How a Transport & Logistics Company Saved β‚Ή4.5L/Month with Smart Billing in Just 30 Days !

🧩 The Problem

A mid-sized logistics company based in Kolkata, handling β‚Ή3–4 Cr of monthly business, was struggling with everyday operational chaos:

❌ Driver allowances were calculated manually β€” leading to constant errors
πŸ“Š No clarity on trip-wise profitability β€” fixed and variable costs were all over the place
🧾 Invoices were either missed or billed twice β€” causing losses and client trust issues
🀯 HR team was stuck resolving disputes around attendance, salary, and overtime
πŸ§β€β™‚οΈ Collection managers manually followed up on payments through WhatsApp β€” no structure, no reminders

These issues were draining both time and money.

πŸ’‘ The Solution

  • We implemented a custom ERP system with smart finance and automation tools that fit their logistics model:

    Here’s what we did, step by step πŸ‘‡

1️⃣ Step 1: Real-Time Dashboard Setup β€”

  • A private dashboard tracked trip-wise costs, diesel, tolls, driver allowances, and profits
  • Managers could view live data and make quick decisions

2️⃣ Step 2: Finance Automation + Smart Billingn β€”

  • Invoices were auto-generated right after a trip was completed
  • GST, customer tags, and payment terms were pre-configured
  • Duplicate invoices and missing bills were flagged automatically

3️⃣ Step 3: HR Automation β€” Attendance + Payroll β€”

  • Drivers used QR-based geo-attendance from their phones
  • Overtime, late marks, Sunday allowances β€” all auto-calculated
  • Payroll was processed without manual input

4️⃣ Step 4: CRM with WhatsApp Follow-Ups β€”

  • Every trip was linked to a CRM deal with expected payment dates
  • WhatsApp reminders were sent 3 days before payment due
  • Collection staff received alerts to follow up

5️⃣ Step 5: Project Library for Regular Clients β€”

  • Standard cost templates were saved for repeat routes (like Mumbai–Patna)
  • Estimates were auto-filled β€” no more guesswork or delays

πŸ“Š The Result

πŸ’Έ β‚Ή4.5L/month saved from billing errors, overtime mismatches, unclaimed advances, and delayed payments
πŸ‘· Managers could finally focus on scaling operations β€” not paperwork
🧾 100% trips were billed within 24 hours
πŸ“² Drivers felt confident about their salaries and allowances
πŸ“ˆ The company had full control over receivables and cash flow

πŸ” Why It Worked

βœ”οΈ Systems handled the tracking, not people
βœ”οΈ Instant dashboards meant no guesswork
βœ”οΈ Automation removed dependency on follow-ups
βœ”οΈ Simple tools were used daily by even junior staff

πŸ“£ Final CTA

Want to fix leaks in your transport business before they become losses?
Let’s build you a dashboard-first logistics engine.

ERP + CRM + WhatsApp = Smart Growth, No Chaos.
Ask us for a free demo designed around your routes, staff, and payment cycles.