Bookings, Warehousing and Freight Billing on One System

The Challenge

Bookings on calls, billing waiting on paper

Bookings came in by phone and were noted on spreadsheets, stored goods were tracked on paper, and freight invoices waited for paper proof of delivery to come back from the field. Head office could not see cost per trip or which branch was profitable.

• Bookings lost between calls and spreadsheets.
• Warehouse goods tracked on paper, picking slow.
• Invoices delayed waiting on paper POD.
• No view of cost per trip or branch margin.

The Solution

One ERPNext system from booking to billing

We set up ERPNext so a booking becomes one record through warehouse, trip and billing, with digital proof of delivery and trip costing across all six branches. POD now triggers the invoice the same day.

• One booking record from order to delivery.
• Warehouse stock, picking and dispatch in the system.
• Digital POD that raises freight billing at once.
• Trip cost and branch margin on one dashboard.

How We Delivered

Piloted one branch, then rolled out

We set up one branch first, with its warehouse and rate contracts, and proved the booking-to-billing flow including digital POD. Once it ran clean, we rolled the template to the other five and trained booking, operations and accounts teams.

Go-live took ten weeks across the six branches.

The Outcome

Faster billing and visible cost

Freight billing goes out 30 percent faster because POD is captured on a phone and the invoice follows the same day. Cost per trip dropped 20 percent as trips were planned and costed, and head office finally sees branch margin in real time.