Goods
What the buyer ordered, what went into each carton, weights and the packing list — split across boxes and across shipments.
Done when: Every line is packed and checked, or the shipment has left.
How ExportEazy works
An order becomes a shipment. The shipment is not finished when it leaves: it is finished when its goods, documents, customs, transport, money, eBRC and incentives are each done. ExportEazy keeps those seven on the shipment, says what is still open and whose job it is — and what the buyer still owes is part of that, not a separate spreadsheet.
Each track on a shipment is done, in progress, blocked or not needed, with one next step and who usually takes it. Here is what each one covers and when it counts as done.
What the buyer ordered, what went into each carton, weights and the packing list — split across boxes and across shipments.
Done when: Every line is packed and checked, or the shipment has left.
The commercial invoice (under LUT or with IGST), the packing list, and the papers the destination usually needs — CoO, phyto, CoA — uploaded or marked not needed.
Done when: Every order is invoiced and every usual paper is in.
By hand: Certificates are issued by the authority or lab; you upload them.
Each Shipping Bill: number, date, port, FOB value and the invoices it covers. Your CHA can send it through a task link.
Done when: Every invoice is on a Shipping Bill that has its LEO date.
By hand: Your CHA files the Shipping Bill on ICEGATE; ExportEazy records it.
Booking, cut-offs with an owner, departure, the airway bill or bill of lading number, and arrival.
Done when: It has arrived and the AWB or BL number is recorded.
Every invoice’s total, less credit notes, against what the buyer has paid — in the invoice’s currency, with the RBI realisation date counted from the Shipping Bill.
Done when: Every invoice on the shipment is paid in full.
Each bank remittance linked to the invoice and Shipping Bill it pays; the eBRC request prepared as DGFT’s bulk-upload file; the eBRC number once issued.
Done when: Every payment has its eBRC.
By hand: You upload the file on the DGFT portal and record the number. There is no direct DGFT connection.
RoDTEP and drawback estimated per line from the rates you record, each with its notification — kept apart from money actually received.
Done when: Every line is received or settled, or the owner marks incentives not applicable.
By hand: Rates are recorded by you and confirmed with your CA.
Shipment status and money owed
The goods can be delivered while the buyer still owes you. ExportEazy keeps the two apart: the shipment’s Money track stays open until every invoice on it is paid, shows what is still to come in the invoice’s own currency, and counts the RBI realisation date from the Shipping Bill.
A payment that does not hold up dispatch never blocks packing — and if a receipt is later voided, the shipment reopens instead of staying “closed”.
Toronto · YYZ-0412 · delivered
Not closed: Money and eBRC are still open.
When every track is done or not needed, the owner closes the shipment. It stays closed only while the facts agree — a voided receipt or a change afterwards reopens it and says why.
Turn on only what you use. A tag shows the plan a part needs.
Orders
However the order arrives, it ends up as one record the rest of the shipment hangs off.
Each buyer gets their own link to order from their phone — no account needed.
Upload the order forms and sheets buyers send; several delivery points at once. You review every line before anything is created.
Enter an order like a spreadsheet, or paste rows from Excel. Unfinished work saves itself.
Ordered, in a shipment, shipped and left to ship, for every line.
Quotes & proforma
ExporterCost it properly, send it, and let the accepted quote become the order.
Material, packing, freight, insurance, currency and your margin.
Revise a quote without losing the one you sent last week.
A proforma the buyer opens without an account, to accept or ask a question.
Prices and terms carried across, so nothing is retyped.
Packing
The packing floor works from the order, and never sees your prices.
One line can go into several cartons; tick a carton off as it is filled.
Net and gross weight and carton dimensions, recorded as you pack.
If the order changes after the sheet was printed, the packing screen says so.
PDF, Excel and a live link for the buyer — from the cartons actually packed.
Documents
Invoices on one gap-free series per financial year, with revisions and credit notes kept on record.
Commercial invoice under LUT or with IGST by product, HSN codes and bank details.
HS codes, quantities and values from the issued invoices, as one Excel file for your CHA.
The invoice data and every uploaded paper in one zip, with a list of what is in it and what is still to come.
Documents are shared by a private link that expires and can be stopped.
Your CHA, forwarder and lab
Send a link for one task. What they send lands on the right shipment, waiting for you to accept it.
No login and no paid seat for them. Links expire, can be stopped at any time, and every open is recorded.
Sends the Shipping Bill number and copy.
Sends the BL draft, compared with your invoice and packing list.
Upload the report or the inspection document.
The supplier updates a delivery date; the buyer signs off artwork or a quote.
Production & suppliers
ProYour own production steps with dates and owners, and what you bought for each order.
Planned and actual dates; late steps first, with the owner.
When fabric arrives five days late, the later steps move with it — and the board says so.
What was ordered from each supplier, what arrived, and what was rejected.
On-time delivery and rejection rate, each with its count.
Quality & lots
ProLab results are typed from the report and confirmed by a person; each lot is traced to the cartons, shipment and buyer.
Values, “not detected” and “below LOQ” kept apart, with the unit as printed.
“Reported 8.2% · buyer reference max 8.0% · needs QA review.”
Each lot Held, Released or Rejected, with a reason and a name.
Lot → carton → shipment → invoice → buyer, for a complaint or a recall.
Requirements & certificates
For each order: the records, certificates, tests and documents that may apply to that product, destination and buyer, each with its source and owner. Registrations like RCMC, CRES and FSSAI are kept with their expiry dates.
ExportEazy organises requirements and shows where each comes from. The final call stays with the authority, the buyer, the lab or your advisor.
A cut-off close, a quote sent, a payment received — for the people whose job it is.
Sales, credit notes and receipts as a TallyPrime import file for your accountant.
What goes into Tally →Quoted → expected → realised, with the freight, charges and exchange difference that changed it.
Mark a production step done, tick a carton line or a pre-shipment check — even on a weak signal.
A UK or Canadian company invoices its own buyers, with its own address, tax number and invoice series.
Keys limited to what they may read. Money is a separate permission.
Set it up yourself in an afternoon, or with us on a 30-minute call.