Case study: Cost reduction in a logistics company with custom software

In the logistics sector, every second and every kilometer matter. Optimization is not just a matter of efficiency—it’s a key strategy for maintaining profitability and competing in an increasingly demanding market. A national freight transportation company was facing high operating costs due to inefficient processes, poorly optimized routes, and a lack of integration between its systems. Our team was brought in to develop custom software that would address these critical pain points. I participated in the functional design of the solution, focusing on achieving real and sustainable savings in the short, medium, and long term.

The Problem: High costs and little operational visibility

Before starting the project, we carried out a comprehensive diagnostic to identify the root causes of excessive costs. We found several recurring factors that were directly impacting the company’s profit margins:

• Manual tracking of routes and deliveries, which limited their ability to react to issues in real time.

• Poorly planned vehicle assignments, resulting in half-full trips and inefficient routes.

• Excessive fuel costs due to poorly optimized delivery paths.

• Wasted time coordinating between warehouses, drivers, and distribution centers.

• Lack of unified reports to enable data-driven decision-making.

The situation was clear: without an integrated system, the entire operation was fragmented, causing unnecessary losses every single day. The challenge was to build a digital solution that could integrate the entire logistics operation and provide real-time data for faster, better decisions.

The Solution: Custom logistics platform

The answer was the development of a custom web and mobile platform designed specifically for their logistics processes. The platform was built from scratch—not as a generic solution, but as a tool fully aligned with the company’s real operational flow. Some of its main features included:

• Automatic route planning based on geolocation, real-time traffic, and prioritization of urgent deliveries.

• Fleet management with intelligent vehicle assignment to maximize the use of available units.

• Real-time delivery tracking with automatic notifications to customers about the status of their orders.

• Operational control dashboard with logistics KPIs updated by the second, allowing bottlenecks to be detected immediately.

• Alerts for route deviations, delays, or incidents to enable quick corrective actions.

One of the key aspects of the project was ensuring that the new platform integrated seamlessly with the tools the company was already using, such as inventory and invoicing systems. This eliminated data duplication and created a centralized ecosystem where all information flowed naturally.

Training and system adoption

We knew that technical development was only part of the project’s success. To ensure true adoption, we designed a custom training plan for all the profiles involved in the operation, from logistics coordinators in the office to the drivers handling deliveries.

We held both in-person and virtual sessions, created role-specific manuals, and provided direct technical support during the early stages. This approach was crucial for reducing resistance to change and ensuring correct usage of the system from day one.

Additionally, we actively involved the leadership team, who became the primary internal advocates for the tool, generating commitment and organizational alignment.

Results: Direct impact on costs and efficiency

After just four months of use, the results exceeded the initial expectations:

• 35% reduction in fuel consumption, thanks to optimized routes and fewer unnecessary trips.

• 25% savings in logistics planning time, freeing up staff to focus on analysis and continuous improvement.

• 40% reduction in late deliveries, improving customer satisfaction and the company’s reputation.

• Full real-time visibility of operations, enabling agile decision-making in the face of unforeseen events.

• Significant improvement in customer experience, with fewer complaints about delivery delays or errors.

The software not only optimized logistics processes—it completely redefined how the company’s distribution centers operated. This transformation allowed the business to confidently plan for expansion into new regions, knowing they now had a solid foundation for scaling their operations efficiently.