BPL - Management: Quotation Trucking & Shipment Tracking

Boostech collaborated with BPL to develop a centralized Management System for creating trucking quotations, monitoring shipment status, controlling transport costs, and comparing vendor rates. This solution accelerates the “quote → deal → invoice” cycle, provides full transparency of goods movement, and offers web-based tracking for customers while delivering KPI dashboards for sales and supervisors.

Overview

Before implementation, the quotation and shipment processes were scattered across multiple files and chat platforms, causing delays in price confirmation, low visibility of goods movement, and difficulty calculating actual transport costs per shipment. Boostech designed an integrated application where sales can create quotations, automatically convert approved deals into invoices, track shipments in real time, and monitor cost components (LO/LO, freight, loading/unloading). The system also provides vendor comparison tools to ensure competitive pricing.

Challenge

• Fragmented processes: Quotation, price approval, and shipment updates were handled in different channels.

• Low visibility: Sales and supervisors struggled to monitor goods status and track progress against sales targets.

• Inaccurate cost control: Transport costs (LO/LO, freight, loading/unloading) were often recorded late or inconsistently.

• Suboptimal vendor selection: No consistent tool to compare vendors for the cheapest price with adequate SLA.

• Customer experience: Customers had no self-service tracking channel, increasing inquiries to sales and CS teams.

Our Solution

• Sales Roles & Workflow: Sales create quotations via structured forms; status pipeline (Draft → Review → Deal) automatically flows to Invoice once approved. Role-based access ensures each user sees relevant data.

• Integrated Shipment Monitoring: Tracking module from Pickup → In-Transit → Arrived → Delivered with status notifications and timestamps. Supervisors get fleet and shipment control dashboards.

• Standardized Transport Costing: LO/LO, freight, and loading/unloading costs are input per shipment with templates and validation for consistent margin analysis.

• Automated Vendor Comparison: Vendor comparison feature evaluates rates, SLA, and performance history; cheapest vendor recommendations are displayed for fast decision making.

• Sales & Supervision KPI: KPI dashboards (quote to deal ratio, pipeline value, lead time, on time delivery) help monitor sales targets and daily operations.

• Customer Web Tracking: Customer portal with reference number showing shipment status, estimated delivery, and movement history.

• Integration & Audit Trail: Complete activity logs (who, what, when) and optional integration with accounting/invoicing systems.

Result

• Faster Quote-to-Deal Cycle: Standardized workflow shortens the time from quotation to invoice conversion.

• End-to-End Transparency: Sales and supervisors gain real-time visibility of goods movement, simplifying follow up and decision making.

• More Accurate Cost Control: Centralized transport cost recording ensures precise margin calculation per shipment.

• Efficient Vendor Selection: Price and SLA comparison guides selection of the most cost effective vendors without compromising service quality.

• Enhanced Customer Experience: Web tracking reduces inquiries while increasing trust and satisfaction.

• Measurable Team Performance: Sales and operational KPIs support a data driven work culture at BPL.