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Company ManagementBest Practices

Best Practices

Use these best practices to keep company data accurate, compliant, and useful across operations.

Company registration

  • Use complete official business names for legal accuracy.
  • Verify tax and national ID numbers before saving.
  • Include country codes in international phone numbers.
  • Use monitored business email addresses, not personal emails.
  • Keep address information complete and current.

Data accuracy

  • Double-check identification numbers for invoicing accuracy.
  • Verify company type classification matches their actual role.
  • Ensure contact information is up to date for reliable communication.
  • Review and update company information periodically.
  • Confirm address details match official business registration.

Contact information

  • Maintain current phone and email contacts for operational efficiency.
  • Link appropriate contact persons for different departments or functions.
  • Update contact details immediately when notified of changes.
  • Test contact information periodically to ensure it’s working.

Tax identification

  • Tax IDs are required for proper invoicing and VAT processing.
  • Verify tax numbers match official government registrations.
  • Update tax IDs if companies reincorporate or change jurisdictions.
  • Maintain accurate tax records for audit compliance.

Business registration

  • National IDs verify legal business entity status.
  • Required for customs clearance and international shipments.
  • Confirm registration is current and in good standing.

Data privacy

  • Company information may be subject to data protection regulations.
  • Obtain consent before sharing company details with third parties.
  • Maintain the security of sensitive business information.
  • Follow your organization’s data retention policies.

Documentation

  • Company details appear on bills of lading, invoices, and certificates.
  • Accuracy is critical for the legal validity of shipping documents.
  • Errors in company information can cause customs delays.
  • Keep records updated to ensure document reliability.

Common questions

What’s the difference between an Economic/Tax ID and National ID?
Economic/Tax ID is specifically for tax purposes (like VAT number or EIN), while National ID is the government business registration number. Some countries use the same number for both; others issue separate identifiers.

What if a company doesn’t have a local name?
Leave the Local Name field blank. It’s optional and only needed for companies operating in markets where local language names are required.

Should I create separate company records for different branches?
This depends on your operational needs. If branches operate independently with different tax IDs and invoicing, create separate records. If they’re part of the same entity, use one record and note branch details in the Remark field.

How do I handle company name changes or mergers?
Edit the existing company record to update the name. Use the Remark field to note the previous name or merger details for historical reference. Ensure all legal identifiers are updated to match the current registration.

How do company records integrate with rates and bookings?
Companies classified as Line/Forwarder can be linked to rates, voyages, and vessels. Companies classified as Trader are typically customers who book shipments. The system uses these relationships for documentation and reporting.

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Company Types and RolesOverview