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The invoice is in someone's inbox. The job should already have it.

The client, the line, the CFS and the overseas agent each email a different person. Vegatrix puts those papers on the job. You check the flagged fields and file as usual.

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The same facts, typed until customs catches them

Invoice, BL, Bill of Entry, insurance certificate. Staff copy IEC, GSTIN, weight and value across all four.

The same 25 fields, four times

Invoice to BL to Bill of Entry to insurance certificate. IEC, GSTIN, weight and value get typed again at each step.

Documents live in staff inboxes

The arrival notice is in one person's email. The packing list is in another's. Nobody has the full job until someone hunts.

Customs finds the weight mismatch

Invoice weight and BL weight disagree. The query memo arrives after you have filed, not before.

How it works

Forward the papers. File as usual.

You file the Bill of Entry. The system prepares the file and checks it first.

What the operations desk gets

Your customs documentation, organised by job, in one system.

Email intake

Documents arrive from the client, the line, the CFS and the overseas agent. A forwarding rule is set once. A job-specific address puts the line's reply on the right file.

Field extraction and review

Invoice, packing list, COO, BL, arrival notice, delivery order and Bill of Entry get fields extracted. Each field carries a confidence score. Low scores are highlighted.

Duplicates and amendments

The same invoice forwarded twice is caught. A revised BL is marked as an amendment, not a duplicate. You see which version is current.

Cross-document checks

Gross weight on the invoice is checked against the BL. Value, consignee, container count and dates are checked too. Flags appear on the job before you file.

Stages and document checklist

Each firm sets its own stages and required documents. Missing papers sit on the checklist. You can ask the client, or mark a type as not applicable.

Insurance certificate

When insurance is not on the documents, the job flags the gap. Sum insured and clause are calculated. A certificate PDF can be issued from the job.

Client tracking and login

Send a tracking link for one job. Or issue a client login so they see their shipments. Portal accounts are created only when you decide.

Charges on the job

Record CHA charges as line items on the job. Reimbursable and own-income totals sit next to the papers they belong to.

FAQ

Questions a CHA asks before a demo

Straight answers. Including where filing stays.

You file the Bill of Entry. The licence is the broker's. The system prepares the file and checks the documents against each other. You open ICEGATE from a job that has already been checked.
No. Email shows your firm name, and replies go to your inbound address. Clients do not see Vegatrix on the thread.
The software is free. We earn on the marine insurance premium when your client chooses to insure through the certificate on the job.
Every extracted field carries a confidence score. Low scores are highlighted for review. You correct the field on the job before you file.
No. Your clients, contacts and jobs stay on your organisation. Another CHA cannot see them, count them, or match them by GSTIN.

See the job file on a real desk

We onboard CHA firms in conversation, not a signup form. Tell us your ports and how documents arrive today.

Talk to usSee how it works