Document Management & Generation
Fast and easy to manage documents
Create, brand, store, and share shipment documents in seconds. CocoonOPS lets you generate every document you need—from commercial invoices and packing lists to arrival notices and PODs—then file them automatically against the shipment. Drag & drop from Outlook or your desktop, email them to carriers and customers, and keep a clean, auditable trail across your operations.
Why it matters?
Slow paperwork kills margins. CocoonOPS turns document chaos into a smooth, automated flow so your team stays focused on moving freight—not chasing PDFs or creating a manual file on your desktop the old fashioned way.
- Instant document generation – Build docs from shipment data in seconds with no re-typing.
- Your brand, your templates – Lightweight, high-quality outputs styled with your logo, fonts, and layout.
- Any document type – Commercial invoice, packing list, HAWB/MAWB, HBL/MBL, CN23, certificates, arrival notices, delivery notes, POD, customs docs, and more.
- Drag & drop filing – Drop files straight from Outlook or your desktop onto the shipment.
- One-click emailing – Send to carrier, consignee, consignor, customs broker, or your client directly from the job.
- Version control & audit – Track who created, date received,edited, sent, and when.
- Smart placeholders – Auto-populate parties, references, weights, dims, HS codes, Incoterms, and charges.
- Bulk actions – Generate and send document packs for multi-leg or multi-order jobs.
- Secure by design – Role-based access, activity logs, and retention rules.
How it works
- Pick a template (or create one)
- CocoonOPS pulls shipment data to populate fields
- Generate (PDF/Docx) in seconds
- Auto-file to the shipment and folders
- Email or share with tracked delivery
- Search & retrieve instantly by shipment, client, date, or tags
Integrations
Works seamlessly with email clients (drag & drop from Outlook), carrier communications, and your existing CocoonOPS modules. Export or share documents via secure links. We can also receive documents uploaded via customer portal direct onto the job. Your operations get emailed with the document name and attached as a backup.
Designed for freight realities
- Air, Sea, Road, Courier – Multi-modal ready
- Templates per customer/trade lane – Keep variants tidy
- Bulk printing & pack building – Save minutes on every file
FAQs
Any you need. Common templates include commercial invoices, packing lists, HAWB/MAWB, HBL/MBL, CN23, certificates of origin, arrival notices, delivery notes, proof of delivery (POD), and customs paperwork. If its not in the system, just ask and it can be added.
We have standard templates which you can download. They will have place holder tags which pull the information from the shipment into the document. We have a comprehensive list of all the place holder tags and how they can be used in our very detailed help section.
Seconds. CocoonOPS auto-populates fields from shipment data (parties, references, weights/dims, HS codes, Incoterms, charges), so there’s no re-typing.
Yes. Drag attachments or entire emails from Outlook—or files from your desktop—onto the shipment. CocoonOPS files them instantly with the correct job. On a MacBook you can’t due to the OS, but you can drag to your desktop and then drag into the shipment.
Yes. Send documents to carriers, consignees, consignors, customs brokers, or clients in one click. Emails are logged against the shipment for full auditability. Please note the email address needs to be in the address book of CocoonOPS. It’s not linked to outlook yet.
Absolutely. CocoonOPS tracks who created, edited, or sent a document and when, as well as validity dates
Generate lightweight PDFs (recommended) and Docx, CSV where required. Uploads support common formats including PDF, Docx, XLSX, CSV, JPG, PNG, and more. PDF is the best as it optimised better for web applications.
Yes. Build templates with smart placeholders to merge shipment data automatically. Our team can help you migrate existing forms and letterheads.
Role-based access, document-level permissions, and detailed activity logs ensure only the right people can view or send sensitive files.
Not yet but you will be able to. Create rules to bundle and send document packs (e.g., invoice + packing list + labels) at milestones such as booking confirmation or cargo release.
Yes—CocoonOPS is multi-modal. Templates can adapt to each mode’s specific fields and wording.
Yes. Use bulk actions to generate and send documents for selected jobs in one go—ideal for weekly consolidations.
Find documents by shipment number, customer, document type. Results open directly on the job record.
Yes. Configure retention periods by document type and client to meet compliance requirements.
Ready to eliminate paperwork delays? Book a demo of CocoonOPS Document Management & Generation and see how fast your team can move when documents take seconds, not minutes.