Batch Fill Bill of Lading Forms from Excel

VICS standard, carrier-specific, and custom BOL forms

Power PDF Filler lets dispatchers and logistics teams batch fill bills of lading directly from their shipment spreadsheet. Map shipper, consignee, freight class, weight, and commodity fields once, save the template, and generate BOLs for all your daily shipments in one click. Each row in your spreadsheet becomes one completed BOL.

What is a bill of lading?

A bill of lading (BOL) is a legally binding document issued by a carrier to a shipper that serves three functions: it is the receipt at pickup confirming the carrier took possession of the freight, the contract during transit defining the terms of carriage, and the document of title that can transfer ownership of goods.

The most common standard is the VICS (Voluntary Inter-Industry Commerce Standards) bill of lading, used throughout the retail and general freight industry. Carrier-specific BOLs from major LTL and truckload carriers follow the same general structure but may include additional fields for carrier-specific requirements.

A standard BOL contains 30 to 50 fillable fields including shipper and consignee information, freight descriptions, weights, piece counts, freight class, NMFC numbers, handling instructions, hazmat indicators, and carrier details. Filling these forms accurately is critical — errors can cause shipment refusals, reclassification charges, delivery failures, and disputes.

Who needs to batch fill bills of lading?

  • Dispatchers and operations teams — Generating BOLs for all outbound loads each morning from the dispatch spreadsheet instead of filling each one individually.
  • Shippers and manufacturers — Companies shipping multiple loads per day to different consignees. Export order data from your ERP or WMS, batch fill all BOLs, and hand them to the dock crew.
  • Freight brokers and 3PLs — Brokers arranging shipments across multiple carriers who need BOLs for every load they book. One template per carrier format, one batch per day.
  • LTL carriers — Dock operations processing dozens of shipments per shift, each requiring a BOL with accurate freight class, weight, and piece count.
  • Moving companies — Interstate movers who are required by FMCSA to provide a bill of lading for every household goods shipment, with itemized weight, valuation, and service details.

How to batch fill bills of lading from Excel

  1. Select your BOL form. Open Power PDF Filler from the Excel ribbon and select your fillable BOL PDF — VICS standard or carrier-specific. The add-in detects all fillable fields: shipper block, consignee block, third-party block, freight description lines, weight, class, handling units, special instructions, and carrier information.
  2. Select & map your Excel data. Each row represents one shipment. Columns include shipper name, shipper address, consignee name, consignee address, commodity description, weight, freight class, piece count, PO number, and BOL number. Map each column to the corresponding BOL field. Save the mapping as a reusable template — you only do this once per BOL format.
  3. Click "Ready, Go." Power PDF Filler generates one completed BOL per row. Download all BOLs as individual PDFs, or as a ZIP file for the entire batch. Print and attach to the corresponding shipments on the dock.

What Excel columns do you need?

Excel Column BOL Field Example
bol_numberBill of Lading NumberBOL-2026-04281
ship_dateDate05/20/2026
shipper_nameShip From: NameAcme Manufacturing
shipper_addressShip From: Address100 Industrial Pkwy, Chicago IL 60601
consignee_nameShip To: NameNational Retail Corp
consignee_addressShip To: Address500 Commerce Dr, Atlanta GA 30301
handling_unitsHU Qty4
package_typePackage TypePallets
weightWeight (lbs)2400
freight_classClass85
nmfc_numberNMFC #116030
commodityCommodity DescriptionMachine parts, iron, NOI
po_numberPO NumberPO-88432
special_instructionsSpecial InstructionsDelivery appointment required

Common mistakes to avoid

  • Wrong freight class. An incorrect NMFC freight class is the most common BOL error. Carriers will reweigh and reclassify, resulting in adjustment charges. Double-check class assignments in your spreadsheet before batch filling.
  • Weight as text vs. number. Enter weight as a plain number (e.g., 2400, not "2,400 lbs"). The PDF field expects a numeric value. Format the Excel column as a number, not text.
  • Missing PO or reference numbers. Many consignees require a PO number on the BOL for receiving. A missing PO can cause a delivery refusal. Include PO numbers in your spreadsheet and map them to the BOL reference field.
  • Hazmat fields on non-hazmat shipments. If your spreadsheet includes a hazmat column, make sure non-hazmat rows have empty values (not "No" or "N/A") so those fields remain blank on the BOL.

Need to fill other shipping documents too?

See all the delivery and logistics forms you can batch fill: Delivery & Logistics Use Case →

Bill of Lading — Frequently Asked Questions

Can I batch fill VICS standard bills of lading from Excel? ▼
Yes. Download the official VICS BOL fillable PDF and use Power PDF Filler to map your shipment spreadsheet columns to BOL fields — shipper, consignee, freight class, weight, NMFC number, pieces, and special instructions. Each row becomes one completed BOL. Fill BOLs for all your daily shipments in one click.
Does it work with carrier-specific BOL forms? ▼
Yes. Power PDF Filler works with any fillable PDF. If your carrier provides their own BOL template with fillable fields (FedEx Freight, XPO, Old Dominion, Estes, Saia, etc.), Power PDF Filler can populate it from your Excel data. Create a separate template for each carrier's BOL format.
What Excel columns do I need for a bill of lading? ▼
A typical BOL spreadsheet includes: shipper name, shipper address, consignee name, consignee address, third-party billing (if applicable), number of handling units, package type, weight, freight class, NMFC number, commodity description, PO number, BOL number, and special instructions. Map each column to the corresponding BOL field once and save as a template.
Can it handle hazmat shipments on the BOL? ▼
Yes. If your BOL has fillable fields for hazmat indicators — UN number, proper shipping name, hazard class, packing group, and emergency contact — you can map Excel columns to those fields. Include hazmat data in your spreadsheet only for rows that require it; non-hazmat rows will leave those fields blank.
How many BOLs can I fill at once? ▼
There is no limit on the number of rows. Users routinely fill 50 to 200 BOLs in a single batch. The processing time depends on the size of the form, but a batch of 100 standard BOLs typically completes in under a minute.
Can I pre-print BOL numbers on the forms? ▼
Yes. Include a BOL number column in your spreadsheet and map it to the BOL number field on the form. This lets you maintain your own numbering sequence and have it pre-printed on every form. You can use Excel formulas to auto-generate sequential BOL numbers.

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