SHARED

Ready-to-use outputs

Export Reviewed Shipping Data to Excel, CSV and JSON

Move reviewed document fields, container rows and cargo line items into usable files. Export corrections—not raw OCR text—to Excel workbooks, CSV, structured JSON or PDF review reports.

Try it with a document See pricing

Parsed data becomes useful only when it can move into the next system. GainingDocx separates summary fields, containers and cargo lines into practical export structures for spreadsheets, audits and system integration.

Exports are generated from the reviewed record rather than raw OCR text, preserving corrections and validation context made in the workspace.

Short answer

Updated August 4, 2026

What you can export

Reviewed records export as multi-sheet Excel workbooks with summary, container and line-item sheets kept separate; as flat CSV for systems that take files; as structured JSON that preserves row arrays for integrations; and as branded PDF review reports. Every format is generated from the corrected record, so it carries your review rather than the raw reading.

Excel with rows on their own sheets
CSV for flat operational handoff
JSON preserving line and container arrays
PDF review reports with findings included

How to Export Reviewed Document Data

01
Review the extracted document.
02
Choose the required output format.
03
Download and hand off the structured record.

Extraction only pays off at the handoff

Reading a document accurately is worth nothing if the result stays in the tool that read it. The value is realised when a container list lands in a spreadsheet, an invoice line array reaches an ERP, or a review report goes to a customer as evidence that the shipment was checked.

The design principle throughout is that structure should survive. A packing list flattened into a single row of text has lost precisely the detail that made extracting it worthwhile, so exports keep line items, container rows and charge lines as rows.

Choosing a format

Which export format suits which handoff

Format	Structure	Best for
Excel (XLSX)	Multiple sheets: summary, containers, line items	Spreadsheet work, sharing with people, audit files
CSV	One flat table per download	Systems that ingest files, bulk loading, simple pipelines
JSON	Nested objects with row arrays preserved	Integrations, APIs, anything that needs the full structure
PDF review report	Formatted document with findings alongside values	Customers, brokers, carriers, and the shipment file
Connector payload	Structured push to a downstream system	Continuous handoff without manual download

Exports carry your corrections, not the raw reading

This is a small design decision with a large consequence. Exports are generated from the current reviewed record, which means a correction made once during review is reflected in every format and every subsequent export.

It also means an export is a snapshot of a reviewed state rather than of a machine reading. If a value was confirmed by a person, the export says so; if it was flagged and left unresolved, the export carries that too. That is what makes an exported record defensible rather than merely convenient.

Field corrections made during review are included
Validation state travels with the record so a downstream system can see what was confirmed
Outstanding findings are visible rather than silently dropped
The source document remains linked, so an exported figure can be traced back

Discrepancy reports as customer-facing evidence

The PDF review report is not only an internal artefact. When a shipment has cross-document discrepancies, the report showing each finding with both source values and the documents they came from is what turns a conversation with a supplier, forwarder or carrier from an assertion into an evidenced request.

Sharing it is also how a forwarder demonstrates that a check was performed. 'We reviewed the documents' and 'here is the report showing what was compared and what was found' land very differently with a customer whose shipment was held.

Getting data into your own systems

1Decide whether the handoff is file-based or continuous — that choice determines format more than anything else.
2For file-based handoff, use Excel where people will work with the data and CSV where a system will ingest it.
3For integrations, use JSON so line-item and container arrays survive rather than being flattened.
4Map the fields you need once; the field model is stable per document type, so a mapping does not need maintaining per carrier or supplier.
5For continuous handoff, configure a connector to push reviewed records rather than exporting manually.
6Keep the PDF review report with the shipment file regardless of the machine handoff, because it is the human-readable evidence.

Shipping Data Export FAQ

What teams ask before relying on shipping data export in a live operation.

Which export formats are available?

Excel workbooks with separate summary, container and line-item sheets; flat CSV; structured JSON preserving row arrays; and branded PDF review reports. Connector payloads are available for pushing reviewed records into a downstream system without a manual download.

Are line items included?

Yes, as rows rather than flattened text. Invoice lines, cargo lines, container rows and charge lines each get their own sheet in Excel and their own array in JSON, because the line-level detail is what made the extraction worth doing.

Do exports include my corrections?

Yes. Exports are generated from the current reviewed record, so a field corrected once during review appears corrected in every format and every subsequent export. Nothing exports from the raw reading.

Do exports include validation findings?

PDF review reports show findings alongside the extracted values. Structured exports carry the validation state so a downstream system can distinguish a confirmed field from a flagged one, which matters when the receiving system needs to know how much to trust an incoming record.

Can I export several documents at once?

Yes. Shipment-level export produces a combined record covering every document grouped into that shipment, which is normally what you want for a handoff — the container list, the invoice lines and the transport references in one file rather than four separate downloads.

What is the difference between CSV and JSON here?

CSV is one flat table, so nested structure has to be either split across files or lost. JSON preserves the nesting — a shipment containing containers containing packages — which is why it is the right choice for anything programmatic. Use CSV where a system takes files and JSON where it takes data.

Can I share an export with a customer or carrier?

Yes. The PDF review report is designed to be shared, and revocable share links let you give a specific person access to a record without them needing an account. Links can be revoked, which is what makes sharing safer than emailing a file that then exists forever.

Are exports branded?

PDF review reports carry your workspace branding on paid plans, so a report sent to a customer looks like your document rather than a third-party tool's. Free-plan exports carry a watermark.

How do I push data to my TMS without downloading files?

Connectors send the reviewed record to a downstream endpoint as a structured payload when a shipment reaches the state you specify. That removes the manual export step entirely and is the right pattern once volume makes downloading impractical.

Does the export include a link back to the source document?

Yes. Records carry a reference back to the source so an exported figure can be traced to the page it came from. That trail is what lets a question asked three months later be answered from the export rather than by re-reading a PDF.

Can I choose which fields to export?

Exports cover the full extracted field set for the document type, and field selection is applied at the receiving end for most integrations. Sending everything and filtering downstream is generally more robust than filtering at source, because a field you excluded is one you have to re-export to recover.

What happens to exports if I delete a document?

Files you have already downloaded are yours and are unaffected. Deleting a document removes it and its extracted data from the workspace, so a record you may need later should be exported before deletion rather than after.