How to use Load Passports

Getting Started with Paperless Load Tickets

Paperless Load Tickets allow you to send a Load ticket from the mobile app to your customer's email, and save trees at the same time. 

Get it on your mobile app or bookmark one of these pages

Who are Paperless Load Tickets for? Farmers & Growers, Loading Managers and Field Officers.

How can Paperless Load Tickets help me? Using Paperless Load Tickets will save you time because there will be no more fussing with each customer's different form, data entry is simple and you can do it straight from your mobile phone, plus, it’s preconfigured to send to a list of nominated emails. 

Does it come with my current license/subscription to KisanHub? Paperless Load Passports are available to customers subscribed to the Supply Module, and organisations in their network can access them to either supply or purchase .

If you are using Paperless Load Tickets, thank you. 

Together, we’re saving at least one tree for every 100k tonnes thanks to trailblazers like you. 

How to use Paperless Load Tickets

Load passports can be found under Supply on the web app or from the homepage in the mobile app.

Before you send your first load ticket, someone with access to KisanHub Network tool will have already created: 

  1. A Trading Agreement 

  2. A Passport template 

If, for any reason you are unable to create a load ticket from mobile, then you should first check if both of these exist. 

For help on using Networks, see the How To document, here

View existing Load Tickets on KisanHub

The experience for mobile and web Load Tickets is exactly the same. 

The first thing you will see is the list of existing load tickets. 

From here you can edit an existing Load ticket by clicking or tapping on one of them, or you can create a new one using the big blue button at the top of the page. 


  1. The blue tick in the corner of each ticket tells you that the load ticket has been emailed to the list of recipients. 

  2. If there is no tick then it might imply the Load Ticket is not complete because it has not been emailed. 

Create & send a Load Ticket

For each load ticket, you need to first select the supplier, the name of the contract, and the delivery destination (customer).

Once the system knows the crop and the customer, it will select the correct form for you to complete. The form will display immediately. 


  1. If a form does not display, you need to ensure there is a passport template configured for the customer you are sending to.

  2. If the contract box is empty or you cannot see the correct contract or delivery destination you’ll need to talk to your administrative/support team.

When you see the form on screen, just complete it as you would any other form.


  1. We’ve made it easy for you by pre-populating as much as possible 

  2. Boxes with a * in the heading mean they are mandatory to fill in.

  3. Under Quantity, you can choose from “Bulk” or “Units”. Actually, units could be boxes, cases, or any other unit. If you are sending a load that is in one of these units, you must give the weight, in tonnes, for each unit. This can be up with up to 3 decimal points to give details to the nearest kilogram. 

  4. At the bottom of the form, if “send by email” is not blue, then some mandatory information is missing on the form. 

  5. After you click or tap “Send by email” anyone on the distribution list will get the email and there is nothing more for you to do on this ticket. 

Edit an existing Load Ticket

You can come back and edit tickets at any time. If you have already sent the ticket by email you can still edit and resend the ticket again. 

If you are editing a ticket and you see this message, it means that a technical manager has updated the template. 

The system will highlight the changes to you. 

All you need to do is review the form and then click or tap “send by email” if you want to send your customer an updated load ticket. 

In case you are wondering:

  1. Is there any scenario where I cannot edit a ticket? Yes, tickets can be marked as “Complete” which means the load has been received and processed. At this point the ticket cannot be edited. 

  2. If the template has changed, is it mandatory for me to update the ticket? No, only do this if you need to, or have been asked to update and resend it by email. 

Delete an existing Load Ticket

Only registration admins can delete Load Passports, if it is possible to edit the passport instead of deleting then that option should always be taken first. You will see an alert pop up before deleting the passport. Once deleted any reference number that was on the deleted passport can be re-used. 

When deleting a load passport, it is important to note:

  • The original email will still exist.
  • If the plot or store lot used was created as an off platform for the first time during that passport, it will not be deleted and will need to be closed manually from the inventory.
  • The tonnage that has been removed from any existing store lot will still remain, so a manual adjustment will be required. 
  • The load passport will be removed from the web app but will still appear in the mobile app. 

Record keeping

When you click or tap “Send by email” the load ticket is emailed as a PDF to the email addresses listed on the Trading Agreement. This list is decided by the owner of the contract and it may include the Grower, Customer, Intake, or haulier. 

For anyone outside of KisanHub network, email is the primary method for storing load tickets.

However, some clients who subscribe to KisanHub may have access to “Load records” which enables them to track the load to completion and maintain notes/outcomes for each load. For example, you can record the pay weight, sales weight, defects and subsequently report on these factors over the term of the contract. 

If this is of value to you, please contact

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