For Tailormade Logistics, connecting its Transport Management System with its financial ERP was an important step towards a smoother flow between transport operations and finance. By combining Qargo with Easi’s Adfinity, the company has simplified the link between transport orders, invoicing and accounting, while reducing manual work and accelerating its invoicing process.
When Tailormade Logistics selected Qargo as its new Transport Management System, Adfinity by Easi and Qargo already had an integration, which created an important advantage. Rather than requiring Tailormade Logistics to develop a custom connection between its new TMS and financial system, the existing integration allowed both platforms to connect quickly and efficiently. The result? Faster invoicing, less manual work and a more direct flow between transport operations and finance.
What was the situation before Qargo and Adfinity were connected?
When Tailormade Logistics started looking for a new Transport Management System, the ability to connect the new platform with its financial environment became an important consideration.
After initially testing another TMS for almost a year, Tailormade Logistics returned to several suppliers from its original selection process. Qargo had evolved significantly in the meantime and offered the flexibility and visibility the company was looking for.
An important advantage was that Qargo already had a standard integration with Adfinity by Easi, a financial ERP that Qargo had been using for years. This meant that Tailormade Logistics could benefit from an established connection between the two platforms without having to develop a custom integration.
What is the Qargo-Adfinity integration?
The standard integration between Qargo and Adfinity connects transport operations with financial administration. Outgoing invoices are generated in Qargo and the relevant financial data is transferred directly to Adfinity for accounting. Because the connection already exists, companies using both solutions do not need to develop and maintain their own interface. For Tailormade Logistics, the initial implementation, including testing, took just one to two days. Dylan Vanaudenaerde, Product Owner: TMS/Business Analyst at Tailormade Logistics, looks back on the project, the impact on invoicing and the flexibility the integration provides as the company evolves.
What was the situation before Qargo and Adfinity were connected?
Tailormade Logistics had already been using Adfinity as its financial backbone for more than four years. When the company started looking for a new Transport Management System, the ability to connect the new platform with its existing financial environment became an important consideration.
After initially testing another TMS for almost a year, Tailormade Logistics returned to several suppliers from its original selection process. Qargo had evolved significantly in the meantime and offered the flexibility and visibility the company was looking for. The availability of a standard integration with Adfinity was another factor in the decision.
How was the integration implemented?
The implementation was deliberately straightforward. As the connection between Qargo and Adfinity already existed as a standard integration, Tailormade Logistics did not need to involve its own development team to build a custom interface. The initial implementation and testing were completed in just one to two days. The integration connects Qargo’s transport and invoicing processes with Adfinity. Once an invoice is generated in Qargo, the relevant financial information is transferred to Adfinity for accounting.
“The initial build took no more than a day or two, including testing, with very fast replies from the team.”
- Dylan Vanaudenaerde, Product Owner: TMS/Business Analyst at Tailormade Logistics
What are the concrete benefits of the integration?
The main benefit is a more direct connection between transport operations and finance. Previously, invoicing followed a weekly cycle, with a dedicated invoicing team preparing invoices before the information was passed on to accounting. With Qargo and Adfinity connected, orders delivered on one day can be prepared for invoicing the next.
For Tailormade Logistics, this means:
- More frequent invoicing, moving from a weekly towards a daily process
- Less manual work between transport and accounting
- Faster invoice processing
- No in-house development required for the standard integration
- A direct flow of financial data from Qargo into Adfinity
For one of Tailormade Logistics’ high-volume accounts, invoice processing time was reduced from approximately 60 minutes to 15 minutes.
The integration also proved its value when Tailormade Logistics restructured part of its organisation. VAT numbers were consolidated and two of its largest entities were merged, requiring changes to mappings, additional fields and cost locations across two live environments. Most of the work was completed during a single weekend, with final testing taking place the following Monday morning.
“When either system changes, they’ve already solved how to keep the connection working before you even have to ask.”
What is the feedback from Tailormade Logistics?
For Tailormade Logistics, the standard integration means that resources can be focused on improving business processes rather than developing and maintaining connections between systems. The company also sees opportunities to extend the integration further. One ambition is to bring its French entities, which currently use another accounting system, into Adfinity.
Tailormade Logistics also wants to automate the processing of invoices from transport subcontractors. In the future, these invoices could enter Qargo, be linked to the corresponding transport order and, once confirmed, automatically transfer the relevant financial information to Adfinity.
“We’d like transport-related invoices to come directly into Qargo, get linked to the order, get confirmed, and then send a message back to Adfinity automatically.”
The objective remains the same: creating a smoother connection between operational transport processes and financial management, while reducing unnecessary manual work.
The next step: extending automation even further
Tailormade Logistics is continuing to develop its financial environment. One of the next ambitions is to extend Adfinity to the company’s French entities, which currently use another accounting system. This would allow more entities within the group to operate within the same financial ecosystem.
The company also wants to extend the integration beyond sales invoices. Today, purchase-side invoicing for transport subcontractors still involves manual verification. Tailormade Logistics ultimately wants those invoices to enter Qargo, automatically connect to the corresponding transport order and, once confirmed, transfer the relevant financial information to Adfinity.
As Dylan explains: “We’d like transport-related invoices to come directly into Qargo, get linked to the order, get confirmed, and then send a message back to Adfinity automatically. It is another step towards the same objective that has driven the project from the beginning: connecting operational transport processes and financial management as seamlessly as possible."
About Adfinity
Adfinity is an ERP solution developed by Easi, specialising in accounting and financial business processes. The software automates processes such as invoice processing, general accounting, cash flow management, multi-company operations and approval workflows. Through real-time reporting, Adfinity enables companies to make strategic decisions based on reliable data, resulting in fewer human errors and increased productivity.
About Tailormade Logistics
Tailormade Logistics is a family-owned international transport and logistics company founded in Ghent 30 years ago. Today, the company operates with around 600 drivers across offices in Belgium, France and the Netherlands, with daily intermodal departures to Italy and France.
About Qargo
Qargo is a Belgian technology scale-up founded in Ghent in 2020, with offices in Ghent, London and Chicago. Its intelligent, cloud-based Transport Management System helps carriers, freight forwarders and 3PLs manage their operations from order entry and planning to execution, invoicing and reporting, while automating administrative work and optimising transport processes.