Lightning-Fast Invoicing that Reduces 90% Operational Effort

Faster Invoicing, Faster Payment, Faster Business Growth

Logistics is a complex industry due to the high traffic of goods and documents. The document relationship and goods are very complicated. Many Purchase Orders (POs) received must be connected to many Delivery Orders (DOs). After completing the job, the invoice must be sent to the client and matched against the payment received.

The Ceiling of a Growing Business is Their Operation

Logistics industries have various business models. One of our clients manages the mid-mile services for businesses across Indonesia. They use a franchise business model to hack their growth. The franchisee opens branches nationwide and acts as a pickup and drop point for B2B delivery, serving mostly mid-to-small businesses. The headquarters provides delivery services for the franchisees. They pick up the goods and deliver them to the right distribution center. From the distribution center, the sister company will continue the delivery to the last mile. Not only do they serve the franchisee, but also they serve end customers coming from large enterprises. Both franchisees and large enterprises can order delivery services at any time and will be billed at the end of the month with a credit limit given.

Implementing these business models, the company experiences rapid growth. They predicted they could promptly serve hundreds of customers by streamlining their billing process, but a different problem arose. Due to top-notch services and franchisee schemes, they are growing to have thousands of customers that need to be served quickly. Hence, the operation at the end of every month is super packed. The team often requires overtime, but the invoicing process is still late, not to mention the high effort in collecting and reconciling payments.

Zooming in on the finance team's activity, they recap the monthly transactions and create an Excel sheet containing the number of bills that must be invoiced for each customer. The finance team then will generate the invoice by using their ERP system, print, sign, ask for approval, and stamp the approved invoice with a duty stamp (meterai). The invoice will then be scanned as a backup file on their local server. Then, the hard copy will be sent to each client across the county. On the due date, the finance team will make phone call to do collection. Every evening, the bank account will be checked to ensure the payment has been received, and the payment will be matched against the invoices.

Breaking the Mindset, Breaking the Ceiling

Using paper.id as a digitalization tool, the company finds that headcount can be more productive, and the cost of sending hardcopy can be eliminated. The impact is considered a significant saving for the company since the cost of sending documents is sometimes as high as sending a kilogram of goods. Moreover, the adopted invoicing process can be scaled.

Here is the time saved when using the conventional invoicing process vs embracing the digitalization of Paper.id.

The time required for invoicing process is tremendous since thousands of invoices are created, requiring many headcounts for this process. Paper.id can scalably automate this process: The user uploads the required Excel sheet with a predefined format, and thousands of invoices can be created simultaneously. Users now select which invoice must be stamped with the duty-stamp and which media the invoice must be sent via email, WhatsApp, or SMS. Paper.id automatic payment reminder and payment reconciliation also help our users.

Learn how Paper.id can help your business. Contact us now.