“Efficient shipping and invoice processing at Symbiolog thanks to the Heidler shipping software and the Heidler freight cost management system”
Introduction
The perfect symbiosis of technical expertise and logistical precision: Symbionet and Symbiolog together form a strong duo in the areas of building technology and logistics. Symbionet, as an innovative heating and sanitary wholesaler, offers tailor-made solutions for private and commercial customers, while Symbiolog complements this offering with comprehensive fulfillment logistics. This ranges from incoming goods to dispatch processing and after-sales services. Both companies benefit from a close collaboration that relies not only on state-of-the-art systems, but also on the professional expertise of the employees. Symbionet uses the optimized warehouse and shipping processes to handle up to 250 shipments a day quickly and efficiently.
The initial situation
As a multi-client company, Symbiolog manages numerous freight invoices issued by shipping service providers. Symbiolog was looking for a suitable solution to reduce the manual effort involved in processing and managing these invoices and to make the billing and accounting processes more efficient. Before the introduction of the Heidler Freight Cost Management System (HFMS), Symbiolog was already using the Multicarrier Shipping Software (HVS), but no specific invoice verification tool was in use.
The solution
Symbiolog also decided to introduce the Heidler Freight Cost Management System (HFMS) based on its positive experience with the HVS. This is a pure invoice verification tool that focuses on the verification and processing of freight cost invoices. The basis for the use of the HFMS at Symbiolog is the HVS, which transfers all necessary data to the HFMS and thus enables efficient auditing. In principle, the HFMS and the HVS can also be used independently of each other. One of the main advantages of this combination is the seamless integration between the HVS and the HFMS. While the HVS controls all shipping processes and provides the relevant data, the HFMS concentrates on the precise and automated checking of freight cost invoices. Symbionet’s Mr. Swanson explained that the HVS32 lays the foundation by capturing and forwarding all data centrally, while the HFMS helps to use this data efficiently for invoice verification.
The benefits of HVS and HFMS
The greatest benefit for Symbiolog lies in the combination of the HVS and HFMS. The HVS controls the entire shipping process and ensures that all relevant data is collected and transferred to the relevant systems. The HFMS then checks the freight cost invoices and identifies incorrect amounts, such as incorrectly calculated toll surcharges, incorrect weight details or duplicate invoices. Swanson summarizes: “Without the HVS and HFMS, we would be forced to employ significantly more staff to handle the manual effort involved in managing 250 shipments per day. The two systems enable us to make our processes efficient and error-free.” The automation provided by the HVS significantly reduces the workload by taking over tasks such as creating labels, entering tracking codes and handling shipping logistics. The HFMS complements this process by accurately checking freight costs, generating reports and therefore highlighting potential cost savings.
The implementation
The implementation of the HFMS at Symbiolog went smoothly. Thanks to the existing experience with the HVS, the IT department was able to quickly build up the necessary know-how to train employees themselves. Heidler’s sales and support supported the process with expertise and speed. D. Swanson describes the benefits of the combination of the HVS and the HFMS as follows: “With sufficient expertise and maintenance effort, this is by far the most practical tool in conjunction with the dispatch system that you can imagine. The HFMS is a solution that absolutely pays off in everyday life and makes the work process much easier.”