Feature Spotlight: Enhance Reporting Transparency with Photos & Documents

Enhanced documentation and transparency just got easier! Explore how you can increase reporting accountability and tracking transparency with our Photos & Document attachments on incoming and outgoing orders. 

Use Photos and Documents on Purchase Orders and Sales Orders to capture important data and information for your records or to share with your customers, for long-lasting accuracy, recorded in mere seconds. 

CartonCloud users now have the ability to capture and store photographic and video evidence of stock as it arrives at and leaves your warehouse, so you can achieve accurate and detailed record-keeping at every step. 

“We are loving it, it’s made a huge difference to our work speed!” said Emily Motus, Founder Motus Transportation.

Master how to use this exciting new feature in CartonCloud and see how you can optimise your workflows with a few simple power-user tips! 

Bridging the Visual Gap in Stock Management 

Every warehouse manager knows the scenario: stock arrives, but questions come later about its condition, quantity, or missing documentation. Using CartonCloud’s powerful new Photos & Documents feature, you can ensure you always have the answers before the questions even arise. 

You can now capture, store, and access key images, videos, and documents — all within CartonCloud — whether you’re receiving goods or shipping them out. 

This feature transforms how you document and share critical information, providing a robust visual record of your operations and eliminating the need to chase down paperwork or resolve disputes after the fact.

This may be stock quality or damage, chep dockets, shipping information, or details for compliance reporting such as seal number for biosecurity and other regulatory information associated with incoming or outgoing orders.

"[Our] customers love this feature, and it’s something not commonly found in a WMS applications,” said Omar Quevedo, Methods Analyst at Effective Logistics.

“It takes a time-consuming manual process away, seamlessly integrating it into the app, greatly enhancing efficiency. For new customers coming into our warehouse, this feature is often the first thing that truly impresses them about our 3PL services,” he said. 

Flexible, Accurate, & Configurable Reporting 

The beauty of this feature lies in its flexibility. Whether you’re on the move or at your desk, capturing and managing order documents is effortless. Snap photos and attach files directly through the mobile app while accepting or dispatching stock, or upload them via the web app when your team sends through images from the warehouse floor.

“The team is finding the Photos & Documents on Sale Orders very useful, particularly for the larger B2B orders. They can capture how the order was up before leaving the warehouse,” said Simon Miszewski, ICT and Finance Manager at ChemCare 3PL. 

For Purchase Orders, you can store everything from stock condition photos to Chep dockets and digital copies of receival paperwork. For Sale Orders, it’s easy to access packing confirmations, customer correspondence, and more. No matter the type of order, everything is neatly organized within the dedicated Documents tab — and you can choose whether documents are visible to customers or kept internal.

Key Capabilities:

• Attach multiple documents per Purchase or Sale Order
• Include up to 100 attachments per document (with the Advanced tier)
• Capture high-quality photos and videos
• Choose between customer-facing or internal-only visibility options
• Seamless integration with customer notifications
• Access via both the mobile and web app

Reporting Advantages & Real-World Benefits

For warehouse operators, this feature has become a vital tool for:

• Dispute resolution with clear visual evidence
• Streamlined communication with customers
• Better internal record-keeping
• Enhanced transparency in operations
• Reduced paperwork and manual filing

Easily detail the condition of goods on arrival for inventory records, or use images to quickly and accurately document Chep dockets, track of receival paperwork, or other important details. What's more, you can choose to share these documents with your customers for full transparency, or keep them for internal use only.

How Does it Work? You can attach photos and documents via the mobile app while accepting or scanning out stock, or via the web app after the task is complete. 

Seamlessly access, view or upload Purchase and Sale Order photos and documents on the web app via the new Documents tab, which can be viewed internally or shared with your customers.

Or, capture and attach documents and photos in the moment via the mobile app, as you accept incoming stock to the warehouse, or as sales orders are ready for dispatch.

Visit CartonCloud Help to view our Knowledge pages on Photos and Documents on Purchase Orders and Photos and Documents on Sales Orders.

Photos and Power User Tips

To get the most out of Photos & Documents:

• 🎓Complete our training module on the CartonCloud Academy
• 📸Take consistent, well-lit photos for the best visual records
• 🗂️Use meaningful document names for easy identification
• 🔒Establish clear protocols for customer-visible vs internal documents
• 🔄 Keep your mobile app updated to unlock the latest features

Watch this space – we'll share more details about this exciting addition as we get closer to the release date.

For more information, visit our Knowledge Base here. 

Essentials vs. Advanced (WMS Premium): What’s the Difference?

We’re offering two tiers of this feature — Essentials and Advanced — so you can choose the right fit for your needs. 

Advanced Documents is part of the Warehouse Premium suite, however it is being provided free to all existing CartonCloud customers until June 30, 2025!

Essentials Documents

• Max 6 images per Document
• Images are always compressed (POD resolution ~700 kb/image)
• Max attachment size 1mb
• Deleted Documents and attachments cannot be restored
• 10 GB included storage

Advanced Documents

• Max 100 images per Document
• Default to full-resolution
• Compression options available via settings*
• Max attachment size 500mb
• Multi-photo mode (keep taking photos without the camera closing)
• Video support (added in mobile version: 6.5.0)
• Deleted Documents and attachments can be viewed and restored by non-customer roles*
• 100 GB included storage

* = release date TBC

For more details on the differences between Essentials and Advanced, check out CartonCloud Help and our Knowledge Base Article on Photos and Documents on Purchase Orders. To upgrade to WMS Premium, reach out to support or sales!