yes. BuyCo connects to multiple carriers, allowing shippers to submit booking requests across all carriers from one platform.
The Benefits of Automating Shipping Documents with BuyCo
- Time savings: Cut hours of repetitive work per shipment.
- Error reduction: Pre-filled templates and validation prevent mistakes.
- Full visibility: Track all documents and carrier communications in one platform.
- Faster cycle times: Shipments move quicker from booking to BL issuance.
Automation is no longer a “nice to have.” In today’s global shipping environment, it’s a competitive advantage. BuyCo enables shippers to streamline documentation, stay compliant, and operate more efficiently.
Conclusion
Ready to automate your shipping documents?
With BuyCo, global shippers streamline their full workflow from booking automation to eBL all in one platform, eliminating manual errors and accelerating operations.
