Bill of Lading Automation:
How to Automate BoL Processing

First Things First: Bill of Lading Definition

A Bill of Lading (BOL) is a legally binding document issued by a carrier to a shipper, serving as a receipt for goods, a contract of carriage, and a document of title. It outlines the details of a shipment, including the type, quantity, and destination of the goods being transported.

Bill of Lading confirms that the carrier has received the goods in the agreed condition from the shipper. The Bill of Lading document also establishes the terms of transportation, including responsibilities, freight charges, and delivery conditions.

The Bill of Lading document also allows ownership of the goods to be transferred, making it negotiable in trade and finance transactions.

There are different types of Bill of Lading documents depending on the mode of transport and trade requirements, such as straight BOLs (non-negotiable), order BOLs (negotiable), and electronic BOLs (eBOLs).

Overall, the Bill of Lading document automation is essential for ensuring smooth shipping operations, customs clearance, and payment processes in international trade.

A Quick Look Back: Why the Bill of Lading Exists

The Bill of Lading isn’t just a document; it’s a contract, a receipt, and a title of ownership all rolled into one. It dates back to the days of medieval merchant shipping, when traders needed a formal record of goods being transported. If a ship sank, if cargo was damaged, or if someone disputed ownership, the BoL was the single document that settled it all.

Even with the advent of digital, these Bill of Lading fundamentals haven’t changed much. The BoL is still required for shipping containers across international waters, but instead of being written in ink on parchment, it’s printed, faxed, emailed, manually entered into systems, and shuffled between multiple stakeholders—each touchpoint introducing new risks of human error and delay.

And here’s where it gets interesting: 90% of global trade still depends on paper-based Bills of Lading. In an era where banks process million-dollar transactions in seconds, why does the logistics industry still struggle with missing signatures and blurry PDFs?

Need to Create a Bill of Lading?

The Bill of Lading (BOL) is a crucial document in international trade and logistics, acting as a receipt, contract, and document of title for shipped goods. It ensures accountability between the shipper, carrier, and consignee. A well-structured BOL includes several standardized sections:

Header Information

• Bill of Lading number – A unique reference number assigned to track the shipment.
• Date of issue – The date the BOL is created, important for record-keeping and legal compliance.
• Type of Bill of Lading – Specifies if it’s a straight BOL (non-negotiable) or a negotiable BOL (can be transferred to another party).

Parties Involved

• Shipper (Consignor) – The party sending the goods.
• Consignee – The recipient of the shipment.
• Carrier – The transport company responsible for moving the cargo.
• Notify Party – A third party (e.g., freight forwarder or customs broker) to be informed about the shipment’s arrival.

Cargo Description

• Description of goods – Clear identification of the product, including type, weight, volume, and packaging details.
• Harmonized System (HS) code – Used for customs classification and compliance.
• Quantity and units – Total number of goods being shipped, often in pallets, containers, or units.
• Gross weight and net weight – The full shipment weight, including packaging and without.

Freight and Shipping Terms

• Mode of transport specifies whether the goods are shipped via sea, air, rail, or road.
• Port of loading and port of discharge indicates where the goods are loaded and where they will be unloaded.
• Incoterms define the responsibilities of buyers and sellers regarding costs, risks, and logistics (e.g., FOB, CIF, DDP).
• Freight payment terms indicate if the shipment is prepaid or collect (who pays for freight charges).

Carrier and Legal Information

• Carrier’s liability notes limitations and terms regarding cargo handling and damage.
• Signature and stamps are issued by the carrier, confirming receipt of goods in good order.
• Clauses and endorsements: Here you can find any additional conditions, such as damages, insurance clauses, or hazardous material declarations.

What Are the Types of Bill of Lading?

Different shipping needs require different BOL formats — essential to know when you prepare a bill of lading.

• Straight Bill of Lading – Non-negotiable. This type of BoL is used when the goods are consigned directly to a specific buyer.
• Order Bill of Lading – Negotiable. This type of BoL can be transferred to another party by endorsement.
• Clean Bill of Lading confirms that goods were received in good condition.
• Claused (Dirty) Bill of Lading notes any damage or discrepancies in the cargo.
• House vs. Master BOL is issued by freight forwarders (House BOL) versus shipping lines (Master BOL).

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What Is the Bill of Lading Example?

Here is a Bill of Lading example with typical sections and details:

This is a standard straight Bill of Lading used for ocean freight. It can be used with freight Bill of Lading form. Depending on your shipping method (air, rail, truck), the format may vary slightly.

What is an Electronic Bill of Lading (eBOL)?

With trade digitalization, eBOLs are gaining traction, reducing paperwork, fraud, and delays. Platforms like Bolero, TradeLens, and CargoX are helping businesses transition from paper-based to electronic documentation.

Once approved, the electronic BoL no longer needs to be printed, signed, and physically handed over. Instead, it can be electronically distributed to all relevant parties—shippers, carriers, consignees, and even customs authorities—through secure digital platforms. This means fewer delays due to misplaced paperwork and quicker responses when modifications are needed.

In cases where a shipment is rerouted or updated, BoL document automated systems allow for real-time adjustments in electronic Bill of Lading, avoiding the frustrating process of manually amending physical documents.

How to Prepare a Bill of Lading

Creating a BOL follows a structured process to ensure compliance with international shipping regulations. Here’s how to create a bill of lading.

Step 1: Information Collection

The shipper gathers details about the parties involved (shipper, consignee, carrier), the cargo (product details, weight, packaging, HS code), as well as freight charges and Incoterms.

Step 2: Drafting the BOL

When you create a bill of lading, the shipper or freight forwarder prepares the document based on the shipment details. Most BOLs are generated using logistics software or carrier platforms for accuracy.

Step 3: Carrier Verification

The carrier reviews the BOL before issuing it. They ensure compliance with shipping regulations and check for discrepancies in cargo details.

Step 4: Issuance and Distribution

The carrier creates a bill of lading and shares it with all parties (shipper, consignee, notify party). If it’s a negotiable BOL, it can be endorsed to a third party or used for trade finance (e.g., bank transactions).

Step 5: Cargo Delivery and BOL Surrender

The consignee presents the BOL to claim the goods upon arrival. If the BOL is a Telex Release or Sea Waybill, it may be electronically verified instead of requiring a paper document.

Where to Find a Bill of Lading Form?

You can find a Bill of Lading (BOL) form from multiple sources, depending on your shipping needs and carrier preferences. Here are some of the best places to get one:

Freight Carriers and Shipping Companies

Most major shipping companies provide downloadable BoL templates and freight bill of lading forms directly on their websites. If you’re working with a specific carrier (e.g., FedEx, UPS, DHL, Maersk, or CMA CGM), they usually have a standard BOL form that meets their requirements. You can check their official websites or contact their customer service to request a copy.

Freight Forwarders and Logistics Providers

If you’re using a freight forwarder or third-party logistics (3PL) provider, they often supply a pre-filled BOL on a freight bill of lading form that aligns with their systems. Companies like Flexport, Kuehne + Nagel, and DB Schenker typically generate BoLs on behalf of their clients.

Government and Trade Organizations

Many government agencies and trade organizations provide standardized BOL templates and Bill of Lading examples that comply with international shipping regulations. For example:

• The Federal Motor Carrier Safety Administration (FMCSA) in the U.S. provides free Bill of Lading examples and templates for domestic trucking.
• The International Chamber of Commerce (ICC) and FIATA offer standardized international BOL formats.

Online Freight Marketplaces and Platforms

Websites that facilitate shipping services often provide free BOL templates, including:

• com offers digital BOL generation when booking a shipment.
• uShip provides BOL forms for carriers and shippers on their platform.

Trade Compliance and Legal Websites

If you’re looking for a blank, printable Bill of Lading form, many legal and trade compliance sites offer free or low-cost templates. Some reliable sources include Template.net (a variety of customizable BOL forms) Rocket Lawyer, and Legal Templates (business-friendly Bill of Lading templates with customization options).

Shipping and Logistics Software

If you manage frequent shipments, you might want to use an automated BOL generation tool integrated with your ERP or TMS system. Platforms like CargoWise, INTTRA, and ShipStation provide electronic BOLs that are automatically generated based on shipment data.

Which Form to Use for Your Type of Bill of Lading?

Make sure the form you choose matches your shipping needs. If you’re unsure, checking with your carrier or freight forwarder is the best way to ensure you use the correct format.

Document Automation for Bill of Lading: The Future of Shipping Efficiency

For decades, the Bill of Lading (BOL) has been a cornerstone of global trade, serving as both a receipt and a contract for the transport of goods. But despite its importance, the process of creating, handling, and verifying BOLs has remained largely manual, plagued by inefficiencies, costly errors, and unnecessary delays.

Now, with the rise of document automation, the shipping industry is undergoing a transformation, making BOLs faster, more accurate, and more secure than ever before.

Why Automate the Bill of Lading?

At its core, BoL automation is about eliminating bottlenecks that cost money, time, and trust. When one document controls the fate of a shipment, a single mistake can trigger cascading delays across the supply chain.

Here’s why document automation for Bill of Lading isn’t just a nice-to-have—it’s a necessity:

Eliminate BoL Manual Errors

The shift from paper-based to automated BoL generation is not just about saving time. It’s about eliminating the small but significant mistakes that cause major shipping disruptions—incorrect cargo descriptions, missing fields, mistyped addresses, and compliance oversights that lead to delays or even fines.

Instead of relying on manual data entry, automated systems pull information directly from enterprise resource planning (ERP) and transportation management systems (TMS), ensuring that every detail is correct before the BOL is even issued.

Important: Typos, missing fields, and miskeyed data are responsible for 21% of shipping delays, according to industry reports. Automating BoL processing ensures that data is entered correctly and verified instantly.

READ MORE: OCR Data Capture with Artificial Intelligence

Reduce Costs with Document Automation Process

Every incorrect BoL costs money to fix. Storage fees for delayed containers? Expensive. Missed deadlines? Even worse. Automated workflows reduce rework, cut labor costs, and ensure faster processing.

Adopting automation for BOLs also means cost savings. By eliminating redundant paperwork, reducing administrative overhead, and cutting down on manual corrections, businesses can reallocate resources to more strategic areas. There’s also the added benefit of compliance—automated systems ensure that every shipment meets regulatory requirements, reducing the risk of costly penalties or shipment holds.

Speed Up Trade with Document Automation for Bill of Lading

Traditional BoL processes take days to clear. Digital BoLs, powered by AI, can be processed in minutes, dramatically reducing shipping times and customs clearance delays.

A typical document automation BoL process begins with data extraction. Shipment details, including cargo specifications, freight terms (usually included in freight bill of lading form), and consignee information, are pulled from digital records rather than being entered by hand. This not only speeds up the process but also reduces human error.

Once the data is in place, the system automatically generates a compliant BoL, applying relevant Incoterms, HS codes, and carrier-specific requirements. Before the document is finalized, AI-driven validation tools scan it for inconsistencies, checking for missing information and ensuring adherence to international shipping regulations.

Enhance Security and Compliance

Beyond efficiency, automation enhances security. Traditional BOLs have always been vulnerable to fraud, alterations, and even outright loss. Now, with blockchain-based electronic Bills of Lading (eBOLs), every document is securely recorded in a tamper-proof ledger, ensuring authenticity and preventing disputes. Companies like Bolero and CargoX are leading the charge in this space, offering digital BOL solutions that integrate seamlessly with trade finance systems, reducing the risk of document-related fraud.

Fraudulent BoLs are more common than people think. By leveraging AI, automated BoLs are tamper-proof and verifiable in real-time, making compliance with international shipping regulations effortless.

Looking ahead, the move toward full digitization of trade documents is inevitable. Major carriers and global trade organizations are pushing for widespread adoption of eBOLs, and regulatory bodies are beginning to recognize their legal standing. Companies that embrace this shift now will be in a stronger position as the industry moves toward a completely digital supply chain.

For logistics managers, freight forwarders, and exporters, automating the Bill of Lading isn’t just a convenience—it’s becoming a necessity. The future of shipping is digital, and those who invest in automation today will find themselves ahead of the competition tomorrow.

How Artsyl Automates Bill of Lading Processing

As you can see by now, managing Bills of Lading (BOLs) manually can be an overwhelming task for logistics and distribution companies. Paper-based processes, manual data entry, and document validation inefficiencies often lead to shipment delays, compliance risks, and costly errors.

This manual approach is slow, error-prone, and labor-intensive. Any missing or incorrect information—such as an incorrect consignee, missing HS code, or inaccurate Incoterms—can disrupt shipping schedules, lead to regulatory fines, and cause supply chain bottlenecks.

Artsyl has helped numerous logistics and distribution businesses streamline and automate BOL processing through its intelligent automation solutions: docAlpha, InvoiceAction, and OrderAction.

How Artsyl’s Automation Solutions Transform BOL Processing

Artsyl’s docAlpha, InvoiceAction, and OrderAction eliminate these inefficiencies by automating data capture, validation, and system integration for BOL processing. Here’s how each solution plays a role:

docAlpha: Intelligent Data Capture and Document Processing

docAlpha is Artsyl’s AI-driven Intelligent Process Automation (IPA) platform that extracts, classifies, and validates data from BoLs, invoices, purchase orders, and other logistics documents.

• Uses OCR (Optical Character Recognition) and AI-based data extraction to capture shipper, consignee, carrier, and cargo details from scanned or digital BoLs.
• Automatically identifies and verifies shipment information, including Incoterms, HS codes, and freight charges, reducing human intervention.
• Integrates with ERP, TMS, and WMS (Warehouse Management Systems) to update shipment records in real time.
• Flags discrepancies and missing information, ensuring compliance before documents are processed further.

By leveraging docAlpha, logistics companies can reduce processing times by up to 80% and eliminate costly manual errors.

InvoiceAction: Automating Freight and Carrier Invoice Processing

While docAlpha handles data capture, InvoiceAction ensures seamless invoice reconciliation for freight and shipping charges associated with each BoL.

• Extracts and validates invoice details against the BoL and shipment records.
• Matches freight invoices to corresponding BoLs, reducing disputes and preventing overcharges.
• Ensures automated approval workflows, reducing payment processing time and improving financial visibility.

With InvoiceAction, companies no longer need to manually review carrier invoices or worry about billing errors, ensuring faster approvals and accurate payments.

DISCOVER MORE: 5 Use Cases of Intelligent Document Processing

OrderAction: Automating Order and Shipment Validation

For logistics providers handling complex order fulfillment and distribution, OrderAction simplifies how orders are matched to BOLs.

• Automates order-to-shipment reconciliation, verifying that the right goods are being transported.
• Cross-checks data between purchase orders, BOLs, and inventory records to minimize shipping discrepancies.
• Ensures timely notifications and alerts if any mismatches or missing items are detected before the shipment is processed.

With OrderAction, logistics companies reduce order processing errors and improve fulfillment accuracy, leading to fewer shipment delays and improved customer satisfaction.

Real-World Impact: Artsyl’s Success in Logistics and Distribution

Artsyl has worked with leading logistics and distribution companies to automate BOL processing, significantly improving their efficiency and operational accuracy. By implementing docAlpha, InvoiceAction, and OrderAction, customers have reported:

• 84% reduction in manual data entry for Bills of Lading
• Faster invoice reconciliation, cutting payment processing times from days to hours
• Improved compliance and audit readiness, ensuring all shipping records are properly validated
• Seamless ERP and TMS integration, eliminating the need for duplicate data entry

One major logistics provider, for example, leveraged Artsyl’s automation platform to reduce BOL processing time from hours to just minutes, ensuring faster shipments and improved supply chain efficiency.

How to Automate the Bill of Lading (Without Disrupting Everything)

So, how does automation work without throwing your existing processes into chaos? The good news is that you don’t have to rip and replace everything overnight. Here’s a roadmap:

Optical Character Recognition (OCR) + AI

Even if your logistics partners still insist on sending paper BoLs, OCR technology extracts data from physical documents and converts it into structured digital formats. AI-powered tools can then cross-check this data against invoices, shipping manifests, and regulatory requirements.

Blockchain-Powered Digital BoLs

Blockchain technology enables a tamper-proof, instantly verifiable digital Bill of Lading. Companies like Maersk and IBM’s TradeLens have already integrated blockchain-based BoLs to reduce fraud, enhance transparency, and eliminate disputes over lost paperwork.

Smart Contracts and Workflow Automation

Imagine a world where a shipment automatically triggers a payment upon successful delivery, without human intervention. Smart contracts ensure that as soon as a digital BoL confirms cargo arrival, payments, insurance verifications, and customs clearances happen instantly.

Integration with Existing ERP & TMS Systems

A common fear is that BoL automation requires expensive overhauls. But modern API-driven platforms can integrate seamlessly with existing Enterprise Resource Planning (ERP) and Transportation Management Systems (TMS), enabling step-by-step automation without massive disruption.

A Bill of Lading is the backbone of global trade, ensuring goods move securely from shipper to receiver. Understanding how it’s structured and processed helps businesses minimize shipping risks, comply with international regulations, and optimize logistics operations.

Real-World Success Stories: Who’s Already Doing It?

• Mediterranean Shipping Company (MSC) has cut document processing times by 75% through BoL digitization, significantly reducing port congestion and customs delays.
• DHL’s AI-Powered BoL Processing integrates AI-driven document recognition, reducing errors by 90% and accelerating global trade compliance.
• Singapore’s TradeTrust Initiative – The Singapore government has mandated the use of e-BLs (electronic Bills of Lading), which cut administrative costs by 30% and reduce fraud risks.

The Future: Will Paper BoLs Finally Disappear?

The push toward full digital adoption is growing. Organizations like the International Chamber of Commerce (ICC) are now advocating for 100% digital Bills of Lading by 2030. But change takes time, and legacy players in logistics aren’t always eager to abandon paper-based workflows.

That said, companies that refuse to automate will face increasing challenges—longer processing times, compliance issues, and higher operational costs. As more governments, banks, and insurers start requiring digital BoLs for trade finance and customs clearance, the shift will become inevitable.

Final Thought: It’s Time to Upgrade the Backbone of Global Trade

The Bill of Lading may have been born in an era of merchant ships and parchment, but global trade is moving too fast for slow, error-prone document processing. BoL automation isn’t just an upgrade—it’s a competitive necessity.

If your business still relies on paper-based, manually processed BoLs, you’re already behind. The time to digitize, automate, and secure your shipping documents is now. Those who adapt will move faster, trade smarter, and reduce risks—while those who don’t will find themselves stuck in the inefficiencies of the past.