TraceRoot Onboarding questionnaire
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Welcome

Tell us how your inbound imports work

A short walkthrough so we can set TraceRoot up for your team. Take it in one sitting or come back later — your answers stay on this device until you send them to us.

  1. 1Fill in what you know. Skip anything that is not ready yet, or write TBD.
  2. 2Click Save progress anytime. You can close this tab and continue later on the same computer and browser.
  3. 3When you are done, click Download my answers and email that file to your TraceRoot contact. Attach sample letterhead or invoice PDFs in the same email if you have them.

This form is only about your inbound import flow (buying and bringing goods in).

Optional. Helps you find this draft if you return later on this device.

A. Company & setup

Who we are onboarding and how TraceRoot should run.

Trading or legal name TraceRoot will operate under.
Workflow This worksheet is for inbound import (buy / bring goods in).
ERP / accounting posture How aggressively should TraceRoot draft posts?

TraceRoot uses a shared agent mailbox with a private +tag per client. You do not need to provide an agent inbox address.

B. People & counterparties

Internal teams and external partners — names and emails used for chases and workflows.

Internal (your organization)

Pick a role from the list (or Other). Add rows if you need more people.

Name / team Role Email Notes

External (suppliers, logistics, brokers)

Pick a role from the list (or Other). Add rows if you need more counterparties.

Company / person Role Email Notes

C. Supplier catalog Inbound

Defaults used when opening a new inbound shipment.

Supplier name Email Country Incoterms Payment terms Unit

Products / SKUs (for at least one primary supplier)

Supplier SKU Description Typical qty Unit price

D. Workflow stages

Suggested inbound spine below — rename, mark N/A, set what unlocks each stage, and pick one TraceRoot capability (or none for process-only).

1. Customer order
Collect details for
2. Supplier PO
Collect details for
3. Supplier docs
Collect details for
4. Freight booking
Collect details for
5. Pay vs docs
Collect details for
6. Telex release
Collect details for
7. ISF
Collect details for
8. Vessel tracking
Collect details for
9. Customs
Collect details for
10. Drayage
Collect details for
11. Receiving
Collect details for
12. Put-away
Collect details for

Extra stages (if your process has more)

Stage name Depends on Opens when Notes

E. Deep-dives

Fill for stages you marked above. Use stage name in the first column. Start with a few rows — click Add row under each table if you need more.

E1. Documents we expect

Party-sent = counterparty emails a file. System-issued = TraceRoot generates (optionally on your letterhead).

Stage Document Required? Who sends? Sample letterhead?

E2. Failures & reminders

What goes wrong, who we chase, and how often. Sample wording optional.

Stage What goes wrong Chase whom Cadence Sample subject / notes

E3. Auto-replies (inbound mail)

Situations where an inbound email should get an automatic reply (not failure reminders).

Stage When this email arrives… Reply to Reply gist

E4. ERP posting

What should draft in accounting when a stage completes.

Stage What posts? Debit / credit notes GL labels (if known)

E5. Stage story (who talks to whom)

Narrative beats for demos — not live chase mail.

Stage From To Purpose / subject gist

E6. Stage packs (when relevant)

F. Case-wide defaults

Settings that apply once per client — not per stage.

Timing

Commercial & logistics defaults

GL display names (optional)

Labels used on draft posting lines — not necessarily QuickBooks account IDs.

Role Your GL / account label
AP / payable
Inventory / in transit
Freight expense
Duty / customs
Other

Sample documents to attach

Ready to send?

Download your answers and email the file to your TraceRoot contact. You can keep editing and download again anytime.