Case Study :: CRM for Freight Forwarding and Logistics Operations

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At Vipe Studio we specialize in building enterprise level systems that transform complex business operations into streamlined, fully digital workflows.

A leading logistics company approached our team with a significant challenge. Their daily operations relied on scattered spreadsheets, disconnected tools, and manual processes that slowed down work and increased the risk of errors.

They needed a central platform that could unify operations and finance, automate repetitive tasks, and support a growing volume of shipments and clients.

Our solution was to architect and deliver a custom CRM for freight forwarding and logistics operations.
Powered by WordPress and enhanced with a deep layer of PHP based functionality, the platform became the strategic backbone of their business.

It now handles bookings, order lines, suppliers, cost allocation, invoices, financial reconciliation, document workflows, and reporting in one unified environment.

Project Overview

Modern freight operations generate thousands of data points every day. Shipments, cost lines, invoices, supplier contracts, client pricing, and communication are often scattered across multiple tools.
This leads to duplicated work, delayed decisions, and limited visibility for management.

The CRM for freight forwarding and logistics operations was created to centralize this complexity in one system.

Built on top of WordPress with a modular plugin architecture, it transforms the CMS into an enterprise grade logistics engine.

The solution brings together bookings, order lines, costs, invoices, notifications, and reporting in a single, consistent environment.

The result is a platform that increases transparency, reduces manual input, and provides real time insight into both operational status and financial performance.

Objectives

• Replace spreadsheets and isolated tools with a centralized logistics CRM
• Support both operations and finance teams with accurate, real time data
• Automate recurring tasks like invoice generation, document handling, and notifications
• Provide role based access for clients, suppliers, drivers, and internal teams
• Handle complex tax and pricing structures for both clients and suppliers
• Deliver a scalable foundation that can be extended with new modules and integrations

Key Features of the Logistics CRM

Booking Management

The system allows users to create, edit, and track detailed cargo bookings.

Each booking can contain multiple line items with shipment details, routes, volumes, and pricing.

Operations teams can manage partial shipments, grouped cargo, and multi leg transports from a single interface.

Advanced Invoice System

The CRM supports a full invoicing lifecycle for both clients and suppliers, including draft, proforma, final, and cost invoices.

Automated tax logic and pricing rules ensure consistency across all financial operations.

Order Line Management

Each booking contains granular order lines with individual pricing, extra service charges, and supplier assignments.

Teams gain full control over custom logistics scenarios, including weight based rates, container pricing, and additional fees.

Multi Role Access and Permissions

The system provides tailored interfaces for each user type through role based access control.

Clients, suppliers, drivers, operations teams, and finance personnel all work inside views designed specifically for their responsibilities.

Financial Tracking and Reconciliation

Detailed transaction logs, supplier cost invoices, and profit calculations make financial reconciliation fast and accurate.

Management can review revenue, expenses, and margin per order, per client, or per period.

Automated Workflows

Cron based automation handles repetitive tasks such as invoice creation, scheduled emails, data integrity checks, and backups.

This reduces manual labor and ensures consistent, error free operation.

Document Management

The platform centralizes invoice documents, proforma files, supplier uploads, and shipment attachments.

Teams always know where files are stored and can export or print them instantly.

Reporting and Analytics

Using DataTables with server side processing, the CRM provides advanced reporting dashboards.

Users can export results to Excel compatible formats and filter by shipment, supplier, client, or financial parameters.

Technology Stack

• Framework: WordPress with ACF and ACF Extended
• Backend: PHP and modular plugin architecture
• Frontend: jQuery, DataTables, Tom Select, Quill editor
• Database: WordPress custom post types and meta structures
• Tools: Composer, Symfony components, PHP IMAP for email workflows

Architecture Highlights

• Modular plugin system with isolated logic per functional area
• REST endpoints for integrations with external services and internal tools
• Automated email templates with dynamic placeholder replacement
• Cron jobs for backups, financial tasks, and consistency checks
• Role based ACF form logic for different user groups
• Optimized export and reporting engine for large scale datasets

Use Cases

The logistics CRM system is ideal for:

• Freight forwarders managing multi leg or high volume shipments
• Logistics companies with complex pricing and tax structures
• Enterprises that require standardized, compliant invoice flows
• Teams in need of real time insight into bookings, costs, and profitability
• Businesses that want to consolidate operational and financial work in one platform

Results and Impact

After implementing the CRM, the logistics company experienced faster booking turnaround times,
reduced invoice errors, and significantly improved data transparency.

Operations and finance teams now work inside the same ecosystem, which reduces miscommunication and allows management to make informed strategic decisions based on real time performance indicators.

Why Partner With Vipe Studio

At Vipe Studio we help companies evolve beyond traditional workflows and build software that supports their long term growth.

Our team specializes in creating advanced WordPress based systems that function as full business platforms, tailored to the exact needs of each industry.

If your organization relies on logistics, freight forwarding, or any process that demands precision and automation, our custom CRM solutions can transform the way your teams operate.

From architecture to development and ongoing support, we deliver systems built for performance, scalability, and real world business value.

Get in touch with us to explore how we can build or modernize your enterprise logistics CRM.

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