Relocation Module Overview

The Relocation module provides end-to-end management for international household goods moving and shipping services. It covers the complete workflow from initial enquiry through delivery and final invoicing.

Workflow Pipeline

The relocation process follows a structured workflow:

1. Enquiry: Customer initial contact and requirements capture
2. Survey: On-site assessment of goods to be moved
3. Quotation: Price proposal based on survey and rate cards
4. Job: Confirmed relocation project with scheduling
5. Packing: Detailed inventory and packing list creation
6. Shipping: Goods in transit with tracking
7. Customs: Import/export clearance at destination
8. Delivery: Final delivery to destination address
9. Invoice: Billing and payment collection

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Pre-Sales Module

Enquiries

The enquiry management captures initial customer interest and requirements:

• Customer Details: Name, contact information, company (if corporate)
• Origin: Current location address and access details
• Destination: Target location, country, city
• Estimated Volume: Approximate CBM based on property size
• Preferred Mode: LCL, FCL, Air, or Road transport
• Timeline: Desired move date and flexibility
• Lead Source: How the customer found us (referral, website, etc.)

Status Flow: New → Survey Scheduled → Survey Completed → Quotation Sent → Converted / Lost

Surveys

Site surveys are essential for accurate quotations:

• Scheduling: Assign surveyor and set appointment
• Inventory: Room-by-room item listing
• Volume Calculation: Accurate CBM measurement
• Access Assessment: Elevator, stairs, parking, permits needed
• Special Items: Piano, artwork, antiques, vehicles
• Photos: Documentation of current condition

Status Flow: Scheduled → In Progress → Completed → Cancelled

Quotations

Generate professional quotations based on survey data:

• Rate Card Selection: Choose applicable rate card by zone and mode
• Service Lines: Freight, packing, insurance, customs, storage
• Volume Pricing: Apply volume slab rates for LCL shipments
• Container Pricing: Fixed rates for FCL shipments
• Discounts: Corporate or volume discounts if applicable
• Validity: Quote expiration date

Status Flow: Draft → Sent → Accepted → Rejected → Expired

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Operations Module

Job Management

Jobs are created when quotations are accepted:

• Job Number: Unique identifier for tracking
• Customer Reference: Customer's own reference number
• Packing Dates: Scheduled dates for packing crew
• Loading Date: When goods will be collected
• Shipment Details: Container number, vessel/flight, ETD/ETA
• Crew Assignment: Packing team and supervisor
• Special Instructions: Customer requirements and notes

Status Flow: Draft → Confirmed → In Progress → Completed → Delivered → Cancelled

Packing List

Detailed inventory of all items being shipped:

• Item Details: Description, quantity, room location
• Box/Carton Number: Systematic numbering for tracking
• Condition: Pre-existing damage documentation
• Dimensions: Length, width, height, weight
• Special Handling: Fragile, high-value, temperature-sensitive
• Declared Value: For insurance purposes

The packing list is essential for customs clearance and claims processing.

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Logistics Module

Shipment Tracking

Real-time visibility of shipment status:

• Booking Confirmed: Shipping line/airline booking received
• Departed Origin: Shipment has left origin port/airport
• In Transit: Currently moving between ports
• Arrived Transit: At transshipment port (if applicable)
• Arrived Destination: Reached destination port/airport
• Customs Hold: Awaiting customs clearance
• Cleared: Customs released
• Out for Delivery: En route to final address
• Delivered: Successfully delivered

Customs Clearance

Import/export documentation and clearance:

• Document Submission: Bill of Lading, Packing List, Invoice
• Duty Calculation: Import duties and taxes
• Inspection: Physical or X-ray examination if required
• Clearance Agent: Local customs broker coordination
• Release: Authorization to proceed with delivery

Status Flow: Pending → In Progress → Cleared → Released → Inspection Required

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Finance Module

Invoicing

Generate invoices from completed jobs:

• Invoice Lines: All services from quotation plus any additional charges
• Tax Calculation: VAT/GST as applicable
• Currency: Invoice in customer's preferred currency
• Payment Terms: Due date based on agreed terms
• AR Integration: Automatically creates AR entry

Status Flow: Draft → Sent → Partially Paid → Paid → Cancelled

Payments

Track customer payments:

• Advance Payments: Deposits before job execution
• Progress Payments: Payments during job lifecycle
• Final Payment: Balance due after delivery
• Payment Methods: Bank transfer, credit card, cheque
• Allocation: Apply payments to specific invoices

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Master Data Setup

Zones

Geographic zones determine base rates and transit times:

• Zone Name: Descriptive name (e.g., "North America", "Southeast Asia")
• Region: Grouping for reporting (Americas, Europe, Asia, etc.)
• Base Multiplier: Rate adjustment factor (1.0 = base, 1.5 = 50% premium)
• Transit Days: Minimum and maximum expected transit time

Ports

Destination ports linked to zones:

• Port Code: Standard port code (e.g., USLAX, SGSIN)
• Port Name: Full name for display
• Type: Sea Port or Air Port
• Zone: Associated pricing zone
• Country/City: Location details

Rate Cards

Pricing configuration by mode and zone:

• Shipment Mode: LCL, FCL, Air, or Road
• Zone: Destination zone for this rate
• Volume Slabs: Tiered pricing (1-3 CBM, 4-10 CBM, etc.)
• Container Types: 20ft, 40ft, 40ft High Cube rates
• Minimum Charge: Floor price regardless of volume
• Effective Dates: Validity period for the rate

Service Catalog

Additional services with GL integration:

• Service Type: Packing, Labour, Transportation, Customs, Insurance, Storage
• Charge Type: Fixed, Per CBM, Per Hour, Percentage
• Unit Price: Rate for the service
• Revenue Account: GL account for revenue posting
• Expense Account: GL account for cost posting

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Shipment Modes

LCL (Less Container Load)

Shared container shipping for smaller shipments:

• Charged per cubic meter (CBM)
• Volume slab pricing for better rates on larger volumes
• Consolidation with other shipments
• Longer transit times due to consolidation
• Best for: 1-15 CBM shipments

FCL (Full Container Load)

Dedicated container for exclusive use:

• Fixed price per container regardless of volume
• Container types: 20ft (~33 CBM), 40ft (~67 CBM), 40ft HC (~76 CBM)
• Direct shipping without consolidation
• Faster transit and delivery
• Best for: 15+ CBM shipments

Air Freight

Fast delivery for urgent shipments:

• Charged by weight or volumetric weight (whichever is higher)
• Transit time: typically 3-7 days
• Size restrictions apply
• Significantly higher cost than sea freight
• Best for: Time-sensitive or small valuable items

Road Transport

Overland transport for regional moves:

• Suitable for moves within same region/continent
• Door-to-door service without port handling
• Flexible scheduling
• Cost-effective for medium distances
• Best for: Cross-border moves within GCC, Europe, etc.

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Best Practices

Enquiry to Quotation

1. Capture complete customer details and requirements
2. Schedule survey within 48 hours of enquiry
3. Complete survey with accurate volume measurement
4. Generate quotation same day as survey completion
5. Follow up on sent quotations within 3 business days

Job Execution

1. Confirm job immediately upon quotation acceptance
2. Schedule packing dates with customer
3. Create detailed packing list during packing
4. Update tracking status at each milestone
5. Coordinate customs clearance proactively

Financial Management

1. Collect advance payment before packing starts
2. Generate invoice upon job completion
3. Track aging receivables weekly
4. Follow up on overdue invoices promptly