In an increasingly regulated and digitalised environment, proper information management has become a fundamental pillar for companies in the logistics and transport sector.

The Tax Administration Service (SAT) records 97,662 taxpayers captured in Carta Porte , between 2022 and 2023, 569 million 676 thousand 665 CFDI with Carta Porte Complement were issued, documentation that to date continues to have changes and requirements to be able to transport merchandise in the country and that represents an important challenge for companies.

The government, through the SAT, is intensifying controls by capturing and verifying data at a national level, so, according to Rafael Tiempo, Business Development Manager at Carvajal , “ it is not just about complying with a tax requirement, but about ensuring the quality and accuracy of the data that defines the entire logistics operation .”

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He pointed out during the Smart Logistics event, “The Future of Efficient Mobility” organized by Tiastica , that this change implies that every detail in the documentation, from requests to payroll data of carriers, becomes a critical element that can determine the fate of an operation.

The risks of manual information and outsourcing

One of the most important points highlighted by Rafael Tiempo is the problems faced by companies that still depend on manual processes for issuing invoices and capturing data.

“Manual intervention in the generation of invoices leaves a margin of error that can trigger in-depth audits and significant sanctions, even leading to the retention of goods,” Tiempo warned.

He also pointed out that the incorrect use of customs declarations, such as invoicing 400 units when the customs declaration corresponds to 200, can alert the SAT and show the need to have precise information in each operation.

Furthermore, the risk of outsourcing without adequate controls becomes a gateway for fraudulent practices or errors that affect the fiscal health of the company.

The solution: integrated technology and processes , since Rafael Tiempo explained that integrating technological solutions not only automates processes, but also minimizes the risk of human errors , protecting the company from costly audits and sanctions.

In addition, ongoing training and updating of internal processes becomes essential to adapt to the new regulations.

For his part, Sergio Pastrana, Leader of the Complementary Bill of Lading Product at GS1 Mexico , provided a complementary vision focused on the importance of standards to facilitate logistics and commercial operations.

Pastrana stressed that standardization allows for automatic and homogeneous communication between the contractor’s system and the carrier’s system, significantly reducing errors due to manual entry.

During his speech, he presented data obtained from surveys conducted at the end of last year, which showed that 19% of the industry uses its own transport or hires transport services.

Furthermore, 38% operate through companies that manage transport and only 10% use specialised software to issue the Bill of Lading Supplement.

Another fact that he shared indicates that 36% of companies, even after three years of implementing the Carta Porte regulations, still do not issue the supplement and another 36% delegate this task to the logistics company or to accredited suppliers.

Pastrana emphasized the need to train and properly prepare the information, since ” if the data is not organized and validated properly, the Carta Porte Supplement may not be valid .”

He also stressed the importance of having technological processes that allow for the automatic validation of product and service codes, preventing errors in information from invalidating tax documents.

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