About the Customer
The customer is a leading logistics tech firm in India providing digital freight solutions to shippers, transporters, and logistics service providers. They operate at scale across multiple industries and manage high volumes of trips and indents every month.
Business Scenario
The customer needed a robust digital solution to replace manual invoice calculations done in Excel, which were time-consuming and error-prone. They wanted to automate revenue computation across trips, streamline billing, and integrate outputs seamlessly with their finance processes.
Challenges
Operating with manual Excel-based invoice processing, the logistics company struggled with lengthy processing times, frequent errors, and limited visibility that created revenue leakage risks.
- Lengthy Invoice Processing Cycles – Invoice processing took 20+ days involving multiple teams, creating cash flow delays and slow customer billing cycles.
- Manual Errors and Reconciliation Delays – Frequent manual calculation errors and reconciliation delays resulted in billing disputes, rework, and customer dissatisfaction.
- Scattered Excel Files – Disconnected Excel files across teams made tracking difficult, version control impossible, and data consolidation cumbersome.
- High Risk of Revenue Leakage – Human oversight and manual processes created high risk of missed charges, incorrect calculations, and revenue loss.
- No Real-Time Visibility – Lack of real-time visibility across trip and indent data prevented proactive management and timely decision-making.
- Dependency on Non-Integrated Tools – Reliance on disconnected tools slowed down finance workflows and created data silos between operations and finance teams.
Solution
Built using Procify, our AI-powered low-code/no-code platform.
Procify designed and deployed a fully automated Invoice Management System (IMS) that streamlined trip and indent-level revenue calculation with seamless integration.
- Automated Invoice Management System (IMS) – Implemented trip and indent-based revenue calculation engine applying customer-specific contract rules for consistent, accurate processing across all transactions.
- Seamless Data Exchange via AWS S3 – Configured real-time trip and indent data exchange through AWS S3 integration, ensuring consistent processing and eliminating manual data transfers.
- Validated Output for Finance Integration – Generated validated billing output files formatted for direct Tally integration and other financial systems, eliminating manual data entry.
- Pivot-Based Analytics and Audit Trail – Enabled transparent reporting, revenue visibility dashboards, and compliance-ready audit history for financial governance and reconciliation.
- Built-In Master Data Management – Implemented auto-sync functionality for contract and customer master data, reducing dependency on external files, emails, and manual updates.
- Tight Financial System Integration – Configured bidirectional integration pushing final invoice values back into financial systems for downstream accounting and reconciliation workflows.
Business Impact
- Invoice Time Reduced from 20 Days to 1-2 Days – Automation dramatically accelerated invoice processing, improving cash flow and customer satisfaction.
- 100% Accuracy in Billing – Eliminated manual errors through automated contract rule application and validation checks.
- Faster Monetization of Receivables – Accelerated invoice processing enabled faster billing cycles and improved working capital management.
- Foundation for Automation and Future Analytics – Created scalable platform for expanding automation capabilities and advanced analytics use cases.
- Stronger Audit Readiness and Financial Governance – Complete audit trail and automated compliance checks improved financial controls and regulatory readiness.
