Marine transportation / Managed BPO
Ocean freight documentation outsourcing for export teams
Actigy BPO prepares shipping instructions and checks draft bills of lading for existing ocean bookings. We compare the draft with the shipper’s latest approved data, track amendments and return discrepancies before the relevant deadline. Your authorized team approves changes. The carrier or other authorized issuer issues the transport document.
Agree the scope, access and reviewer before a paid pilot.
- Approved instructions
- 34 cartons
- Carrier draft
- 43 cartons
- Review
- Check the latest packing list and instruction version
- Release
- Authorized party submits the correction
A worked example of the record and decision flow. Not a client case or promised result.
The work. The handoff. Your decision.
A defined workflow in your systems
For export documentation teams with confirmed bookings, a transport management system or carrier portal, agreed source documents and a named person who can approve amendments.
You provide
Shipping instructions, packing list and current carrier draft.
Actigy BPO prepares
Document comparison, amendment worklist and deadline record.
You retain
Customs/official filings, submission and final approval.
Decision owner: Forwarder, shipper or documentation lead. Confirm this role and the escalation contact in the written scope.
Service detail / 01
How do shipping instructions become an approved draft?
Start with the confirmed booking and its shipping-instruction deadline, including the carrier’s time zone. After the carrier returns a draft bill of lading, compare it with the instructions actually submitted. Record any separate deadline for amending or approving the draft. If that deadline is unclear, ask the authorized contact before promising a correction window.
- Match booking number, vessel and voyage, ports and shipping parties to approved records. Use the supplied cargo description, package count, weight, marks and container or seal references where applicable.
- Record who supplied each disputed field and which source version was used. Missing shipping instructions, a changed sailing and a shipper amendment each have different owners.
- Track draft received, review complete, amendment requested, revised draft received and approval recorded. Keep carrier acknowledgments with the corresponding version.
Worked example
What if the draft bill shows the wrong package count?
Suppose the approved instructions specify 34 cartons and the carrier’s draft shows 43. The reviewer checks the latest packing list and instruction version, flags the difference and records the carrier’s amendment process and deadline. The authorized party submits the correction. The desk checks the revised copy against the approved count before the documentation lead signs off.
Service detail / 03
Which decisions remain with the forwarder or shipper?
Your team confirms cargo declarations, document type, filing responsibilities and release instructions. The carrier or other authorized issuer controls transport document issuance. Actigy provides document preparation and queue follow-up within the agreed mandate. Customs filings, dangerous goods declarations, booking transport and releasing cargo stay with the authorized parties.
Service detail / 04
What makes a useful sample of documentation work?
Choose one carrier or trade lane. Include a routine draft, a shipper-requested amendment and a changed sailing or cutoff. Agree who can communicate externally and who can approve a correction outside local office hours. Track drafts returned by cause, time spent waiting for source data and approval deadlines missed.
Before the first live queue
Bring the inputs that shape your scope
The proposal should identify what can be assigned, who can decide, and how you will accept the work. Start with one representative queue; agree any expansion after reviewing the pilot.
Define the workload
Trade lanes, carriers, document types and actual booking cutoffs.
Agree the controls
Approved source versions, portal access and the submission owner.
Review the right measures
Draft discrepancies, corrected versions and sign-off before release.
Before you decide
Buyer questions
Clarify the work, access and approval boundaries before assigning a team.
Can you work with both house and master bill drafts?
Scope the documents your team is authorized to handle and identify who issues each one. The desk can compare supplied house and master drafts with their respective instructions and route discrepancies to the relevant issuer for decision.
Can we send you a queue after our local office closes?
Share the operating time zones, carrier cutoffs, handover notes and the authorized approver for urgent items. Coverage and turnaround are agreed for the defined shift and route before live work starts.
What drives a documentation quote?
Bookings per week, documents per booking, carriers, lanes, amendment frequency, systems and shift coverage shape the workload. Identify which inputs are usually late or incomplete and share redacted examples through the approved channel.
Is an amendment request the same as an approved final bill of lading?
No. Record the amendment request, carrier acknowledgment, revised draft and final approval as separate steps. Retain the latest accepted instruction and document version alongside any unresolved change. The designated documentation owner authorizes release after the required checks; sending a request does not confirm a correction.
Request a shipping-document review
Tell us the document types, monthly shipment count, carrier portals and time zones for cutoffs. Identify who can authorize amendments and issue documents.
Your inquiry
Ocean freight documentation
Describe the workload and the decision owner. Keep confidential records out of the form; agree a suitable channel for any later sample.
- Review the fitWe review the workflow and the inputs you provide.
- Define the scopeDiscuss access, coverage, review and the proposed fee.
- Agree a paid pilotApprove the written scope before work begins.