C&F Software with WhatsApp Automation
An integrated operations platform that brings jobs, quotations, daily scheduling, shipment communication and reporting into one workflow, and keeps customers, shipping lines and your team informed.
Product concept and feature snapshotOne platform from job creation to delivery
Reduce repetitive follow-up, improve visibility of job progress, standardise routine communication and help teams coordinate from job creation through delivery-order and shipment-status updates.
Job Management
Create, track and manage C&F jobs end-to-end.
Quotation Management
Prepare and share service quotations with customers.
DSR Scheduling
Plan, assign and track daily activity reports for the team.
WhatsApp Communication
Send operational messages and updates to relevant stakeholders.
Operational Dashboard
View job counts, work-in-progress, pending items and completed jobs.
Reports & Tracking
Support job-wise visibility and operational review.
Core modules
Job Management
The central workspace for recording and following each Clearing & Forwarding assignment.
- Create a job record with a unique job number and customer/principal details
- Capture shipment type and stage, such as import/export and customs clearance
- Track current stage and status to spot work in progress and pending actions
- Job-wise view for operations and customer-facing teams
- Use the job record as the reference for related communication
Quotation Management
Respond faster and keep a clear record of commercial discussions.
- Prepare service quotations for customer requirements
- Share quotations through the channels configured for your business
- Keep quotation activity linked to the relevant customer or job
- Use standard formats and templates for consistency
DSR Scheduling
A structured way for managers to allocate operational tasks and monitor progress.
- Plan daily activities and follow-up tasks
- Assign activities to the relevant team members
- Track completion and pending work during the day
- Make responsibilities and progress easier to review
Communication and Templates
Repeatable messaging and more organised stakeholder updates.
- Standard templates for frequently repeated communications
- Less manual typing for routine requests and status messages
- Consistent communication across the team
- Message content and recipients configured to your process and permissions
WhatsApp automation and notifications
A WhatsApp Business conversation carries payment and shipment-related details, with automated request and update scenarios for the whole job.
Automated status updates
- Job and shipment updates: progress and key milestones
- Delivery Order updates: status for concerned stakeholders
- Container movement: container movement events
- Gate Pass and delivery status: gate-pass progress and delivery status
Example message flow
- An operations user selects the job or shipment record.
- The user initiates a request or notification, such as a shipping invoice request or payment update.
- The system prepares the message from the configured template and job details.
- It is sent through the configured WhatsApp Business integration, subject to approval and setup.
- The recipient responds or acts; the team follows up and updates the job record.
The exact automation triggers, delivery receipts, reply handling and status synchronisation depend on the final implementation and the WhatsApp Business Platform configuration.
See the whole operation at a glance
The dashboard gives a snapshot of the C&F operation. The sample job list shows Job No., Principal, Type, Current Stage and Status, so users can find the jobs that need attention without opening every record.
These numbers are examples from the promotional image, not live business data or a promise of system capacity. A deployed system reflects your actual records and configured status definitions.
Typical end-to-end workflow
- Job initiationCreate the import/export or other C&F job and record its key references.
- QuotationPrepare and share the required service quotation with the customer.
- Task allocationSchedule daily activities and assign follow-ups through DSR Scheduling.
- Operational processingUpdate the current stage and status as the shipment progresses.
- Stakeholder requestsRequest shipping invoices, CFS charges or payment-related confirmation.
- Shipment communicationShare job, container, Delivery Order, gate-pass and delivery updates.
- Closure and reviewMark the job complete when work is finished and review operational reports.
Business benefits
Faster communication
Reduce time spent preparing repetitive messages and chasing updates manually.
Standardised templates
Help teams send consistent, professional requests and notifications.
Job-wise tracking
Give staff a clearer view of each job’s current stage and status.
Better coordination
Make task ownership and pending actions easier for teams to follow.
Improved customer service
Support timely updates to customers and other stakeholders.
Operational visibility
Use dashboard summaries and reports to review workload and progress.
Suggested user roles
A practical implementation suggestion. Final roles and permissions should be agreed during requirements gathering.
Administrator
Manage users, permissions, master data, templates and system configuration.
Operations Manager
Monitor job progress, pending work, team allocation and operational reports.
Operations Executive
Create and update jobs, manage shipment stages and initiate stakeholder requests.
Accounts/Finance User
Record or verify payment references and coordinate payment-related communication.
Customer / External Stakeholder
Receive relevant updates and respond to requests through approved channels.
Implementation considerations
To configure the platform around your actual C&F process, confirm these items before deployment.
- Job numbering rules, categories, import/export types and operational stages
- Customer, principal, shipping-line, transporter and other stakeholder master records
- Quotation formats, charge heads, approval rules and document requirements
- DSR structure, task assignment rules, escalation process and reporting frequency
- WhatsApp Business account setup, approved templates, recipient consent and message policies
- Which events trigger automated messages and which users can initiate them manually
- Dashboard indicators, status definitions, reports and access permissions
- Data migration, user training, testing, backup and support arrangements
Scope: This is a product overview, not a technical specification or a binding statement of every feature in a particular deployment. Integrations, automated triggers, message templates, reports, permissions and workflow details should be validated with Hexa Technology before commercial commitment.