DHL Parcel: Mass sharing of invoices via web portal
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DHL Parcel

Mass sharing of invoices via web portal

In the world of logistics and parcel delivery, efficiency is paramount. DHL Parcel, a leader in the Polish domestic shipping market with an extensive presence across the European Union, sends tens of thousands of invoices every month to its customers, ranging from small businesses to large corporations. This high-volume, paper-based invoicing process was not only resource-intensive but also prone to delays and errors. To address these challenges and usher in a new era of efficiency and customer satisfaction, DHL Parcel sought a transformative solution.

In the world of logistics and parcel delivery, efficiency is paramount. DHL Parcel, a leader in the Polish domestic shipping market with an extensive presence across the European Union, sends tens of thousands of invoices every month to its customers, ranging from small businesses to large corporations. This high-volume, paper-based invoicing process was not only resource-intensive but also prone to delays and errors. To address these challenges and usher in a new era of efficiency and customer satisfaction, DHL Parcel sought a transformative solution.

Problem

DHL Parcel faced several key challenges in its traditional invoicing process. Generating and distributing invoices on paper not only consumed significant resources but also introduced the potential for errors and delays. With the logistics industry’s fast-paced nature, delays in invoicing could lead to financial discrepancies and strained customer relationships. The need to manage extensive documents, some with several thousand pages, added to the complexity of the process. Moreover, DHL Parcel wanted to align its operations with modern, sustainable practices by reducing paper usage.

Goal of the project

The primary objective of the project was to revolutionize DHL Parcel’s invoicing process. This initiative encompassed several essential goals. Firstly, it aimed to reduce operational costs associated with paper-based invoicing by implementing automation and streamlining procedures, ultimately leading to substantial cost savings. Another central objective was to enhance the efficiency of invoice generation, distribution, and management, addressing the challenges posed by large document sizes and a high volume of invoices.

Additionally, improving customer satisfaction was a key driver. DHL Parcel recognized that delivering a superior customer experience hinged on providing faster and more accessible invoices. Security was also paramount due to the sensitive nature of financial documents. The project focused on maintaining a high level of security and ensuring the integrity of the invoicing process.

Lastly, the project aimed for seamless integration with DHL Parcel’s existing SAP ERP system, emphasizing the importance of a harmonious fit within the company’s operations.

The primary goal of the project was to revolutionize DHL Parcel’s invoicing process.

This encompassed several objectives:

The project aimed to reduce the operational costs associated with paper-based invoicing. By automating and streamlining the process, DHL Parcel sought to achieve significant cost savings. 

Improving the efficiency of invoice generation, distribution, and management was a core objective. This included addressing the challenges posed by large document sizes and high invoice volumes. 

DHL Parcel recognized the importance of delivering a superior customer experience. Faster and more accessible invoices were key to achieving this goal. 

Given the sensitive nature of financial documents, maintaining a high level of security was non-negotiable. The project aimed to ensure the security and integrity of the invoicing process.

Seamless integration with DHL Parcel’s existing SAP ERP system was critical. The new solution needed to fit seamlessly into the company’s operations. 

Solution

To achieve these objectives, DHL Parcel engaged our company, a trusted partner in custom software development. The solution designed and implemented consisted of two primary components:

E-Billing Portal

This web-based portal was the central hub for mass delivery of electronic invoices. It provided customers with easy access to their invoices and allowed for various formats, including PDF, XML, EDIFACT, and XLSX. The portal was designed to be intuitive and user-friendly, enhancing the customer experience.

Edistrada Integration Platform

Serving as the communication layer between the E-Billing Portal and DHL Parcel’s SAP ERP system, Edistrada ensured seamless data flow. It supported various communication methods and document formats to accommodate the diverse needs of both DHL Parcel and its customers.

Benefits

The implementation of this solution brought about a range of benefits:

By eliminating the need for paper invoices, DHL Parcel significantly reduced operational costs, including printing, enveloping, and postage expenses. 

The solution streamlined the entire invoicing process, from generation to distribution, resulting in improved operational efficiency. Even during peak seasons when invoice volumes surged, the system maintained high performance.

Customers received their invoices faster, thanks to the elimination of postal delays. The well-designed E-Billing Portal offered accessibility and flexibility, allowing customers to access invoices in multiple formats. Email notifications further enhanced the customer experience.

The solution met high-security standards, ensuring the protection of sensitive financial data. Data stored in the cloud, including personal information, adhered to ISO 27018 standards for personal data security.

Seamless integration with DHL Parcel’s SAP ERP system ensured that the new solution fit seamlessly into the existing infrastructure.

Sum up

The partnership between DHL Parcel and our company resulted in a transformative project that modernized the invoicing process. By replacing traditional paper-based methods with a custom software solution, DHL Parcel achieved cost reduction, improved efficiency, enhanced customer satisfaction, maintained high security standards and seamlessly integrated the new system into its operations. This project serves as a testament to the power of custom software development in revolutionizing large-scale operations and aligning them with modern, sustainable practices.

DHL about us

Within the Finance department of DHL Parcel Benelux, we have realized and put into use the new e-Billing platform under the motto “Finance goes digital". For Parcel Benelux it is the option to go from a digital invoice to an electronic invoice. It also ties in with the vision to be able to work from the Cloud as much as possible. Through the e-Billing portal we can provide our customers with good and reliable data.

Martin de Hoon Program Manager DHL Parcel
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