Features
Every feature, described plainly
AI reads, rules decide. Here is what the AI reads, what the rules decide, and what your team sees at every step, for payables and bookings on CargoWise.
AI features in detail
- 01
AI document understanding
Finds every invoice or shipping document inside a mixed PDF or email, splits them apart and reads every field. Each field links back to its exact position on the page.
- Handles PDFs, images, spreadsheets and forwarded emails with attachments.
- Tells invoice pages from supporting pages and groups pages into separate documents.
- Every extracted value keeps its source page and position, so a reviewer can click a field and see where it came from.
- When the primary page reader is unsure about a page, a second reader tries again before the page goes to a person.
- 02
AI vendor and party recognition
Matches the name on a document to the right CargoWise organization, learns aliases and never creates a duplicate.
- Looks for strong identifiers first: tax numbers, organization codes, known email domains and aliases your team confirmed before.
- Compares names and addresses after removing legal suffixes, punctuation and common abbreviations.
- When it is not sure, it shows the closest candidates and a person picks; that choice is remembered for next time.
- Creating a new organization always needs a person's approval.
- 03
AI charge-code suggestion
Suggests the charge code for a missing accrual and shows the reason in plain words, based on how your team coded similar charges before.
- Learns from your own history of line descriptions, vendors, branches and departments.
- Every suggestion explains itself, for example how often that code was used for this vendor.
- What it learns stays in your workspace and is never shared with another customer.
- 04
AI-drafted emails
Drafts missing-information requests to shippers, and approval or accrual requests to the operator responsible for the job.
- Lists exactly what is missing or which amount differs, so the reader can answer in one reply.
- Approval emails carry a signed, single-use link that expires.
- Templates are yours to edit, and every version is kept.
- 06Coming later
Operations copilot
Ask questions in plain English over your own synced data, such as which invoices are waiting on operator approval.
- Read-only: it can look things up, never change them.
- Answers come from a fixed set of safe queries over your own workspace only.
- 07
Measured accuracy before automation
Shadow mode reports how often an automatic decision would have been changed by a person, before you switch automation on.
- Measured on your own documents, against what your team actually entered in CargoWise.
- You decide when, and for which CargoWise company, to move from shadow to assisted or automatic.
- Any accuracy figure we show you comes from this measurement or from our evaluation set, never from a brochure.
- 08
Private, open-source AI
The models are open source and can run on our servers or on your own servers.
- No paid proprietary AI service is called.
- A private deployment option keeps the models and your documents inside your own environment.
- Your documents are never used to train a model shared with other customers.
The rules
What the rules take care of
Deterministic, explainable and configured per CargoWise company. The operations copilot comes later and is read-only.
Payables automation
- Splits a PDF or email holding several invoices into separate invoices
- Finds the vendor from the sender and the invoice content; only active payables vendors are eligible
- Ignores an exact duplicate (same vendor, number and amount) and records why; a different amount is flagged as a possible revision
- Matches jobs by job number, house bill, master bill, container or your own references, and supports invoices covering several jobs
- Matches accruals by total, then by the one combination that fits, then line by line; when several fit, it asks rather than guesses
- Checks tax and currency against your CargoWise codes and rates
- Queues for exceptions, approvals, replies and invoices ready to post, with bulk posting
- Posts with the invoice PDF attached in eDocs, and waits for a missing accrual to appear before posting
Booking automation
- Reads bookings, commercial invoices, packing lists, bills of lading, air waybills, shipping instructions and arrival notices
- Combines several documents into one shipment draft, with per-field source priorities you can change
- Flags disagreements between documents instead of silently picking one
- Validates container check digits, port and airport codes, incoterms, currencies and dates
- Resolves shipper, consignee and other parties against your CargoWise organizations
- Warns about a probable duplicate booking and offers to update the existing job instead
- Creates the shipment in CargoWise and attaches the source documents
Platform
- Shadow, assisted and auto modes per CargoWise company, plus a kill switch
- Several CargoWise companies or countries per customer, each with its own settings
- Roles for AP managers, clerks, operators and booking agents, optionally limited to a branch
- Every business rule is a setting with a change history; nothing about one customer is hard-coded
- Email templates you can edit, with versions kept
- Signed webhooks when an invoice is posted, an exception is raised or a booking is created
- An append-only audit trail, shown as a timeline on every invoice and booking
Security and private AI
Built for financial records
Your vendor invoices are financial records. They are handled like it, from the moment an email arrives to the posting in CargoWise.
Open-source AI models
Page reading and extraction use openly licensed models. No paid proprietary AI service is called with your documents.
Private deployment option
The models can run entirely on your own servers, so your documents stay inside your environment.
Tenant isolation
Every record belongs to one customer and the database enforces it. Nothing your team teaches the system is shared with another customer.
An audit trail of every decision
Who or what changed what, when, and on which evidence, including the exact message exchanged with CargoWise. It is append-only.
CargoWise stays the system of record
We write through CargoWise's supported integration interface and keep a local copy only for matching. Before posting, the live record is checked again.
Sign in with your company account
Single sign-on with Microsoft Entra ID, Google or another identity provider, and roles that limit who can see and post what.
Documents are data, never instructions
The AI that reads documents has no tools and cannot act. Text in an invoice cannot approve or post anything.
Security and trust: what is in place today, and what is not yet
See it on your own documents
Bring a handful of real vendor invoices or booking documents. We will show you what the AI reads and how the rules decide, with the evidence on screen.