What is the best way to manage export documentation when you have factory/warehouse in other city 1000 KMs away?

The best way is to have export/import third party agent working in close distance with customs. All we need is to send all required docs by email to the agent.

e mail communication is a best way and contact mobile phone also

AT first arrange the readiness time of cargo with our warehouse to start arrange pickup of shipment before cutoff of vessel at least 3 days to avoid any risk & delaying & to be in safe side with customs clearance step

Secondly all document for clearance supposed be ready before containers loading to get clearance step easy as you can

Ref to DOCS with sea line after container gate in by e-mail after confirm final data of shipment (NO OF PCS) & G.W & N.W

Receive BL draft from sea line before vessel departure to check all BL points & to confirm it with consignee to avoid any fines, then confirm it with sea line

After vessel departure release originals of BL or TLX copies as agreement with customer then send it to him 

REACH AGREEMENT WITH THE BUYERS TO  INCOTERMS 'DELIVERED EX-BENEF WAREHOUSE (WHERE EXPORTER IS RESPONSIBLE TO DELIVER THE GOODS EX-WAREHOUSE AND BUYERS WILL ARRANGE FREIGHT FROM BENEF WHS TO BUHYERS DESTINATION OR REACH AGRFEEMENT ON INCOGTERMS CPT BUYHERS DESTINATION, WHERE EXPORTER IS RESPONSIBLE TO PAY FOR THE FREIGHT CHARGES FROM BENEF WHS TO BUYERS DESTINATION AND CLAIM FROM BUYERS COST OF GOODS PLUS COST OF FREIGHT CHARGES.

TRANSPORT DOCUMENTS WILL BE ARRANGED BY THE EXPORTERS DEPENDING ON THE MODE OF SHIPMENT (B/L FOR SEA SHIPMENT, ROAD WAYBILL FOR ROAD TRANSPORTATION, AND AWB FOR THE AIR TRANSPORTATION) INVOCIES AND PACKING LIST ETC. LEGALIZATION OF DOCUMENTS WILL BE DONE DEPENDING ON THE REQUIREMENT OF EXPORTING COUNTRY AND IMPORTING COUNTRY 

AS REGRDS PROTECTION OF INTEREST OF EXPORTER, BEST PROTECTION IS ADVANCE PAYMENT OR SBLC.  ALTERNATIVELY, SIGHT DC.

Now I am working in Saudi arabia. 

Here we always send documents via Courier / email. 

1. Packing list, we will prepare ourself 

2. Commercial Invoice - get Chamber of Commerce stamp in near the place 

3. certificate of Origin- you will apply from online and get printout in your system

It's enough for the export documentation 

and the manifest, shipping line will provide via mail 

We can verify the Shipping Bill from Icegate website, can verify the signatures in Finacle, can verify the original Letter of credit and the endorsements from the respective LC team and can receive the scans to lodge the dosuments.

E-Mail is the best way, to manage Export Documents