You can set which document types you would like to see in orders, trips, invoices and resources. In order to use any of the documents they must first be enabled by going to Configuration > Documents.
Below you can find a list of the document types that we currently support.
Document type | Description |
12 weekly check | A 12 Weekly Check (also known as a 12-week inspection or quarterly inspection) in the transport industry is a routine maintenance inspection performed every 12 weeks (approximately every three months) on commercial vehicles, especially heavy goods vehicles (HGVs), buses, and trailers. This check is essential for ensuring vehicle safety, reliability, and compliance with regulatory standards. |
A1 document | Also known as an E101 certificate, certifies an individual's exemption from social security contributions in one country while temporarily working in another country |
ADR certificate | Certificate of competence for transporting dangerous goods by road. |
ADR driver's licence | Licence authorizing a driver to transport hazardous materials. |
AEO regulated agent licence | License certifying a company as an Authorized Economic Operator (AEO) regulated agent. |
Analysis certificate | Document certifying the results of analysis conducted on a material (often required for transporting hazardous or specialized goods). |
Annual vehicle safety check (MOT) | Inspection certificate confirming a vehicle's compliance with safety standards (Annual). |
Approval loading list | List detailing approved goods by the client for loading onto a vehicle or transport vessel |
ATP certificate | A certificate that verifies a vehicle's compliance with the Agreement on the International Carriage of Perishable Foodstuffs and on the Special Equipment to be Used for such Carriage (ATP). This agreement sets standards for the international transport of perishable foodstuffs, specifically regarding the temperature control and insulation of vehicles used to carry these goods. |
ATR | Admission Temporaire/Temporary Admission - A customs document allowing the temporary importation of goods into a country without payment of duties or taxes. |
Authorisation preferential origin | Document certifying the preferential origin of goods |
BBS certificate | Certificate confirming compliance with Bureau of Belgian Standards for specified products |
Bill of lading instructions | Instructions outlining the details to be included in a bill of lading, which is a document acknowledging the receipt of goods for shipment |
Break test certificate | Certificate confirming the successful performance of a break test |
Certificate of conformity (COC) | Document certifying that goods meet specified standards or regulations |
Certificate of origin | Document certifying the country of origin of good |
Certificate of Shipment | A certificate of shipment is a document issued by a carrier, freight forwarder, or shipping company to confirm that goods have been shipped and are en route to their destination. This document serves as proof that the items have been dispatched according to the agreed-upon shipping instructions and that they are in transit. |
Civil liability exploitation | Type of document that defines that while conducting your business activities, both by yourself and your employees, there is a risk of damage to third parties: personal injury, property damage and/or intangible damage. In each of these cases, your enterprise is liable to compensate the damage suffered. |
Civil liability insurance | Civil liability insurance is a document that insures the damage that could be caused to 3rd party property. |
Cleaning advice | Instructions for cleaning transport equipment |
Cleaning invoice | Invoice for cleaning transport equipment |
CMR insurance | On every CMR, there is a certain amount that is insured in case of damage. CMR Insurance is the paperwork of this agreement. |
Code 95 | This code 95 is proof you meet the (training) requirements for professional drivers (Certificate of Professional Competence, Verklaring van Vakbekwaamheid). |
Collection CMR | CMR document signed at the collection location. |
Commercial invoice | Document specifying the details of goods sold or shipped, including prices, quantities, and terms of sale. |
Communication | Any form of communication related to transport operations (for instance: emails) |
Communication subcontractor | Communication related to subcontracted transport services |
Confirmation tariff shipping line | Confirmation of the tariff rates provided by a shipping line |
Consignee signature | Signature of the party receiving a shipment of goods |
Consignor signature | Signature of the party sending or shipping goods |
Container certificate | Certificate of ownership or compliance for transport containers |
Container cleaning certificate | Certificate confirming the cleaning of a container |
Container damage report | Report documenting any damage to a container |
Container inspection report | Report detailing the results of an inspection on a container |
Container interchange report | Report documenting the exchange of containers between different carriers. |
Container lease | Agreement for the lease of a container |
Container maintenance report | Report documenting maintenance activities performed on a container |
Container release | Authorisation for the release of a container for shipment |
Container repair report | Report documenting repairs made to a transport container |
Container tank test certificate | Certificate confirming the successful testing of a container's tank |
Container tank test certificate (2.5Y) | Certificate confirming the successful testing of a container's tank (validity of 2,5 years) |
Container tank test certificate (5Y) | Certificate confirming the successful testing of a container's tank (validity of 5 years) |
Citerne cleaning certificate | Certificate confirms detailed water storage tans have been cleaned & sterilised within regulations & ACOP L8. |
Contract | Contract of a subcontractor. |
Credit note | Document to add a credit adjustment to invoices |
Credit note breakdown | Credit note breakdown |
Customer paperwork | Documents or forms required by a customer for shipment or delivery (often used in the UK) |
Customs document | Document required by customs authorities for the clearance of goods through custom |
Customs invoice | Invoice prepared according to customs requirements for international shipment |
Dangerous goods declaration | Document declaring the presence of hazardous materials in a shipment, |
Delay notification | Notification used to inform the customer about delays. |
Delivery note | Document signed by the recipient upon delivery of goods. |
Delivery notification | Notification sent to inform the recipient of an upcoming delivery |
Draft Bill of lading | Draft version of bill of lading, i.e. a receipt issued by a carrier, confirming the shipment of goods |
Draft Invoice | Draft version of an invoice |
Draft billing proposal | Preliminary proposal outlining charges for transport service. |
Driver's extra ADR training | Documentation of additional training received by a driver for transporting hazardous materials |
Drivers CPC Card | Certificate of Professional Competence legal requirement to complete 35hrs of approved training over 5-yr period. |
Driver's card | Identification card inserted into the tachograph by the driver. |
Driver's licence | License authorizing a driver to operate a vehicle |
Driver's identity card | Identification card for a driver |
IMI Portal | Portal for accessing information related to International Maritime Industries |
Driver insurance | Documentation of insurance coverage for a driver or their vehicle |
Driver's medical exam | Certificate of the evaluation of a driver's physical and mental fitness |
Driver personal protective equipment | Documentation related to the provision of personal protective equipment (PPE) for drivers (reflective vests, gloves etc.) |
Driver Signature | Driver's Signature |
Refugee training licence | Licence ensuring drivers have undergone specialized training to protect vehicles from unauthorized entry attempts by individuals crossing the border |
Driver's training | Documentation of training received by a driver |
Drop in depot | Document for requesting to drop off a container at a depot |
Dutch customs release | Release authorization issued by customs authorities (The Netherlands) |
EDI Invoice | Electronic Data Interchange (EDI) version of an invoice |
EUR1 | Document certifying the origin of goods for preferential tariff treatment within the EU |
Eurovignet | Permit allowing the use of toll roads in Europe for heavy goods vehicles |
EUR-MED | Document certifying the origin of goods for preferential tariff treatment between the European Union and Mediterranean countries |
Exceptional transport licence | Licence authorizing the transportation of oversized or exceptionally heavy goods |
Extra permitted weight | Authorization for transporting goods exceeding standard weight limits |
Extra cost confirmation | A formal acknowledgment or approval of additional charges incurred beyond the original agreed-upon transportation costs. |
EX-A Export declaration | Declaration for goods exported from the EU |
Export document | Generic doc type to capture export items. |
Equipment Interchange Receipt (EIR) | A document used in the transportation and logistics industry to record the transfer of equipment, such as containers, trailers, or chassis, between different parties—usually between a shipping line, port terminal, or trucking company. The EIR provides proof of the condition and details of the equipment at the time of transfer, helping to track and verify the state of the equipment at each interchange point. |
Ferry booking | Booking confirmation for transportation via ferry |
Final Bill of lading | Final version of bill of lading, i.e. a receipt issued by a carrier, confirming the shipment of goods |
Fire extinguisher service | The regular inspection, maintenance, and servicing of fire extinguishers installed in vehicles, warehouses, and other transport facilities. |
Forklift licence | Licence authorising an individual to operate a forklift |
FRC certificate | Mandatory certification for reefer trucks in international transportation. |
Fridge motor | Documentation that records the maintenance, service history, and operational checks of the refrigeration unit (or “fridge motor”) on temperature-controlled vehicles. |
Fuel card | Card to purchase fuel |
Goods in | Documentation related to the receipt or acceptance of incoming goods |
Goods out | Documentation related to the dispatch or shipment of outgoing goods |
Hauptsuntersuchung (HU) German vehicle inspection | Main roadworthiness test that assesses a vehicle's roadworthiness and environmental compatibility. |
Hazchem export |
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Heating request | Request for heating services (often used for temperature-sensitive goods) |
Heavy Load BE | Heavy load documentation (Belgium) |
Heavy Load DE | Heavy load documentation (Germany) |
Heavy Load FR | Heavy load documentation (France) |
Heavy Load Road DE | Heavy load documentation Road (Germany) |
IFP | Invitation for payment |
IM-A | An IM-A document is an import document. IM therefore stands for ‘import’. When goods from outside the EU arrive at a location within the EU, then there is importation if these goods are intended to remain within the EU. In this case it is necessary to prepare an import documentation. |
IMDG (dangerous goods) | Documentation outlining the International Maritime Dangerous Goods Code regulations for the safe transportation of hazardous materials by sea. |
Insurance | Insurance of a subcontractor. |
Insurance document | Documentation detailing insurance coverage for vehicles, cargo, or liability associated with transport operations |
Invoice | Document detailing the charges for goods or services |
Invoice breakdown | Breakdown of line items on the invoice |
Liability insurance | Insurance coverage protecting against claims for injury or damage caused by the subcontractor. |
Licence | Subcontractor's goods vehicle operator's licence number. |
Loading sheet | Record of the items loaded onto a vehicle or transport vessel (typically including quantities and destinations) |
Location info for driver | Information provided to drivers regarding pick-up or delivery locations (including addresses and special instructions) |
Material Safety Data Sheet (MSDS) | Document providing information on the safe handling, storage, and disposal of hazardous materials. |
Meeting summary
| A record of the key points, decisions, and action items discussed during a meeting. It focuses on essential outcomes, providing a high-level overview that can be quickly reviewed by attendees and stakeholders. |
Motor insurance | Insurance coverage specifically for vehicles and their operation. |
Order acceptance | Confirmation of acceptance of a customer's order |
Order confirmation | Confirmation sent to the customer verifying the details of their order |
Original CMR
| Original version of the CMR that has not been copied or edited. |
Other | Miscellaneous documents |
Oversize width/length permit | Permit allowing the transportation of oversized cargo exceeding standard size limits |
Packing list | A detailed list of items included in a shipment |
Pallet label | Label attached to pallets containing information such as contents, destination, and handling instructions. |
Pallet label (network) | Label attached to pallets containing information such as contents, destination, and handling instructions (used for a pallet network) |
Pallet note | Document providing information about the contents and handling of palletised goods |
Payscale driver | Document detailing the pay scale or rates for drivers' services |
Permit | Official authorisation allowing certain activities or operations. |
Photo of goods (delivery) | Visual documentation of goods upon delivery |
Photo of goods (collection) | Visual documentation of goods at the point of collection, |
Photo Damaged Goods | Visual documentation of damaged goods |
Photo vehicle
| A photo of a vehicle is often taken to provide proof of its condition before loading goods or at the start of a journey. This photo serves as evidence that the vehicle is in good condition, documenting any pre-existing damages, cleanliness, and overall readiness for transport. |
Pickup note | Document instructing the carrier to pick up specified goods from a location |
Pickup notification | Notification sent to the recipient informing them of an upcoming pickup of goods |
Picture of container
| A document that includes photographs of a container taken at various stages of the shipping process. This document, typically digital, is used to provide visual proof of the container's condition, contents, and security seals, helping to ensure accountability and transparency in the shipping process. |
Picture of seal number | Picture of the seal number that will be used for our AI information extraction |
Picture of trailer license plate | Picture of the license plate that will be used for our AI information extraction. |
Prefilled CMR | CMR document pre-filled by Qargo with shipment details, ready for the carrier's signature upon collection |
Previous product declaration | Declaration providing information on previously transported goods (e.g. used when transporting dangerous goods or foods) |
Price offer Customer | Customer Quote / Agreement |
Technical Data Sheet (TDS) | Document containing technical specifications and information about a product |
POD/CMR | Signed CMR document with shipment details, signed at the collection and delivery location |
Posting/secondment Document | Document associated with driver secondment to provide international services. |
Proof of delivery with prefilled signature | Document confirming delivery with the recipient's signature already prefilled |
Proof of collection | Document confirming the collection of goods by the carrier |
Proof of collection with prefilled signature | Document confirming collection with the carrier's signature already prefilled |
Qargo ID Sticker | Qargo ID sticker |
Quote | Document providing a proposed price for transport services |
Rail booking | Booking confirmation for transport via rail |
Registration document | Document proving the registration and ownership of a vehicle. |
Repair report | Report documenting repairs performed on a vehicle. |
Roadtax | Document certifying payment of road tax for vehicles |
Route/GPS tracking report
| A document that provides details about the route taken during the transportation of goods. This report tracks various aspects of the journey, offering insights into the efficiency, timing, and any potential issues that may have occurred en route. It is commonly used for logistics planning, performance analysis, and ensuring transparency for clients and stakeholders. |
Safety certificate terminal/location | Certificate confirming compliance with safety standards for a terminal or location |
Sick note
| A medical document issued by a doctor or healthcare professional to confirm that an individual is unfit for work due to illness or injury. It is used to inform an employer about an employee's health status and the expected duration of their absence from work. |
Site movement sheet | Instructions to move freight on or between sites. |
Steam up instructions | Instructions for preparing steam-powered transport equipment |
Storage request | Request for storage services for goods |
Waste licence | Licence authorizing the transport or disposal of waste materials |
T1 document | Customs document for goods in transit within the EU customs territory |
T2 document | Customs document for goods moving between EU member states but not in free circulation |
Temperature report
| A document or electronic record that provides detailed information about the temperature conditions of temperature-sensitive goods during transportation. This report is crucial for goods that must be kept within specific temperature ranges to ensure safety, quality, and compliance with regulatory standards. |
Timeslot or appointment confirmation
| This confirms a scheduled time for the loading or unloading of goods at a specific location, such as a warehouse, distribution center, or port terminal. |
Toll card | Card allowing access to toll roads |
Transport licence | Licence authorising you can transport goods. |
Trip sheet | Record of a driver's trip |
UK HGV levy
| The UK Heavy Goods Vehicle (HGV) Levy is a charge imposed on HGVs weighing 12 tonnes or more for using UK roads. Its primary aim is to ensure that these vehicles contribute to the maintenance and upkeep of the road network. |
VCA Basic Safety | Certification of compliance with VCA Basic Safety standards for transport operations. |
VGM container (Verified gross mass) | Document certifying the verified gross mass of a container. |
Vehicle damage report | Report documenting damage to a vehicle |
Vehicle Identification report | Report providing identification details for a vehicle |
Vehicle insurance certificate | Certificate providing proof of insurance coverage for a vehicle |
Vehicle maintenance report | Report documenting maintenance activities performed on a vehicle |
Other (vehicle) | Miscellaneous documents for vehicles |
Tacho | Document of the tachograph of the vehicle |
TIR carnet | International customs document allowing the movement of goods across borders without the need for customs clearance at each border crossing |
Waste | Documentation related to the transport or disposal of waste materials. |
Weighing ticket | Ticket or document confirming the weight of a vehicle or cargo |