Tracking landed cost calculation automation

Purpose

1.1. Automate the end-to-end capture, calculation, and tracking of landed cost for each imported product, incorporating purchase price, freight, duties, taxes, insurance, warehousing, and last-mile delivery.
1.2. Enable accurate per-unit margin analysis, automate multi-vendor reconciliation, and trigger threshold-based notifications for cost overruns or profit changes.
1.3. Ensure regulatory compliance by maintaining verifiable auditable logs for all landed cost calculations and data inputs.

Trigger Conditions

2.1. Supplier invoice upload or receipt.
2.2. Freight or shipping document intake (customs, bills of lading, airway bills).
2.3. Manual or API update of exchange rate.
2.4. New inventory arrival scan or registration event.
2.5. Customs declaration or new duty/tax rate publication.
2.6. Manual override of landed cost parameters by authorized user.

Platform Variants

3.1. QuickBooks Online
• Feature: API endpoint `/purchase` and `/bill` for invoice data capture and cost extraction.
• Setting: Webhook for new purchase bill triggers.

3.2. SAP Business One
• Feature: Service Layer `PurchaseInvoicesService` for importing itemized vendor invoices.
• Setting: Scheduled polling on new document creation.

3.3. Xero
• Feature: API `Invoices` and `Receipts` endpoint for real-time entry import.
• Setting: “New Invoice” webhook event.

3.4. Microsoft Power Automate
• Feature: Custom connector for “When a file is created in OneDrive/SharePoint” event.
• Setting: Flow logic to parse invoice PDF/XLS and trigger cost calculation.

3.5. Google Sheets API
• Feature: `spreadsheets.values.append` for capturing user-edited rows.
• Setting: Scripted trigger on relevant sheet update.

3.6. Zoho Inventory
• Feature: Webhook for new purchase order event and landing-cost field.
• Setting: Automated update and notification logic.

3.7. Airtable
• Feature: Automation “Record updated” for landed cost table.
• Setting: Formula fields for dynamic landed cost breakdown.

3.8. ShipStation
• Feature: API `/shipments` endpoint for freight and logistics cost ingestion.
• Setting: Trigger for “Shipment Imported” event.

3.9. UPS (United Parcel Service) API
• Feature: ‘Rating API’ to fetch real shipment fees for cost attribution.
• Setting: Authentication and cost mapping.

3.10. DHL XML Services
• Feature: `ShipmentTracking` and `Duty Tax` calculation endpoint.
• Setting: Automated lookup per shipment’s reference.

3.11. FedEx Web Services
• Feature: Endpoint for customs/duty estimate and shipping fee breakdown.
• Setting: Periodic cost revalidation task.

3.12. Wise (formerly TransferWise)
• Feature: Batch currency conversion rate API.
• Setting: Poll for latest rates before cost posting.

3.13. Plaid
• Feature: Bank feed and transaction parser for payment verification.
• Setting: Match payments to corresponding invoices.

3.14. Customs Authority Portal (South Africa, Nigeria, Ghana, etc.)
• Feature: Public/exported API for tariff and regulatory fees.
• Setting: Scheduled fetch of new rates.

3.15. HubSpot CRM
• Feature: Workflow automation on new supplier records or deals.
• Setting: Populate supplier-specific costing rules.

3.16. Slack
• Feature: Incoming webhook for cost-threshold alerts.
• Setting: Channel-level notifications for overrun triggers.

3.17. Notion API
• Feature: Sync “Import Operations” database with landed cost changes.
• Setting: Automated status page update.

3.18. Monday.com
• Feature: Item update automation for shipment cost inputs.
• Setting: Notification & escalation logic.

3.19. NetSuite
• Feature: SuiteScript 2.0 workflows on Purchase Order receipt.
• Setting: Scheduled or real-time landed cost computation.

3.20. Odoo ERP
• Feature: Automated action on Purchase, Inventory, and Accounting modules.
• Setting: Conditional triggers for landed cost recalculation.

3.21. Make.com (formerly Integromat)
• Feature: Multi-platform scenario for automating chained invoices and cost inputs.
• Setting: Logic to aggregate all import cost elements.

3.22. Dropbox
• Feature: File webhook (API /events) for cost-supporting docs ingestion.
• Setting: Detect new document in landing cost folder.

3.23. Stripe
• Feature: Invoice payment event for cost confirmation.
• Setting: Match inbound supplier payments with invoice status.

Benefits

4.1. Eliminates manual calculation and reduces costly errors.
4.2. Provides real-time landed cost visibility for rapid pricing and margin adjustments.
4.3. Ensures compliance with audit-ready digital trails.
4.4. Enables dynamic, threshold-based notifications and escalations.
4.5. Reduces admin overhead and shortens supplier reconciliation cycles.
4.6. Enhances negotiation leverage with cost transparency across shipments.