Fill a new record with Linbis Assist

Linbis Assist reads a document, a photo or a pasted email and fills the new shipment, quote or warehouse receipt form — how to give it the source, see the pages next to the form and check each value against its page, its limits, and what its messages mean.

Linbis Assist is a panel on the right of three create pages: new shipment, new quote and new warehouse receipt. Give it what the customer sent — a PDF, a photo or screenshot, or the text of an email — and it fills the form for you, field by field, and marks every value with where it came from. You check its work and press the page's own Create button. Nothing is saved to the record until you do.

Where you find it

Page	How you get there	The page's Create button
New shipment	Shipments › New Shipment, after the mode step	Create Shipment
New quote	Quotes › New Quote, after the mode step	Create Quote
New warehouse receipt	Warehouse › Receipts › New Receipt	Create Receipt

The panel opens by itself when the form appears. The Linbis Assist button in the page title opens it at any time, including on the mode step. To stop it opening by itself, open Assist settings in the panel header and turn off Open Assist on new records.

What each page accepts:

Shipments — air and ocean. A truck or multimodal booking is refused ("Linbis Assist covers air and ocean today. This looks like neither.") — fill that one by hand.
Quotes — any mode, including ground. Charges are not filled: add them on the Charges tab after you create the quote. When the request names no customer, Assist proposes the party asking for the rate as the customer, and you confirm it.
Warehouse receipts — delivery notes, bills of lading, trucker emails and photos of the paperwork: the receipt's details and its cargo lines.

Assist fills new shipments, quotes and receipts only; it never changes one that already exists.

Give it something to read

The panel opens on Skip the typing, with three tabs — Files, Images and Text — and one button, ✦ Autofill.

Files — drop documents on the panel, or select Choose files: PDF, PNG, JPEG, WEBP or GIF, up to 10 MB each. Several files are read together as one packet — for example an invoice, a packing list and a bill of lading. Each file shows its page count; clear its check box to leave it out of this fill, or remove it with ×.
Images — the same, for photos and screenshots only.
Text — paste an email, a booking note or a rate request, up to 12,000 characters.

An email and its attachments, in one fill. On Files or Images, attach the documents, then paste the email body into the box under the file list ("Optional — paste the e-mail body, or the note the customer sent with these files"). Assist reads the message as one more page of the packet: its instructions — routing, service, handling notes, questions, a contact — fill those fields, while the goods and the parties come from the documents.

Then select ✦ Autofill.

While it reads

A few pages are read in one go. A bigger packet is read in the background — the panel says Reads in the background — you can keep working on the form — and shows its progress page by page. When other reads are running for your account, it shows how many are ahead of you.
The pages of your files appear next to the form while Assist reads, one cell per page in a row above them. Nothing is coloured yet.
Stop reading stops at any time. Nothing is filled, and your files stay attached so you can start again.
The form then fills card by card, at the speed chosen in Assist settings: Watchable (slow enough to follow each value; the default), Fast or Instant. A frame on the page follows the value being filled, in the same moment as the box on the form. The fill follows your page layout: a card you have hidden is not filled, and the panel tells you what it skipped.
A value you typed before selecting ✦ Autofill is never overwritten. When the document says something different, Assist asks you instead.

Read what it filled

The chips on the form

Every field Assist placed carries a chip:

Chip	Meaning
Matched	Placed from the source, with nothing to question: for example an account Assist matched to one of your records, or a value found in your text.
Check	Placed, and worth a look before you create. Most values read from a scanned or PDF page land here.
Needs you	Assist could not decide on its own. The panel asks you about it.
Default	Not taken from the source: a default or a calculated value, such as the record's currency or a total summed from the cargo lines.

A value you typed yourself shows Your value.

Hover over or focus a marked field to see where its value came from — for example Probably page 2 · Bill of lading, Somewhere on pages 4 to 6, or From your text — and the same actions the panel offers for it. Assist knows the page, not the exact spot, so it never says more than "probably" for one page.

The document review

When the fill ends, the panel keeps the real pages of your documents in view, next to the form:

The pages. A row of cells, one per page, shows each page and what came of it. A long document shows a stepper instead (for example Page 4 of 60). Above the pages, a bar names the page you are on (Page 4 of 11 · Bill of lading) and carries a count chip (5 values) that lists the fields on that page, the page tools (zoom, and Enlarge pages) and, while a field is selected, a label such as Check · Consignee. With several documents, a tab for each document sits above the pages; a covering message is one more tab, Your message.
The frame. The page that holds a value gets a frame. The colour always comes with a symbol and a word: green Matched, orange Check, red Needs you, grey Default. A value you typed yourself has no frame. When a value came from several pages, every one of them is framed and the bar says Range.
Where on the page. Assist shows the page, not the exact spot. The panel says Probably page 4 · Bill of lading for one page, Somewhere on pages 4 to 7 (or Somewhere on pages 4, 7) for several, and always Page reference only. The exact spot is not marked. Cargo lines carry the caption Cargo lines: the read does not record which page each line came from, and the header totals carry Calculated by Linbis from the cargo lines, with no frame.
The status line. Above the pages, one line says what was done and what needs a look — for example 36 to check · 3 matched · 5 not from the document, with need you first when there are questions. A muted clause names what is not part of that count: 2 notes (select it to open Details), and a required field still empty (1 required field empty: ETA). The clause is plain text: the form keeps the red mark that shows which field.
Previous to check and Next to check walk the values that are red or orange, red first, each in form order. They do not move the cursor into the form: the page and the panel follow. Past the last one, the panel says No more items to check; when there is nothing to check at all it says Nothing to check.
Color key explains the colours in five lines.
Details opens Notes (facts that belong to no one field), All filled values (every value placed, with its state and page: the same information as the frames, in text), Skipped — values Assist found but could not place: Hidden in your layout (select Show for this session to bring the field back), No home on this form, Couldn't be placed on this form, Can't fill — custom section, and, on quotes, Charges aren't filled in v1 — add them on the Charges tab after creating the quote — and Source values to check.
A page Assist could not use is marked in the row of cells and named in the banner under it — for example Pages 31–45 were not read (limit 30 per file); a page can also be Blank page, Couldn't be read or Read, not used for this form.
If the original file is no longer open in this browser session, or the browser cannot show it, the pages are not drawn, but every value keeps its page number; Open original appears when the file can be opened.
Pasted text. The review shows your text with the words each value came from underlined — the line style says the state (solid for Matched, dashed for Check, double for Needs you, dotted for Default). A value that is very short, or that appears twice in the text, is only shaded: Assist does not claim to know which place it came from.

At the bottom: Add a document goes back to the start and keeps what is already filled, so a second document adds to the first — where the two disagree, you are asked which value to keep. Start over begins a new fill. How Linbis uses AI explains what happens to what you submit: AI and document-reading services, including external providers used by Linbis, process it, and uploaded files are stored in your account.

On a laptop. With the menu open and the window narrower than about 1394 px, the pages are small and only identify the page. Select Enlarge pages to read them big (it also hosts the field panel for choices that need no extra step), and Back to panel returns. Between 1170 and 1393 px, a line above the panel offers Hide the menu to give the pages more room; the menu has its own button to show it again.

Check a value against the page

The to-do list that used to sit between the headline and the bottom is gone. Questions now appear for the one field you look at:

Click any marked field on the form, or press Next to check. The page that holds the value is framed, and a small panel under the pages — Field: Consignee, for example — says what the value is and where it probably came from, and offers the choices that fit. Press ✕ or Esc to close it; selecting a field never changes it.
The panel's choices come in one row: Looks right (Looks right, next when you came from Next to check: it accepts the value and moves on), Change (opens the field on the form), Clear, and the choice that belongs to the question. Required fields on another tab are named in one line under the status line (Also required, on other tabs: …).
Create it and Pick one open their step inside the panel. Nothing is created until you press that step's own button. Save it to the account, Create it and Bill to are always explicit presses.
Looks right for all no longer exists: each value is accepted by you, one at a time, or left as it is — Create saves the form as it stands either way.
Choices that need a longer step, such as Create it and Pick one, are decided in the panel: Enlarge pages then shows Decide in panel.

Rows you are likely to meet (italics stand for the values from your document):

The panel says	Your choices	What it means
Matched to an existing account	Looks right · Change	Assist found the party among your accounts. Change opens the field's search.
No account named name yet	Create it · Pick one	The party is not in your accounts. Create it shows what the new account will hold — the name, and the address and contacts the document gives — then Create it again to confirm, or Edit details to open the full form. When the same company fills other parties too, the panel says so (Also fills …). Pick one lists close matches, when there are any.
Which account is name?	the matching accounts, then Create it	Several of your accounts could be this party.
name is not in the port list yet (or carrier, contact)	Search	Opens the field's search with the name already typed. Pick the nearest one, or ask an admin to add it.
The documents disagree.	Use value, one per document, and Show document	Two documents give different values for this field. Both pages are framed in red; Show takes the pages to the other document.
You had value; the document says value	Keep mine · Use the suggestion	You typed a value before the fill.
The account on file has value; the document says value	Use the document's value · Keep what's on file	The page filled this from the account record.
The account on file has no address; the document says address	Use the document's address · Keep what's on file · Save it to the account	The account has no address yet. Save it to the account also stores this one on the account.
Create is blocked until this changes. Air waybill number is already on shipment record (or House air waybill …)	Open record · Change the number	Another shipment already holds this number. The panel and the status line say Create is blocked until you change it; Open opens that shipment in a new tab, so your draft is kept. Linbis never creates a second shipment with the same number: Create is refused with the same sentence.
The bill names A as consignee; the invoice is sold to B	Consignee B, intermediate consignee A · Keep the bill's consignee	Shipments: the packet names an ultimate consignee who is not the consignee on the bill of lading or air waybill.
Bill to name? The invoice bills them	Bill to name · Skip	Shipments: the invoice names who pays. Nothing is placed unless you agree.
HTS code, description	Use it · Pick another	The document printed only part of a tariff code. Assist looked up the full ten-digit lines under that heading and suggests one, with its confidence and the reason; while it looks, the panel reads "Finding the full tariff number for …". The printed code stays unless you accept.
Customer: name, from the request	Use it · Change	Quotes: the request names no customer, so Assist proposes the party asking for the rate.
No weight stated yet — add it when the customer sends it	select the field's name to open it	Quotes: a rate request may come before the cargo is weighed. It does not stop you creating the quote.
Read by its layout, not by a title — check the source.	Got it	The only document in the fill carries no title Assist recognises, so it was read as a best guess and every value is at Check at most.

On a shipment, when the text asks for door delivery but the incoterm leaves the delivery to the destination door to the buyer (EXW, FCA, FAS, FOB, CFR, CIF, CPT, CIP or DPU), Assist asks you to change the terms or to confirm that the consignee's side arranges the door delivery.

When nothing is left to check and nothing required is empty, the footer reads Ready to create — "Everything Assist filled is in place." — with a link that takes you to the page's Create button (for example Go to Create Shipment).

Nothing is saved until you press Create

While Assist reads, the panel's footer says it: "Nothing is saved to the shipment until you click Create Shipment" (or the quote, or the receipt). In the review, the footer says what Create will do: Create saves the form as it is on screen. followed by the same two counts as the status line — for example "2 need you, 36 to check." — and, while a party's name is not matched to an account, Names not matched to an account stay empty. So Create saves what is on screen whatever the review state: values still at Check or Needs you do not stop it. Only the blockers the panel names (Create is blocked: …) and the page's own required fields do.

Two answers act at once, because they change an account rather than the record: Create it adds the new account to your accounts, and Save it to the account stores the address on the account.

After you press Create:

Saved · source attached — your files, or the pasted text, are attached to the new record, and the review is replaced by the saved state. On the Shipment, Quote and Receipt Attachments tabs, the Assist source card lists them (file name, size, date, Download; pasted text reads Pasted text (Assist source)). If the panel says Saved · source attachment could not be confirmed, the record is saved; select Retry attachment. If only the pasted text could not be attached, a line on the page says "record is saved. The pasted text could not be attached yet." with Retry and Open record.
Open record takes you to it.
On shipments and quotes, when cargo lines carry a tariff code and a value, the panel says how many lines can be estimated and names the lines that cannot, and why — a missing value or tariff code, or a value of 0 to confirm. Estimate duties opens the record's Duties & Taxes tab.

Limits

Files — PDF, PNG, JPEG, WEBP or GIF, up to 10 MB each. Word, Excel and saved email files are not read: open them and paste the text, or save them as PDF.
Pages — up to 30 pages of each file and 60 pages per fill. A longer file shows "42 pages · the first 30 will be read", and the page ledger names the pages not read. Above 60 pages in total, ✦ Autofill waits until you remove a file ("More than 60 pages — remove a file, or fill from the ones you need").
Large packets — read in the background. A fill also has a limit on how much text it can use, so on a very long packet some pages can be read but not used; the page ledger marks them (text limit, document limit).
Text — up to 12,000 characters, in the Text tab and in the message box alike. Of a long paste, the first 8,000 characters are read, and the panel says so ("Read the first 8,000 of 11,500 characters").
Daily limit — each person can run a limited number of fills a day. The limit resets at midnight UTC.
Scope — shipments: air and ocean only. Quotes: charges are not filled. Duty estimates: shipments and quotes only.
Small pages on a laptop — with the menu open and the window narrower than about 1394 px, the pages are small and only identify a page. Use Enlarge pages, or, between 1170 and 1393 px, select Hide the menu.
Duplicate numbers — the check that blocks Create covers air waybill numbers only (master and house). A repeated house bill of lading number shows a warning and does not block; a repeated master bill of lading number is not checked, because one master bill belongs to every house of a consolidation. A house whose air waybill number is already on its master, or on another house of the same consolidation, is refused the same way, and Change the number is then the only way on: create the house without that number and link it to the master afterwards. The shipment named may be a deleted one, so Open can land on a deleted record.
Overweight check — for each container it adds up the gross weights of the cargo lines in it (the goods and their packing, never the empty container's own weight) and compares that total with one figure per container type, from a fixed table of seven types (20GP, 20RF, 40GP, 40HC, 40RF, 40RH, 45HC). The table mixes payload-class and whole-container gross figures and adds no tare: a 20GP is refused above 28,230 kg of cargo, while a 40HC passes up to 30,480 kg of cargo, which is the whole box's gross limit and more than its payload. Treat a pass as "not clearly over", not as proof the load is legal. A container type outside the table (20HC, open top, flat rack, tank) is not checked. On shipments it blocks Create; on quotes it is a warning.

Troubleshooting

The panel says	What to do
Assist is unavailable in this account or form.	Select Try again first: the panel also shows this when it could not reach the server for a moment. If it stays, Assist is turned off for your account or not open to your role. Ask an admin.
AI is turned off for this account. An owner can turn it on in Settings.	Ask an account owner to turn AI on.
Linbis Assist is turned off for this account.	Ask an admin to turn it on.
Linbis Assist covers air and ocean today. This looks like neither.	The shipment is by truck or multimodal. Fill it by hand.
Choose a PDF or a supported image	The file type is not read. Save it as PDF, or paste its text.
This file is larger than 10 MB	Split or compress the PDF, or photograph the pages you need.
Couldn't read this file — you can still paste its text · The document could not be read. Try a clearer scan, or paste the text instead.	Try a sharper scan or photo, or switch to Text and paste.
That is longer than 12,000 characters. Trim it and try again.	Paste only the part that describes the cargo and the move.
More than 60 pages — remove a file, or fill from the ones you need	Leave out the files you do not need; add them later with Add a document.
Read 30 of 42 pages — pages 31–42 not read	The file is over the page limit. If the missing pages matter, fill again from them with Add a document.
Read the unread pages again	Some pages failed to read. Select it to try those pages again.
Nothing to fill was found in 2 pages. · Nothing was filled from this document.	Check that the pages are readable, then Start over — or type the values yourself.
Stopped at page 3 of 8 — nothing was filled. Your files are still attached.	You stopped the read. Select ✦ Autofill to start again.
You have reached today's extraction limit. It resets at midnight UTC.	Fill by hand until the limit resets.
Too many requests. Try again in a moment.	Wait a moment and try again.
The extraction service is unavailable right now. Try again in a few minutes. · Document reading is unavailable right now. Try again in a moment.	A temporary outage. Try again later, or fill by hand.
That took too long. Try again, or paste a shorter excerpt. · Reading took too long. Your form is unchanged. Start over to try again.	Try again, or give it fewer pages or a shorter paste.
This reading session expired. Start over to read your files again.	Select Start over and attach the files again.
The files could not be read. Try again, or paste their text. · The values could not be extracted from this input.	Try again; if it fails twice, paste the text instead.
This account cannot run extractions right now.	Ask an admin — the account's AI usage is blocked.
This text cannot be processed. · This request cannot be processed.	Linbis refused this content. Fill the form by hand.
The form changed. Open Assist from the current form.	The form you started from was replaced. Open the panel again from the form on screen.
Something went wrong on our side and nothing was created. Try again, and tell support if it happens twice.	The record was not created. Try Create again; contact support if it fails twice.

Fill a new record with Linbis Assist

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