ExporterOS Help & Documentation

Getting Started

ExporterOS is an all-in-one system for small export businesses. It covers the complete workflow from your first customer inquiry through to payment collection, with tools for quotations, orders, shipping documents, inventory, supplier management, and finance.

You don't need to set everything up at once. Most teams start with Inquiries and Quotations, then gradually connect the rest of the workflow as they get comfortable.

Company Setup

After signing up, go to Settings to fill in your company profile. This information appears on all your PDFs — quotations, invoices, packing lists, and more.

What to fill in

• Company name (English and local language)
• Address — shown on documents and your business website
• Phone and email — buyer contact details on PDFs
• Bank details — automatically inserted into Proforma Invoices and Commercial Invoices
• Company seal — upload an image; it prints on all documents
• Default currency — used as the starting currency for new quotations

Invite your team

Go to Settings → Team Members to add colleagues. Each person gets a specific role: Sales, Finance, Warehouse, Purchasing, or Production. They'll only see the parts of the system relevant to their job.

Managing Inquiries

An inquiry is any message from a potential or existing customer asking about your products or pricing. ExporterOS keeps every inquiry organized and helps you decide where to focus your attention.

Adding an inquiry

What the AI score means

• 80–100: Strong buying signal — clear product need, specific quantities, professional language. Prioritize these.
• 50–79: Genuine interest but still early-stage. Worth a response, but don't overinvest until they engage further.
• Below 50: Vague or likely a poor fit. Respond briefly or skip.

Creating Quotations

A quotation is a formal price offer you send to a buyer. ExporterOS generates a professional PDF quotation that includes your company header, product line items, payment terms, and signature block.

Creating a new quotation

Converting a quotation to an order

When the buyer confirms, open the quotation and click Convert to Order. All line items, pricing, and customer details transfer automatically — no re-entry needed.

Order Management

Once a quotation is confirmed, ExporterOS tracks the order through every stage until payment is collected.

Order status flow

Status updates automatically as you move through the workflow. You can also update it manually if a step is handled outside the system.

Export Documents — PI / CI / PL

ExporterOS generates the three core export shipping documents as professional PDFs. All three pull data from your order — you don't re-enter anything.

Proforma Invoice (PI)

A pre-shipment price confirmation document, often used to open Letters of Credit or request advance payment. Create a PI from any confirmed order. It includes your bank details, Incoterm, and all line items. Buyers can sign and return it to confirm the deal.

Commercial Invoice (CI)

The official invoice accompanying the goods at customs. It shows the actual transaction value, HS codes (if entered), and country of origin.

• You can create multiple draft versions before locking the final one
• Once you confirm a CI, it locks — preventing accidental edits after goods have shipped
• Only one CI per shipment batch can be confirmed (the system prevents duplicates automatically)

Packing List (PL)

A detailed breakdown of the shipment: carton count, gross weight, net weight, dimensions (L×W×H), and CBM. Created from the confirmed CI. Your customs broker and freight forwarder will ask for this.

Suppliers & Production

Work Orders

When an order needs to go into production, create a Work Order from the order detail page. The work order goes to your production team (or factory) with the product specs, quantity, and required-by date. You can track its status from the Work Orders module.

Purchase Orders

When you need to source materials or finished goods from a supplier, create a Purchase Order. Each PO is linked to one or more orders, so you always know why you're buying what you're buying.

• Set expected delivery dates and track actual arrival
• Record payments against each PO as you make them
• Outstanding payables are automatically visible in the Finance module

Supplier Profiles

Keep a full profile for each supplier: contact person, bank details, payment terms, and a history of all POs placed with them. Useful when negotiating or auditing your supply chain.

Inventory Management

ExporterOS tracks stock levels across one or more warehouses in real time.

Receiving goods

When a purchase order arrives, create a Goods Receipt. Enter what was received (which items, how many), and the stock levels update immediately. If the quantity differs from the PO, the discrepancy is recorded.

Outbound shipments

When goods leave the warehouse to fulfill an order, create an Outbound record. This deducts from inventory and links to the order. The system prevents you from shipping more than you have in stock.

Finance & Reports

Accounts Receivable

ExporterOS automatically calculates what each customer owes you based on confirmed Commercial Invoices. When a payment comes in, record it against the relevant order. The outstanding balance updates in real time. You can view a full Statement of Account for any customer as a PDF.

Accounts Payable

Based on your Purchase Orders, the system shows what you owe suppliers. Record payments as you make them. The AP view shows you exactly which POs are unpaid, partially paid, or fully settled.

Monthly and Annual Reports

The Reports page shows a month-by-month breakdown of revenue, organized by the orders that were completed in each month. Switch between years to compare performance. All figures respect the currencies of the underlying transactions.

AI Features

ExporterOS uses AI to help you work faster in specific, high-value situations. The AI is always opt-in — it never runs automatically without you asking for it.

Credits

AI features use credits from your account balance. You receive 360 credits when you sign up — more than enough to get started. You can view your balance and usage history in Settings → Credits & Services.

AI Prospecting

AI Prospecting is ExporterOS's outbound lead discovery module. Have a conversation with your dedicated AI assistant, describe your ideal buyer profile, and it automatically searches the global web for matching companies, screens them for relevance, and presents them one by one. Confirmed leads go directly into your private prospect library, ready for follow-up outreach.

How it works

Your Business Website

Every ExporterOS account can have a professional B2B product catalog website, automatically generated from your product list and hosted at a dedicated subdomain.

What you get

• A clean, mobile-responsive English-language catalog page
• Your company name, contact details, and product listings
• An inquiry form buyers can submit directly — the inquiry lands in your ExporterOS inbox automatically
• Your own subdomain: yourcompany.exporteros.com

How to set it up

You can regenerate the site anytime your product catalog changes (8 credits per regeneration).

Telegram Bot

ExporterOS includes a Telegram bot so you can stay on top of your business from your phone — no browser required.

Connecting your account

All bot commands

Install as a Phone App

ExporterOS supports PWA (Progressive Web App) — you can install it on your home screen and use it just like a native app. It loads instantly, works offline for basic navigation, and supports badge notifications on the icon.

How to install

Team & Permissions

ExporterOS uses a 9-seat role system. When you register, all 9 seats are yours — you're doing everything. As you hire, you assign seats to colleagues.

Roles

• Owner — full access to everything, including settings and billing
• Sales — customers, inquiries, quotations, orders
• Finance — receivables, payables, reports
• Purchasing — suppliers, purchase orders
• Warehouse — goods receipts, inventory, outbound
• Production — work orders

Adding a team member

Go to Settings → Team Members and click Add Member. Enter their email and select their role. They'll receive an invitation email with a login link. They log in with their own email — no shared passwords.

Data Export & Account Management

You can download a complete backup of all your business data at any time — no need to contact support.

How to export your data

Go to Settings → Danger Zone and find "Download JSON Backup." When you click it, the system bundles all your customers, inquiries, orders, products, documents, and financials into a JSON file and downloads it directly to your device. The entire process happens in your browser — we don't store a copy on our servers.

Export quota

• Accounts that have never purchased credits: 1 free export per month
• Accounts with any prior purchase: 2 free exports per month
• Beyond the free quota: 3 credits per export