The problem
The campaign concentrates most of the year's administrative volume into a few weeks: export documentation, certificates, delivery notes and the traceability destination customers require. Outside campaign, that team sits idle.
Traceability was kept in separate spreadsheets per warehouse, which worked until a destination customer asked for a batch's full journey and it had to be reconstructed by hand.
What we did
Corpshore took on the documentary back office with tiered capacity agreed against the campaign calendar: the team scales up six weeks before the peak and scales back down at the end.
In parallel, the data processing team consolidated traceability into a common model across all warehouses, with validations that catch an incomplete batch at the point of registration rather than when a customer asks.
Export documentation is prepared against a per-destination checklist, which is where rejections were occurring.
Team shape
Four people at base, scaling to fourteen during campaign, with a team leader retained year round.
Timeline
A 30-day pilot outside campaign on one warehouse's traceability, then a full campaign covered the following year.
Data handling and compliance
The information handled is commercial and traceability documentation, with personal data limited to professional contacts. Processing outside the European Economic Area rests on standard contractual clauses.
Results
- -67 %
- Documentary rejections at destination
- 2 days to 15 min
- Time to reconstruct a batch's traceability
- -35 %
- Campaign administrative cost
- -88 %
- Batches registered incomplete
After introducing the per-destination checklist.
On the consolidated traceability model.
Against hiring temporary reinforcement each year.
Caught at registration rather than on request.
Figures relate to the period stated in each case and depend on each client's starting point.
When a customer in the United States asks for a batch's journey, you cannot take two days to reconstruct it. Now it comes out in fifteen minutes.