Store first, extract eight
PO, LC, VGM, MSDS, query memo, duty challan, OOC, e-way bill and the rest are kept on the job. They are never sent for structured extraction.
Every paper on the job before you open ICEGATE.
The client, the line, the CFS and the overseas agent each send paper to a different inbox. Vegatrix is where those documents become a job you can check before you file.
8
Document types with field extraction. MBL and HBL both use the BL schema.
1.125%
Of FOB added to assessable value when insurance is not ascertainable.
0
Automatic filings. You review. You file the Bill of Entry yourself.
The job file is still a pile of threads
The papers exist. They are just not on the job when you need them, and not checked against each other before you file.
The arrival notice is in someone's inbox
The line sent it at 6am. It sits unopened while free days run. The job does not have it until someone forwards it.
The invoice is in another inbox
Your client emailed it to ops. Three people saw it. Nobody attached it to the BE file.
The same fields, typed into the BE
IEC, GSTIN, weight, value, container number. Copied from invoice to checklist to ICEGATE.
The mismatch is a query memo
Customs finds that the BL weight is not the invoice weight. You find out after filing, on a query.
Eight types get fields. Everything else is stored.
Every document that arrives is kept on the job. Structured extraction runs on these eight. Query memos, e-Sanchit IRNs, weighment slips and the rest are organised, not parsed.
Commercial invoice
Packing list
Certificate of origin
Master BL
House BL
Arrival notice
Delivery order
Bill of Entry
What changes on a live file
No new filing screen. The desk still files. The papers stop living in inboxes.
Without Vegatrix
With Vegatrix
✕
Hunt three inboxes for the packing list.
✕
Retype IEC, GSTIN, weight and value into the BE.
✕
Find the weight mismatch when customs raises a query.
✕
Client asks where the container is. You ask ops.
✓
The packing list is already on the job.
✓
Extracted fields sit next to a confidence score.
✓
A weight mismatch is a flag on the job, before you file.
✓
The client opens a tracking link you sent.
What you actually get on the file
Deeper than intake. This is the document lifecycle, the checklist, the insurance gap, and what the client sees.
Four facts a CHA will want in writing
These limits are in writing because a CHA at JNPT will ask.
Waive with a reason
Required documents come from your stage templates. Not applicable for this shipment, with a reason, closes that line on the checklist.
Certificate from the job
Gap detection, sum insured, clause selection, certificate PDF. Delivery date is held on the job so those deadlines are not lost.
Charges on the job
Line items against your charge heads. Reimbursable and own-income totals sit on the same file as the papers.
How it works
From the inbox to a job you can file from
A forwarding rule, a job-specific address, extracted fields, and you still file the Bill of Entry.
1
Documents arrive on email
The client, the line, the CFS and the overseas agent keep sending as they do. Set a forwarding rule once. CC a job-specific address so the reply sits on the right file.
2
Stored, classified, eight types extracted
Every file is kept. Invoice, packing list, COO, BL, arrival notice, delivery order and Bill of Entry get fields with a confidence score.
3
Matched to a job, with checklist and flags
A job is created or matched. Missing required documents sit on the checklist. Weight, value, consignee and dates are checked across documents.
4
You review. The client can track. You file.
Low-confidence fields are highlighted. You ask, waive, or correct. Then you file the Bill of Entry as you do today.
Who this is for
Indian customs brokers and freight forwarders who file at the ports, and still hold the licence themselves.
✅
Built for this desk
- ✓You run import or export jobs at Indian ports.
- ✓Documents arrive by email from the client, the line, the CFS and the overseas agent.
- ✓You still file the Bill of Entry yourself.
- ✓You want a weight mismatch found before customs does.
✕
Look elsewhere if
- ✕You do not file at Indian customs.
- ✕You do not handle commercial invoices, BLs and arrival notices.
- ✕You need a consumer parcel tracker.
- ✕You want someone else to hold the CHA licence.
FAQ
The questions that come after the first demo
If an answer is no, it is no. That is the point.
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.
Required documents come from your stage templates. On a job you can ask the client for a missing type, or mark it not applicable with a reason.
Yes. You can ask for a missing type from the checklist. The client uploads on the tracking link or portal. You still review it on the job.
Walk through a live job with us
Onboarding is a conversation. Bring a recent file: invoice, BL, arrival notice. We will show where each one lands.