Export

You come back from the fair with contacts, and the follow-up sinks into email.

Rocketly links international buyer enquiries from trade fairs, marketplaces, multilingual web forms and email to a single record. Proforma and sample steps, payment-term talks, the document checklist and shipment coordination move on one board.

Where Buyer Follow-Up and Documents Scatter in Export

Buyer enquiries from fairs and B2B marketplaces land in several different inboxes; no shared record shows which country asked about which product, or who answered.

The proforma is built in a spreadsheet and emailed; nobody tracks whether the buyer opened it, which revision is current, or whether the offer has already expired.

Sample shipments are followed verbally; whether the sample arrived and whether the buyer sent feedback stays off everybody’s screen for weeks at a time.

Payment terms and letter-of-credit conditions get argued out in long email chains; what was agreed and which document was requested stay buried inside the thread.

Certificates of origin, packing lists and inspection certificates sit with different people; one missing document spotted late forces the whole shipment plan to be rebuilt.

How International Buyer Enquiries Reach You

Email

Email is the backbone of foreign trade; enquiries, proformas, documents and bank correspondence land on the same buyer record and merge into one history.

WhatsApp Business

Buyers in nearby markets ask confirmation and delivery-date questions here, and template messages schedule sample and shipment updates.

Personal WhatsApp Line

Many export specialists write to buyers from a personal number. Connect that line and the history stays with the company when the specialist moves on.

A common line for buyers and agents across CIS and Central Asian markets; those messages collect in the same shared inbox.

Multilingual Web Form and Chat Widget

Enquiries from visitors on your English or Russian site become records directly, with country and product group fields doing the first sorting.

Trade Fair and Marketplace Lists

Cards collected at fairs and marketplace enquiry lists are imported, and the source tag lets you report which fair actually produced business.

Which Part of the Export Workload Rocketly Takes Over

Collect International Buyer Enquiries in One Inbox

Email, WhatsApp Business and a personal line, Telegram, multilingual web forms and the chat widget merge on one screen. Rocketly supports 12 channel types; you decide which line opens in which market.

Give the Export Process Real Stages

Build your own flow: Enquiry → First Talks → Proforma → Sample → Payment Terms → Order Confirmation → Shipment → Collection. The board shows which buyer is waiting at which step.

Put the Proforma and Its Revisions on the Record

Build the proforma line by line as a PDF with the quote module and share it through a buyer-specific link. Views, revision rounds and the validity date stay on the record, so version confusion ends.

Turn the Sample Process Into Tasks

Sample request, preparation, dispatch and feedback each open as a task. The tracking number and dispatch date are written to the record, and if no feedback arrives, a reminder task lands with the owner.

Anchor Payment Terms and the Document List

Terms such as letter of credit, advance payment or cash against documents, plus the documents the buyer requires, live in custom fields. What was agreed and who owes which document reads off one screen.

Make the Document Checklist a Task List

Build a checklist for the invoice, certificate of origin, packing list and required certificates, so each document shows an owner and a status. Your customs broker and forwarder keep working in their own systems.

Run Post-Fair Follow-Up by Segment

Import the cards and forms gathered at the fair, then segment by country and product group. A first-touch draft is prepared, and the team approves the wording and the recipient list before it goes out.

Report on Markets and the Buyer Pipeline

With 38 report types you judge from your own data which country, which product group and which trade fair actually turn into proformas and orders.

Multilingual Threads and Time-Zone Notes

The interface is available in 3 languages. The buyer’s working language and time zone are written to the record and follow-up tasks are planned around them, so the morning shift knows which market is awake.

Ready to bring the customer communication you connect into one shared workspace?

Configure your process, team and connected sources at a pace that fits your operation.

What AI Eases in Export Correspondence and What It Never Owns

AI can prepare drafts and summaries from conversation context; your team decides what is shared with customers.

Drafts Replies Across Languages

It drafts answers to product, capacity and delivery-term questions from your knowledge base; the export specialist edits and decides what goes out.

Writes the First-Touch Email as a Draft

AI Email Writer produces an introduction draft from a fair or marketplace record, and the team adapts the wording to the market.

Summarises Long Buyer Threads

It condenses proforma, sample and document correspondence spanning months, so a new owner does not have to read the history from the start.

Makes No Customs, Freight or Payment Promise

AI does not commit to customs processing time, freight pricing or acceptance of letter-of-credit conditions. Those run with your broker, carrier and bank, and the team makes the call.

How an Export Enquiry Runs From Proforma to Shipment

01 · CONTROLLED HANDOFF

Taking a buyer met at a fair through to proforma

The fair list is imported via CSV or Excel, and every record is tagged with country, product group and fair name.

AI Email Writer prepares the first-touch draft; the team adapts it to the buyer’s language and decides what goes out.

A buyer who replies moves to First Talks, an export specialist is assigned and the requirement note is written to the record.

The proforma is built in the quote module and shared with a validity date through a buyer-specific link.

Views land on the record, and if no answer arrives in the window you set, a follow-up task opens for the specialist.

Following a sample request through to feedback

The buyer’s sample request is noted on the record, and preparation, packing and dispatch open as tasks.

After dispatch the tracking number and date are written to the record, while the carrier handles the physical movement.

If no feedback arrives by the point you defined, a reminder task lands with the export specialist.

Incoming feedback is written to the record, and a positive response moves it into the payment-terms stage.

Settling the payment terms and document list

The agreed payment terms, currency and delivery terms go into custom fields instead of staying inside the thread.

The documents the buyer requires become a checklist, and each document gets an owner.

Steps running with the bank and the customs broker are logged as notes, recorded as status without any timing commitment.

Once the terms are settled the record moves to Order Confirmation, and the contract attaches to the same record.

Completing the shipping documents without gaps

When the shipment plan is created, the document checklist turns into tasks for the responsible people.

Each document shows its status — in preparation, under approval, complete — and anything missing sits at the top of the list.

Correspondence with the forwarder and the customs broker attaches to the same record, so the team works from one history.

After shipment a collection follow-up task opens and the process is assessed by market in the reports.

Export Automations a Foreign Trade Team Can Build

Use these examples to discuss triggers, owners and review points before configuring your own process.

New International Enquiry Intake

So an enquiry from the multilingual form never sits without a market owner

Trigger: a new enquiry record arrives from the multilingual web form.

Condition: route to the right market owner based on the country and product group fields.

Action: move the record to First Talks, add the language and time-zone note and prepare a reply draft.

If nobody makes contact within the window you set, the export manager gets a notification.

Sample Feedback Follow-Up

So a dispatched sample is not quietly forgotten

Trigger: a sample dispatch date is written to the record.

Condition: the period you defined has passed with no feedback note entered.

Action: open a reminder task for the specialist and prepare a follow-up message draft.

Wording and send approval stay with the team under your export policy.

Post-Fair First-Touch Queue

So the fair list gets queued instead of scattering

Trigger: new records are imported carrying a fair tag.

Condition: an owner is assigned by country and product-group segment.

Action: a first-touch task opens on every record and AI Email Writer prepares the draft.

Records that reply move to the proforma stage; the rest go to the second-touch list.

Connections That Feed a Foreign Trade Operation

Connect native channels directly, or use a webhook for an existing tool — each card makes Rocketly’s role clear.

Email (IMAP/SMTP)

Native connection

International buyer correspondence tied to a single buyer record

WhatsApp Business API

Native connection

Confirmation threads and template updates in nearby markets

Native connection

Buyer lines across CIS and Central Asian markets attached to the record

CSV / Excel Import

One-time import

One-time import of trade fair and marketplace lists

Google Drive

File / reference link

Reference links to proforma, certificate of origin and certificate files

Google Ads

Lead source

Tracking enquiries from overseas search campaigns by source

Where to Begin Setting Up Export Operations

Use these steps to review your process, responsibilities and permissions before going live.

Build the market structure and team roles

Define market owners by country and region, and use roles to limit which specialist sees which buyer, price information and document.

Name the export stages

Build the Enquiry → First Talks → Proforma → Sample → Payment Terms → Order Confirmation → Shipment → Collection flow after how your company actually operates.

Add foreign trade fields to the buyer record

Define country, product group, working language, time zone, payment terms, currency and delivery terms as fields; your reports feed from them.

Connect channels and import the fair list

Connect email first, then add the WhatsApp and Telegram lines your markets use, and import fair and marketplace lists via CSV or Excel.

Build the document checklist and the first three flows

Try the document template, sample follow-up and post-fair first-touch flow on sample records first, and only then open them to live buyer contact.

Set the reports and the system boundary

Build country, product group and fair source reports. Customs broker software, forwarder portals and bank screens run in parallel; Rocketly is the communication and document coordination layer.

Rocketly Capacity for an Export Operation

Channel types where international buyer messages converge

Ready templates for proforma and post-fair follow-up

Report types measuring markets and the buyer pipeline

Interface languages used in export correspondence

The operational examples on this page are not guaranteed outcomes. What is available and how it performs depend on your process, connected sources, permissions and team use.

What Export Companies Ask About a Foreign Trade CRM

Rocketly is a CRM layer for international buyer communication and the pre-order process: enquiries from fairs, marketplaces, web forms and email attach to a single record, proforma and sample steps are tracked, payment terms and the document list stay on the record, and shipping documents become tasks. Customs broker software, forwarder portals and bank screens keep running in parallel.

Yes. The quote module produces line-by-line PDFs, copies recurring proformas and provides quote analytics. You share it through a buyer-specific link, and views, revision rounds and the validity date stay visible on the record. An approved proforma moves into order confirmation, and if needed the Contracts module attaches the export agreement to the same record.

You note the sample request on the buyer record and turn preparation, packing, dispatch and feedback into tasks. After dispatch you write the tracking number and date to the record, and if no feedback arrives by the point you defined, a reminder task opens for the owner. The carrier performs the physical movement; Rocketly keeps the process and the correspondence on record.

Yes. Payment terms, currency, delivery terms and the documents the buyer requires live in custom fields and a checklist, so what was agreed does not get lost inside an email chain. Steps running with the bank are logged as notes on the record. Rocketly is not a banking system and makes no commitment about whether letter-of-credit conditions will be accepted.

No. Customs declarations, broker software, forwarder portals and the transport operation all run in their own systems. Rocketly works alongside them as the communication and document coordination layer: the document checklist, owner assignment, correspondence history and task tracking sit here. Processing times depend on the customs authority, the carrier and the bank, and no promise is made about them.

You bulk import through CSV, Excel, VCF or Google Sheets, mapping name, company, country, email, phone and custom fields. After import you segment records by country, product group and fair name, then prepare a first-touch draft per segment. Running a small sample file first to check the field mapping is recommended before the full import.

The interface is available in 3 languages: Turkish, English and Russian. The buyer’s working language and time zone are stored on the record and follow-up tasks are planned around them. AI Email Writer and reply suggestions produce multilingual drafts; the team edits them and decides what goes out, so tone control per market stays with you.

Yes. Email, WhatsApp Business, a personal WhatsApp line, Telegram, SMS, multilingual web forms and the chat widget all land in the same inbox once connected and match against the buyer record. Rocketly supports 12 channel types in total; which ones open depends on your account configuration and plan.

Yes. There is a free plan with no time limit and no credit card required; it is enough for a handful of people to trial the shared inbox, buyer records and the proforma flow. AI output, advanced workflows, multi-channel connections and part of the reporting sit in paid plans. You can compare what belongs to each plan on the pricing page.

Related Industries

Similar workflows — you might also be interested.

Wholesale Trade

The same range sold domestically through dealers and discount tiers.

Manufacturing

The plant side where capacity plans and lead times feed the export order.

Shipping & Logistics

The carrier side running the shipment plan, freight and delivery coordination.

Export Consulting

Advisory work on market research, incentives and trade regulation.

Export / Foreign Trade Companies

Keep the Buyer, the Proforma and the Document List on One Record

Hold the sample step, the payment terms and the shipping documents in one workspace.

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You come back from the fair with contacts, and the follow-up sinks into email.

Where Buyer Follow-Up and Documents Scatter in Export

How International Buyer Enquiries Reach You

Email

WhatsApp Business

Personal WhatsApp Line

Telegram

Multilingual Web Form and Chat Widget

Trade Fair and Marketplace Lists

Support Export / Foreign Trade Companies work without giving up control

Reply drafts

Configured actions

Review stays with you

Human handoff

Research Export / Foreign Trade Companies prospects with a reviewable process

Research by criteria

Review the context

Start the record deliberately

Which Part of the Export Workload Rocketly Takes Over

Collect International Buyer Enquiries in One Inbox

Give the Export Process Real Stages

Put the Proforma and Its Revisions on the Record

Turn the Sample Process Into Tasks

Anchor Payment Terms and the Document List

Make the Document Checklist a Task List

Run Post-Fair Follow-Up by Segment

Report on Markets and the Buyer Pipeline

Multilingual Threads and Time-Zone Notes

What AI Eases in Export Correspondence and What It Never Owns

Drafts Replies Across Languages

Writes the First-Touch Email as a Draft

Summarises Long Buyer Threads

Makes No Customs, Freight or Payment Promise

Everything You Need in One Platform

Find the right demand

Keep every response in context

Turn follow-up into momentum

How an Export Enquiry Runs From Proforma to Shipment

Taking a buyer met at a fair through to proforma

Following a sample request through to feedback

Settling the payment terms and document list

Completing the shipping documents without gaps

Export Automations a Foreign Trade Team Can Build

New International Enquiry Intake

Sample Feedback Follow-Up

Post-Fair First-Touch Queue

Connections That Feed a Foreign Trade Operation

Where to Begin Setting Up Export Operations

Rocketly Capacity for an Export Operation

What Export Companies Ask About a Foreign Trade CRM

01What does Rocketly do as a foreign trade CRM for an export company?

02Can I prepare and track proforma invoices from Rocketly?

03How do I follow a sample shipment?

04Are letter-of-credit and payment-term details kept on the record?

05Do customs and freight processes run through Rocketly?

06How do I import the cards and forms collected at a trade fair?

07How do I correspond with buyers across languages and time zones?

08Do WhatsApp and email threads with buyers land in one place?

09Is there a free plan for a small export team?

Related Industries

Keep the Buyer, the Proforma and the Document List on One Record

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