# Exim Product Overview

Module: EXIM
Module slug: exim
Source URL: https://helpcentre.shipsy.io/en-US/shipsy/article/vhPkQ6JO-exim-product-overview
Article ID: vhPkQ6JO
Breadcrumbs: EXIM > Exim Product Overview

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# Exim Product Overview

This document serves as a detailed guide to help employees understand the product's functionalities and capabilities. The product is a B2B SaaS solution tailored for shippers to manage their cross-border shipments effectively. It encompasses six core modules, each addressing a critical step in the shipping process, from procuring rates to tracking shipments and managing invoices.

Each module is designed to improve operational efficiency, provide end-to-end visibility, and reduce manual intervention. Examples and use cases are included to clarify the features and how they benefit the users.

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## 1. Rate Inquiry

### Purpose

The Rate Inquiry module allows shippers to request freight rates from multiple freight forwarders and facilitate an online reverse auction.

### Key Features

* Create Inquiries: Shippers can define shipment parameters such as cargo type, weight, dimensions, origin, and destination ports.
* Reverse Auction: Freight forwarders compete by submitting their best bids to win the business.
* Bid Comparison: Shippers can compare bids using a tabular view, showing price, transit time, and the forwarder’s historical performance.
* Bid Approval: After comparing bids, shippers approve the one that best suits their needs.

### How It Works

1. Create a Rate Inquiry:

   * Shippers input shipment details such as cargo type, origin, destination, and shipping preferences.
   * Example: *A shipper creates a rate inquiry for shipping 5 containers of clothing from Mumbai to Hamburg.*
2. Send Inquiry to Freight Forwarders:

   * The system sends the inquiry to registered freight forwarders.
3. Receive Bids:

   * Freight forwarders submit competitive bids, specifying price, transit time, and any additional terms.
4. Compare and Approve Bids:

   * Shippers compare bids using a tabular view and select the most suitable one.
   * Example: *The shipper selects a bid from Forwarder B offering a lower price and faster transit time.*

### Example Use Case

1. A shipper needs to transport 10 containers of electronics from Shanghai to Los Angeles.
2. The shipper creates a rate inquiry specifying:

   * Cargo type: Electronics
   * Quantity: 10 containers (40 ft each)
   * Weight per container: 20 tons
   * Origin: Shanghai, China
   * Destination: Los Angeles, USA
   * Preferred transit time: Within 20 days
3. Freight forwarders respond with bids:

   * Forwarder A: $15,000, 18 days transit
   * Forwarder B: $14,500, 22 days transit
   * Forwarder C: $16,000, 17 days transit
4. The shipper selects Forwarder A based on the balance between cost and transit time.

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## 2. Vessel Schedules

### Purpose

The Vessel Schedules module helps shippers identify the best vessel options for their shipments by providing up-to-date schedules between specified port pairs.

### Key Features

* Search Vessel Schedules: Enter origin and destination ports, and select a date range to view available schedules.
* Advanced Filters: Narrow results by transit time, shipping line, or vessel type.
* Shortlist Schedules: Save preferred schedules for quick reference during the booking process.

### How It Works

* Search for Vessel Schedules:

  * Shippers enter port pair (e.g., Mumbai to Hamburg) and a date range to find available vessels.
* Filter Results:

  * Use filters for transit time, carrier name, or vessel type.

### Example Use Case

1. After selecting Forwarder A, the shipper searches for vessel schedules between Shanghai and Los Angeles.
2. The module displays schedules:

   * Vessel X (Departure: July 15, Arrival: July 25, Transit: 10 days, Shipping Line: ABC Logistics)
   * Vessel Y (Departure: July 17, Arrival: July 30, Transit: 13 days, Shipping Line: DEF Shipping)
3. The shipper shortlists Vessel X for its shorter transit time and saves it for later use in the booking module.

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## 3. Contract Rates Booking

### Purpose

The Booking module enables shippers to create and manage booking requests with freight forwarders based on the bids and vessel schedules finalized in previous steps.

### Key Features

* Auto-Population: Automatically populates booking details from the approved bid and selected vessel schedule.
* Submission to Forwarders: Sends booking requests to freight forwarders for confirmation.
* Booking Amendments: Allows changes to the booking (e.g., additional containers).
* Status Tracking: Displays real-time updates on the booking status (e.g., confirmed, pending, or rejected).

### How It Works

1. Auto-Populate Booking Details:

   * The selected bid and vessel schedule automatically populate booking fields such as cargo type, container count, and destination.
2. Submit Booking Request:

   * The booking request is sent to the selected freight forwarder for approval.
3. Track Booking Status:

   * Shippers can view real-time booking statuses like Pending, Confirmed, or Rejected.
   * Example: *The shipper’s booking request is approved by Forwarder B.*

### Example Use Case

1. The shipper selects Forwarder A’s bid and Vessel X.
2. The booking details are auto-populated:

   * Cargo: Electronics
   * Quantity: 10 containers (40 ft each)
   * Origin: Shanghai
   * Destination: Los Angeles
   * Vessel: Vessel X
3. The shipper submits the booking to Forwarder A for confirmation.
4. The status changes from Pending to Confirmed after Forwarder A accepts the booking.

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## 4. Shipment Task Management

### Purpose

This module ensures efficient execution of shipments by breaking them into tasks that can be assigned and tracked for completion.

### Key Features

* Default Task List: Generates tasks based on shipment type (e.g., customs clearance, documentation).
* Customizable Tasks: Add or modify tasks specific to the shipment.
* Stakeholder Assignment: Assign tasks to internal teams (e.g., logistics) or external partners (e.g., customs agents).
* Task Progress Tracking: Monitor the progress of each task in real-time.

### How It Works

* Create a Shipment:

  * After booking confirmation, a shipment is created in the system.
* Auto-Generate Tasks:

  * Default tasks are created based on shipment requirements.
  * Example: *Tasks include preparing the Bill of Lading, customs clearance, and arranging insurance.*
* Assign Tasks to Stakeholders:

  * Internal and external stakeholders (e.g., customs agents, logistics teams) are assigned tasks.
* Track and Update Tasks:

  * Stakeholders update task statuses (e.g., *In Progress*, *Completed*).

### Example Use Case

1. After confirming the booking, the shipper creates a shipment for the electronics.
2. Default tasks are generated:

   * Prepare Bill of Lading (Assigned to Internal Logistics Team)
   * Customs Clearance (Assigned to Customs Agent)
   * Arrange Insurance (Assigned to Finance Team)
3. Each stakeholder updates their task status (e.g., “Completed”) in the system.

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## 5. Shipment Tracking

### Purpose

Provides real-time updates on the shipment’s journey, enabling shippers to monitor the shipment's progress and respond proactively to delays or issues.

### Key Features

* Interactive Map: Displays the shipment’s current location and route.
* Milestone Tracking: Highlights key events (e.g., port departure, arrival, transshipment).
* Carrier API Integration: Fetches real-time updates directly from shipping lines.
* Notifications: Sends alerts for key milestones or delays.

### How It Works

* Enter Tracking Number:

  * The system integrates with carrier APIs to fetch real-time updates.
* Monitor Shipment Location:

  * View the shipment’s progress on an interactive map, including key milestones like departure, transshipment, and arrival.
* Receive Alerts:

  * Notifications are sent for delays or milestone completions.
  * Example: *A notification alerts the shipper of the vessel’s arrival at Hamburg Port.*

### Example Use Case

1. The shipment is loaded onto Vessel X, and the tracking number is added to the system.
2. The module shows:

   * Departure from Shanghai Port on July 15.
   * Current location in the Pacific Ocean on July 20.
   * Expected arrival at Los Angeles Port on July 25.
3. A notification is sent to the shipper when the vessel arrives at the destination.

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## 6. Invoice Management

### Purpose

Streamlines the invoice submission, review, and settlement process for freight forwarders and shippers.

### Key Features

* Invoice Submission: Freight forwarders submit invoices linked to specific shipments.
* Invoice Validation: Cross-check invoice details against booking and shipment records.
* Discrepancy Resolution: Flag discrepancies for review and correction.
* Payment Tracking: Monitor invoice payment status (e.g., pending, settled).

### How It Works

* Freight Forwarder Submits Invoice:

  * The invoice is linked to the shipment and booking reference.
* Validate Invoice:

  * The system cross-checks the invoice against shipment and booking data to flag discrepancies.
  * Example: *An incorrect surcharge is flagged for review.*
* Approve and Process Payment:

  * Once validated, the invoice is approved, and its status is moved until it is settled by the freight forwarder.

### Example Use Case

1. Forwarder A submits an invoice for the electronics shipment:

   * Amount: $15,000
   * Booking Reference: #12345
2. The shipper reviews the invoice and notices a discrepancy in the insurance charge.
3. The shipper flags the invoice, and Forwarder A updates the charges.
4. The invoice is approved, and the payment status changes to Settled once processed.

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## General Product Capabilities

### User Roles and Permissions

* Admin: Full access to all modules.
* Manager: Access to rate inquiry, booking, and tracking modules.
* Viewer: Read-only access to shipment tracking and invoice status.

### Audit Logs

* Tracks all user actions (e.g., bid approvals, task status updates) for transparency and compliance.

### Custom Reporting

* Generate reports for rate inquiries, bookings, shipment progress, and invoice settlements.
* Example: A report showing all completed shipments in Q2, including costs and transit times.

### Notifications and Alerts

* Milestone notifications (e.g., vessel departure).
* Alerts for overdue tasks or pending invoices.

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## Conclusion

This product simplifies cross-border shipment management by providing a centralized platform for rate inquiries, booking, shipment tracking, task management, and invoice processing. By leveraging these modules, shippers can optimize their operations, reduce costs, and improve collaboration with freight forwarders.

For further assistance, refer to the *Help Center* or contact the Product Support team.