What M&H Clearing & Forwarding is
A job card, cost assessment and document archive system for M&H Clearing and Forwarding, an agent handling consignments across Kenya and Tanzania from Nairobi, Mombasa and Arusha. It replaces scattered spreadsheets with one record per consignment.
Each file gets a numbered job card with cargo, transport, customs and delivery details, and a cost build-up that converts charges from nine currencies into the job currency. The printable assessment separates pass-through duties and taxes from freight and agency charges. Every customs and client document is attached to the job and searchable later. Invoicing stays in the client's Tally accounts; the system keeps only the invoice number.
How M&H Clearing & Forwarding works
Overview
A job card, cost assessment and document archive system for M&H Clearing and Forwarding, which clears consignments through both the Kenya Revenue Authority and the Tanzania Revenue Authority from Nairobi, Mombasa and Arusha. Each consignment becomes a numbered job with its cargo, customs details, costs and documents in one place. We built it directly rather than adapting a CRM, because invoicing stays in Tally and the real need was cost tracking and document management.
Who uses it
- Admin — full access, including staff accounts.
- Accounts — job cards, costs, assessments, the invoice reference, documents and clients, without staff management.
- Operations, clerks and viewers — progressively narrower access to job cards and documents, with costs, assessments and the invoice reference hidden.
Main modules
- Job cards — file details, cargo, transport, customs, delivery, invoice reference and notes, numbered automatically in sequence each year.
- Assessment report — a cost build-up with live totals, where each charge carries its own currency and exchange rate.
- Printable assessment — charges grouped into pass-through disbursements and freight, agency and other charges, ready for the client.
- VAT helpers — Tanzanian VAT entered by hand, with one-click options to add 18% on top or work out the 18% already included.
- Documents — uploads against a job across 20 document types, including revenue authority, ICD, customs and client papers.
- Archive — search across every document ever uploaded.
- Clients — company, contact, country and tax PIN or TIN.
- Staff — user accounts and roles.
How it works
- Open a job card for the consignment; it takes the next number for the year.
- Capture the cargo, transport, customs and delivery details.
- Add charge lines such as freight, clearing, ICD, port, customs duty, import VAT, storage, insurance and agency fee, each in its own currency. The system converts them into the job currency, which defaults to Tanzanian shillings, from a choice of nine currencies.
- Print the assessment for the client. Duty, VAT and other costs recharged at cost sit apart from freight and agency charges, so they are not mistaken for revenue.
- Upload documents as they arrive, tagged by type and indexed against the client, bill of lading or air waybill, and entry number.
- Record the Tally invoice number against the job.
- Find any document later by name, note, job number, client, bill of lading, entry number, type or date range.
Platforms and access
- Web application for staff across the Kenyan and Tanzanian operations.
- Staff sign in to use it, and documents open only for signed-in users.
- Role-based access, enforced by the system itself rather than just hidden on screen.
