In a globalized world, logistics businesses face numerous challenges to maintain efficiency and productivity in their operations. Especially for large businesses like Lineas, effective cost management plays an extremely important role. However, before converting their cost management system, Lineas encountered many problems with the old process. After applying modern technology to cost management, they not only saved time but also improved operational efficiency and created financial transparency throughout the organization.
1. Introduction to Lineas
Lineas, formerly known as B Logistics, is one of the leading companies in the logistics and transport sector in Europe. With a commitment to providing services Green Express Network, Lineas not only offers fast, safe, but also environmentally friendly transport solutions, helping to reduce emissions and optimize operations.
With a network of operations spanning over 62 countries, Lineas’ staff now numbered in the thousands, spread across countries such as Belgium, France, Germany and the Czech Republic. However, despite its large workforce, Lineas faced a major problem with its previous expense management system, as the manual and paper-based process no longer met the demands of a modern organization with employees working in many locations.
2. Challenge: Manual processes hinder efficiency
Before applying technology to the process cost management, Lineas faced several major problems from its outdated cost management system:
Slow manual system
Employees have to print out Excel forms, attach paper invoices, and send them to the finance department for processing. This process is not only time-consuming but also prone to errors in processing expenses.
Lack of transparency in cost management
Manual cost tracking and reconciliation makes it impossible for the finance department to control and report expenses quickly and accurately. This directly affects the decision-making ability of the management.
Interruption in the reimbursement process
Employees have to wait a long time for reimbursement, causing inconvenience and reducing their motivation to work, while also affecting the overall work efficiency of the organization.
Christine Darquenne, Chief Financial Officer of Lineas, shares:
“Trước đây, quy trình quản lý chi phí yêu cầu nhân viên phải đến trực tiếp văn phòng để xử lý các khoản chi tiêu. Điều này thật không thực tế với một lực lượng lao động phân tán và di chuyển liên tục như chúng tôi.”
3. Solution: Modernize cost management process
To address these issues, Lineas decided to implement a new cost management system, which brought about significant improvements in workflow optimization:
Comprehensive automation and digitalization:
Employees can easily submit expenses and invoices directly through the mobile app, completely eliminating the need to print out paperwork. This process saves processing time and reduces the risk of errors.
Fast approval process:
The system fully automates the approval process, reducing manual steps and ensuring compliance with company expense policies. At the same time, the fast and flexible approval process better supports the mobile workforce.
Compliance and expense control:
The new system is able to detect duplicate expenses or non-compliance with the company's spending policies. This helps the finance department control spending more effectively, avoiding going over budget or spending outside the allowed scope.
Transparent and detailed real-time reporting:
Lineas can track detailed expenses, categorize and report expenses by expense category, helping the finance department make quick and accurate decisions.
Easy to use interface:
The new system has a friendly, easy-to-use interface, helping employees get acquainted quickly without requiring too much training time.
4. Results: Positive impact on the entire business
The move to a modern cost management system brought immediate positive results for Lineas, especially in terms of saving time, improving productivity and creating transparency in financial management:
Save time and increase work efficiency
- Employees no longer have to wait until the end of the month to process expenses, allowing them to focus on their core work without interruption.
- The finance department's expense processing time is significantly reduced thanks to automation, helping them work faster and more accurately.
Financial transparency and cost control
- Cost data is updated in real time, providing a comprehensive and detailed view of the financial situation, helping managers make timely and accurate decisions.
- A clear and transparent approval process helps reduce errors, increase policy compliance, and keep company finances under control.
Christine Darquenne commented:
“Với hệ thống mới, mọi thứ trở nên minh bạch và dễ dàng hơn rất nhiều. Chúng tôi có thể theo dõi mọi khoản chi, từ mức độ nhân viên đến các khoản chi toàn công ty, qua đó tăng cường kiểm soát tài chính và đưa ra quyết định chính xác hơn.”
Beyond digitizing its cost management process, Lineas continues to seek advanced technology solutions to optimize its operations. The company is researching and implementing technologies such as artificial intelligence (AI) to analyze costs and make more accurate spending forecasts. This not only helps Lineas maintain current operational efficiency but also opens up new opportunities for sustainable growth in the future.
5. Cost Management Optimization: Lineas's Important Transformation
Thanks to the application of modern cost management solutions, Lineas, a leading logistics provider in Europe, overcame the challenge of legacy manual processes to build a more transparent and efficient financial platform. Automation has helped the company save significant time, increase productivity, and ensure compliance with spending policies.
In Vietnam, businesses, like Lineas, are also looking for smart financial management solutions to optimize budgets and improve operational efficiency. Among them, Bizzi Expense stands out as an advanced tool, helping businesses control costs and manage finances comprehensively.
Outstanding features of Bizzi Expense
- Automate the expense process: The process from payment proposal to approval is fully digitized, eliminating delays and errors from manual methods.
- Smart budget overrun warning: The system automatically notifies when expenses exceed the allowed limit, helping businesses quickly make appropriate adjustments.
- Real-time tracking and control: Spending data is continuously updated, providing transparency and supporting timely financial decision making.
- Project and departmental budget management: Allocate detailed budgets, ensure financial stability and avoid unplanned expenses.
In addition, Bizzi Expense also has 20+ other features to help businesses manage expenses and control business costs closely.
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6. Conclusion
The success of Lineas in improving cost management has shown the important role of technology in modernizing corporate finance. For Vietnamese businesses, Bizzi Expense is the ultimate solution, offering superior automation and tight financial control.
If your business is also facing challenges in cost management, do not hesitate to experience Bizzi Expense today to discover modern and effective financial solutions!
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