Import-Export Documentation Management System Web App

The Import-Export Documentation Management System Web App is an import export documentation management system for freight forwarders, customs brokers and trading companies, built entirely on Google Apps Script. It ships with 23 working screens, 6 user roles guarded by 49 permissions, 19 filterable reports and a seeded 24-month trading history of 720 consignments, 4,384 trade documents and 649 customs declarations, so every screen is populated the first time you sign in.

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🔑 Key Features of the Import-Export Documentation Management System Web App

• 📄 Document completeness gate – the mandatory document set is worked out from the trade type, the transport mode and whether the job moves under a letter of credit. A consignment cannot be marked Cleared, Delivered or Closed until every mandatory document exists and is verified; the server refuses the change and names what is missing.
• 🧮 Landed cost and duty from the HS Code Master – for each cargo line the server builds the assessable value from FOB, apportioned freight, insurance and landing charges, then computes basic customs duty, social welfare surcharge, cess, anti-dumping duty and IGST. A duty figure posted from the browser is always discarded and recomputed.
• ⏰ Licence and document expiry alerts – IEC, AD code, GST registration, DGFT advance and EPCG authorisations, RCMC and certificates raise alerts at 90, 60, 30, 15 and 7 days and again once expired, with an optional 7 am email digest.
• 💹 Job profitability – net revenue is freight charged plus clearing, documentation, transport and other charges; direct cost is freight paid to the carrier plus job expenses. Duty paid on the client’s behalf is re-billed at cost, so it never flatters the margin.
• 🔐 Six roles, one permission map – one permission object drives both the sidebar and every server-side guard, so a hidden menu item can never be reached by a crafted request.
• 🗄️ Database archive with backup – an admin-only archive copies the whole database to Drive, registers the copy, then removes only closed transaction rows. Masters and open jobs always stay.
• 🖨️ Print, email, import and export – print at 3 inch, 4 inch or A4, email invoices and document reminders through your own Google account, import masters from Excel or CSV with a rejected-row report, and export every list and report to CSV.

📦 What’s Inside the Import Export Documentation Management System

This import export documentation management system creates its own Google Sheets database with 24 tables and 13,775 seeded rows for a fictional Navi Mumbai freight forwarding and customs brokerage firm. These are the screens that matter most.

Operations Dashboard

Ten KPI cards – Total Consignments (720), Open Jobs, Cargo Value Handled (₹475.23 Cr), Customs Duty Processed, Net Service Revenue, Gross Profit with margin, Outstanding Receivables, Documents to Verify, Licences Expiring in 30 days and On-Time Clearance (79.1%) – above Import and Export Jobs by Month, Consignments by Status, Net Revenue and Duty by Month, Top Clients by Service Revenue and the expiry alert list.

Shipments

Every consignment from enquiry through booking, documentation, assessment and out-of-charge, with trade, mode, status, client, overseas party, ports, ETA, cargo value, duty and a document-progress bar. Cards show consignments in view, open jobs, assessable value and duty on the filtered jobs.

Documents Register

Commercial invoices, packing lists, bills of lading, airway bills, certificates of origin, bills of entry and shipping bills with issuer, issue and expiry dates, days left, the mandatory flag and who verified each one. The seed holds 4,384 documents: 4,113 verified, 255 awaiting verification and 16 rejected.

Customs Declarations

Bills of entry and shipping bills with station, assessable value, BCD, IGST and total duty. Cards show 649 declarations, assessable value, duty processed and duty incidence.

Compliance and Licences

64 registrations tracked against expiry, with authority, days left and duty-free entitlement utilised for advance and EPCG authorisations.

Invoices

Service invoices with services, duty reimbursed at cost, GST, total, received, balance and ageing. One honest note: in this build the Service Value card on the banner reads ₹0 even though the per-invoice Services column is filled in correctly.

Reports

19 reports grouped by operations, customs, documentation, compliance, finance and administration – including Landed Cost and Duty Computation, Document Completeness, Pending Clearance, Receivables Ageing and Shipment Profitability. Every report filters by date and exports to CSV.

User Management and Database Archive

User Management lists the six accounts and the full role and permission matrix; the Database Archive previews exactly how many rows leave each table before you run it.

Also included: Containers with detention exposure, Freight Bookings, Clients, Suppliers and Buyers, Carriers, HS Code Master, Ports, Payments, Expenses, List Management, Settings, Audit Log and Help.

📊 Import-Export Documentation Management System Web App vs. Excel Tracker vs. Freight Forwarding Software – Where This Fits

For a forwarding or brokerage desk that wants a document gate, duty computation and job profitability without an enterprise subscription, this import export documentation management system sits in the sweet spot.

👥 Who This Template Is For – and Who It’s Not For

✅ This template is built for:

• Small and mid-sized freight forwarders and customs brokers handling a few hundred consignments a year
• Exporters and importers who want one place for documents, licences and duty per job
• Operations heads who need role-separated access for documentation, customs and accounts staff

❌ This template is NOT for:

• Teams that need direct filing with ICEGATE or another customs EDI, or live carrier tracking – neither exists here
• Enterprises moving tens of thousands of jobs a year, beyond what a Google Sheets database handles comfortably
• Anyone looking for accounting software or legal customs advice – duty rates come from your own HS Code Master

⚙️ How to Use the Import-Export Documentation Management System Web App

1. Try the live demo first and sign in as two different roles.
2. Create a new Apps Script project and paste Code.cs.txt into Code.gs.
3. Add an HTML file named exactly Index and paste Index.txt into it.
4. Deploy as a web app (Execute as: Me, Who has access: Anyone).
5. Open the URL and press Prepare Database to build and seed every table.
6. Sign in as admin and reset every seeded password in User Management.
7. Set the company profile and duty defaults in Settings, then import your masters.

💼 Real-World Use Cases

Farhan runs a four-person customs brokerage near JNPT. His Customs Clerk files declarations while the Documentation Officer verifies papers, and the gate stops anyone marking a job Cleared while a certificate of origin is still pending.

Meera exports spices from Kochi. She uses Compliance and Licences to watch her RCMC, FSSAI registration and EPCG authorisation, and the 30-day alert reaches her inbox before a lapse holds up a shipping bill.

Rohit heads accounts at a freight forwarder. Receivables Ageing and Shipment Profitability show which clients pay late and which jobs lose money once detention and transport are counted.

❓ Frequently Asked Questions

Can I try it before buying?

Yes. The live demo above runs the same build with the seeded dataset. Sign in with any of the six role accounts to see exactly what the Import-Export Documentation Management System Web App shows each user before you pay.

Does it file bills of entry or shipping bills with customs?

No. The Import-Export Documentation Management System Web App records declarations, duty heads, challans and assessment dates, but it has no connection to ICEGATE or any customs EDI. You still file through your registered channel and record the result here.

How long does setup take?

Pasting the two files and deploying takes around 15 minutes. Pressing Prepare Database builds the tables and seeds the demonstration data in stages; if it pauses, a continuation trigger finishes the job automatically.

How does it compare to CargoWise or Magaya?

Those are full enterprise freight platforms with EDI and carrier integrations on recurring fees. The Import-Export Documentation Management System Web App is a one-time purchase covering documents, duty, licences, invoicing and profitability for smaller desks.

Can I use it outside India?

The duty engine is built around the Indian structure – BCD, social welfare surcharge, cess, anti-dumping duty and IGST – with rupee formatting. Other tariff structures need code changes, which we offer as customisation.

Where is my data stored?

In a Google Sheets database the app creates inside your own Google account, with a Drive folder tree for documents, invoices, licences, backups and archives. Nothing is sent to NextGenTemplates.

👤 About the Author

Built by PK – Microsoft Certified Professional with 15+ years of Excel, Google Sheets, Apps Script and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels (@PKAnExcelExpert, @NextGenTemplates, @NeoTechNavigators). Every template is hand-built and tested before release.

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• 🛃 Customs Clearance Agencies Dashboard in Excel and International Trade KPI Dashboard in Google Sheets for analysis.

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📅 Last updated: September 2026