Transport and freight forwarding: automating finance, currencies, and settlements

Summary

Custom-designed modules in Zoho CRM and Zoho Creator allowed MW Spedition to automate key financial and operational processes. The client valued the outcome, supported by consistent project delivery from one team and clear communication about the platform’s limitations.

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The Challenge

The company handles transport operations across many European countries and processes a large volume of industry and accounting documents. Different procedures resulting from domestic, intra-community, and export contracts made work standardization difficult. Margin control on orders was challenging due to fluctuating exchange rates, and communication between branches needed improvement. Key needs included order tracking, building a database of clients and carriers, and automating accounting and correspondence.

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Solution

• Creation of Zoho modules for accounting documents: invoices, cost documents, and debit notes.
• Integration with the bank to automatically retrieve NBP exchange rates and creation of a document correction module.Introduction of payment batch generation, creation of orders with multiple route points, and document templates.
• Integration of CRM with email, enabling invoices and documents to be sent directly from the order, as well as settlement functions for offsets and bank files.
• Development of a Zoho Creator application for searching carriers by route and date and sending offers to carriers.

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Results

• Automation of document generation and dispatch significantly improved the work of office and accounting teams.
• Automatic currency document recalculation based on current exchange rates reduced the risk of errors and improved margin control.
• Consolidation of data in one system improved contact organization, data accuracy, and correspondence planning.
• Better efficiency and smoother cooperation with carriers thanks to the application for fast search and offer handling.