Food Export / Trading
ZenTraq for Food Export businesses manages the complete international trade workflow — from buyer inquiry and sample management through quality certification, shipment logistics, and trade documentation. Designed for commodity exporters, food processors, and trading companies.
Prerequisites
- Organization registered with Industry Profile set to "Food Export / Trading"
- Product catalog (commodities) configured with HS codes
- Quality check parameters defined per product
- Trade document templates configured
Modules Available
| Module | Purpose |
|---|---|
| Leads (Buyers) | International buyer inquiries |
| Contacts (Buyers) | Buyer and importer database |
| Accounts (Companies) | Trading companies and importers |
| Deals (Shipments) | Track orders and shipments |
| Samples | Manage sample requests and dispatch |
| Trade Documents | Bills of lading, certificates, invoices |
| Quality Checks | Lab reports and certifications |
| Shipments | Container tracking and logistics |
| Invoices | Proforma and commercial invoices |
| Quotes | Price quotations for international buyers |
Terminology
In Food Export mode:
| Standard Term | Export Term |
|---|---|
| Deals | Shipments / Orders |
| Products | Commodities |
| Meetings | Buyer Meetings |
Default Pipeline
| Stage | Probability | Description |
|---|---|---|
| New Inquiry | 5% | Buyer reached out |
| Sample Requested | 15% | Buyer requires product samples |
| Sample Dispatched | 25% | Samples sent to buyer |
| Sample Approved | 40% | Buyer confirmed quality acceptance |
| Quotation Sent | 55% | Commercial offer shared |
| Order Confirmed | 70% | Purchase order received |
| In Production | 75% | Goods being prepared |
| Quality Check | 80% | Lab testing underway |
| Ready to Ship | 85% | Goods packed, documentation prepared |
| Shipped | 90% | Container dispatched |
| Delivered | 95% | Goods reached destination |
| Payment Received | 100% | Transaction complete (Won) |
| Lost | 0% | Deal did not close (Lost) |
Getting Started
1. Configure Commodity Catalog
- Navigate to Products and create entries for each export commodity.
- For each product, configure:
| Field | Description |
|---|---|
| Product Name | e.g., "Basmati Rice 1121 Steam" |
| HS Code | Harmonized System code for customs classification |
| Specifications | Grade, moisture content, packaging options |
| MOQ | Minimum Order Quantity |
| Price | FOB/CIF rate per unit |
| Certifications | FSSAI, ISO, HACCP, Organic, Halal |
| Origin Country | Country of production |
2. Define Buyer Sources
| Source | Description |
|---|---|
| Trade Portals | IndiaMART, TradeIndia, Alibaba |
| Trade Shows | Food exhibitions and expos |
| Embassy Referrals | Government trade facilitation |
| Existing Buyers | Repeat orders and referrals |
| LinkedIn / Direct | Outbound prospecting |
| Trade Boards | APEDA, MPEDA, Spices Board |
3. Configure Quality Parameters
Define testing parameters per commodity:
| Parameter | Method | Acceptable Range |
|---|---|---|
| Moisture | Oven Drying | < 12% |
| Aflatoxin | HPLC | < 10 ppb |
| Pesticide Residue | GC-MS | Below MRL |
| Foreign Matter | Visual | < 0.5% |
| Broken/Damage | Visual | < 5% |
Day-to-Day Workflow
Capturing Buyer Inquiries
When an international buyer inquires:
- Capture company and contact information.
- Record inquiry specifics:
| Field | Description |
|---|---|
| Company Name | Importer or trading company |
| Country | Destination market |
| Products Interested | Commodities requested |
| Quantity Required | Volume and frequency |
| Incoterms | FOB, CIF, CFR, EXW |
| Required Certifications | Compliance needs |
| Target Price | Buyer's expected pricing |
| Destination Port | Final delivery point |
Sample Management
- From the lead record, click Create Sample Request.
- Configure sample details:
| Field | Description |
|---|---|
| Product and Grade | Specific commodity variant |
| Sample Quantity | Amount to send |
| Shipping Method | Courier, air cargo |
| Tracking Number | Shipment reference |
| Expected Delivery | Estimated arrival date |
- Track sample progression:
Requested → Prepared → Dispatched → Received → Approved / Rejected- Record buyer feedback upon sample evaluation.
Order and Shipment Processing
When a buyer confirms:
- Create Shipment from the qualified lead.
- Configure order parameters:
| Field | Description |
|---|---|
| Products and Quantities | Items with volumes |
| Price per Unit | Negotiated rate |
| Total Value | Order amount |
| Incoterms | Shipping terms (FOB, CIF, CFR) |
| Payment Terms | LC, TT, advance percentage |
| Shipping Line | Logistics provider |
| Container Type | 20ft, 40ft, Reefer |
| ETD / ETA | Departure and arrival estimates |
| Destination | Port and country |
Quality Checks
Before shipment:
- Create Quality Check linked to the order.
- Record:
| Field | Description |
|---|---|
| Lab Name | Testing laboratory |
| Report Number | Certificate reference |
| Parameters Tested | Tests performed with results |
| Result | Pass / Fail / Conditional |
| Certificate | Uploaded PDF report |
- Link QC report to the shipment for compliance documentation.
Trade Documents
Generate and track required export documentation:
| Document | Purpose |
|---|---|
| Proforma Invoice | Initial quotation for buyer |
| Commercial Invoice | Final billing document |
| Packing List | Box, bag, and weight details |
| Bill of Lading | Shipping line receipt |
| Certificate of Origin | Country of origin proof |
| Phytosanitary Certificate | Plant health clearance |
| FSSAI Certificate | Food safety certification |
| Insurance Certificate | Cargo coverage |
| Fumigation Certificate | Pest treatment proof |
Each document status: Draft → Prepared → Sent → Acknowledged.
Payment Tracking
| Field | Description |
|---|---|
| Payment Method | Letter of Credit, TT, Advance |
| LC Details | Issuing bank, LC number, expiry |
| Payment Milestones | Advance, against documents, on delivery |
| Outstanding Amount | Balance due tracking |
Key Features
Buyer Database
- Company profiles with complete trade history
- Country-wise segmentation for targeted outreach
- Import license and registration tracking
- Order frequency and payment reliability rating
Shipment Tracking
- Container status updates throughout transit
- ETA notifications for buyer and internal team
- Multi-container support for large orders
- Integration with shipping line tracking
Document Compliance
- Country-specific document checklists
- Expiry alerts for time-sensitive certifications
- Auto-populated common fields across documents
- Template-based generation for recurring shipments
Quality Certification Repository
- Centralized lab report storage
- Certificate validity tracking with expiry alerts
- Batch-wise quality records for traceability
- Rejection analysis and vendor quality scoring
Best Practices
Recommendations
- Organize buyers by country — Use Accounts to group importers geographically for targeted communication and compliance tracking.
- Maintain certification validity — Set expiry alerts for FSSAI, Organic, and other time-limited certifications to avoid shipment delays.
- Track LC expiry dates — Create tasks with reminders for Letter of Credit deadlines to prevent financial exposure.
- Document everything — Complete trade documentation is essential for customs clearance and dispute resolution.
- Use WhatsApp for updates — Template messages for sample dispatch, shipment notifications, and payment reminders maintain buyer engagement.
- Monitor quality trends — Track QC pass/fail rates per commodity and supplier to identify quality issues early.
Related: Quality Checks | Trade Documents | Invoices & Quotes | Vendors