Behind every successful route and timely delivery of cargo lies a considerable amount of documentation. Properly completed transport documents ensure the smooth and legal movement of the supply chain in the world of logistics. Regardless of whether we are talking about regional or international transportation, accurate and properly prepared documentation ensures that goods reach their destination without unnecessary delays or costly mistakes.

What documents are required in logistics?

Transportation documents serve as legal contracts, provide proof of ownership, accompany customs clearance, and describe the contents and condition of the cargo. From ensuring compliance with regulatory requirements to real-time tracking and transparent communication between shippers, carriers, and recipients, these documents are the foundation of effective supply chain management. 

It is important for transportation participants not only to understand the functions of the documents required to organize a shipment, but also to know which documents are essential. 

In Ukraine, the most important document for a logistician is the TTN. The consignment note accompanies the cargo at all stages of transportation. It is usually issued on paper, but is also used in electronic form.

Additionally, a shipment request can be drawn up — a confirmation of the agreements between the shipper and the carrier regarding the terms of transportation. Although not mandatory, many companies use it as a legal basis in case of disputes.

After the shipment is completed, a certificate of completion and an invoice are drawn up — these documents are necessary for the final settlement.

A contract or a one-time application-contract (OAC) formalizes the terms of cooperation, but is not always used.

In the EU, everything is simpler: CMR (international consignment note) is a unified document for international road transport. It defines the responsibilities of the parties and can be either paper or digital.

Is paperless logistics possible? 

Thanks to the cooperation between CONSOLID.AI and the EDIN system, participants in our digital logistics ecosystem enjoy all the benefits of electronic document management. 

• Signing TTNs in seconds via Diia.Pidpys.

• Instant document exchange between all participants.

• Transparency of operations — no lost papers or undefined agreements.

• Fewer errors — the system automatically checks the data.

• Savings in paper, printing, and physical storage resources.

• Payment discipline — documentary evidence of agreements is recorded automatically.

The transition to e-documents is not just a trend, but a tangible advantage. Especially in conditions where speed and transparency of processes are critically important.

What happens in practice?

1. After entering all the route data, the first important document — the route application — is generated immediately in digital format. When the carrier accepts the application or wins the tender, an electronic waybill is automatically created. It contains all the information about the cargo, route, customer, and transport. This document can be sent to the contact person or representatives of the sender. 

2. The carrier signs the waybill via Diia.Pidpys after receiving a notification in their account. They complete the route, and after completion, the shipper confirms delivery with an electronic signature.

3. After delivery is confirmed, a payment obligation is generated, on the basis of which the carrier can issue invoices. To generate an invoice, simply select the payer and recipient from the list of counterparties, specify the amount, payment terms, and select the payment obligation on the basis of which the document is created.  

Why is all this necessary? Because companies that have already implemented electronic document management report:

• savings of up to several hours of human labor per route.

• a reduction in the number of lost documents.

• faster payment approval — when everything is recorded in one place, there are fewer questions.

This is especially important for large shippers with hundreds of trips per month. However, they should be prepared for obvious challenges, because:

• not everyone is ready for complete digitization from day one — it takes time to train staff and work through natural resistance;

• some logistics employees and drivers are not used to working with applications and electronic documents. 

That is why we at CONSOLID.AI offer a gradual implementation of changes. We have not only brought together all the modules necessary for logistics in one digital environment, but we also train, support, and help those who are embarking on the path of digitalization to adapt. 

If you are looking for a way to streamline document flow in logistics, start with CONSOLID.AI.