DTS is an international transport company offering complete shipping solutions for any type of product, from any corner of the world, to any destination country. Shipping modes covered by DTS include road, rail, sea, air and related modes of transport, and the company is an ideal partner for any entity looking for a fast and reliable service.

The challenge

A company of DTS's stature boasts customers from all over the world, placing a large number of orders every day. This is both an advantage and a drawback, due to the complexity of managing invoices and the multitude of data that needs to be changed according to each customer's profile. For creating invoices, DTS used an outdated and time-consuming method that often left room for human error. Invoices, created in Microsoft Excel, were very difficult to manage and specific information (VAT rate, value, currency, customer, etc.) had to be changed each time. Under these circumstances, a major challenge for our team was to design a system that would ensure the automatic transposition of all the work done manually until then.

We have also provided automatic conversion of invoiced items into different currencies and calculation of the total in a single currency chosen by the administrator. That's why our team understood that the best solution for such a large volume of invoices is to automate the whole process and develop a versatile platform that can ensure the desired result in the shortest time. And we succeeded!

Application development

For the development of the new DTS application, we used the Laravel framework and MySQL to store the information. To synchronize the entire database with Saga, but also for easy import of existing clients, we developed a custom module to provide complex reporting and show user activity in real time. 

The client wanted a responsive and easy-to-use app, and we used the Bootstrap framework to make it happen. Using it, we designed an intuitive user menu that contains all the necessary functionality and allows building predefined invoice structures. To ensure compatibility of the application with all operating systems we used jQuery, a technology that also helped to reduce the resources used by the application.

Functionalities of the new application 

The new DTS invoice creation solution contains a number of unique features that cannot be found in any existing application on the market. These include: 

Generation of invoices in Romanian and English with the possibility of individual or bulk download in PDF format. 

Invoicing in 3 currencies (Euro, Dollar and RON) with automatic retrieval of the exchange rate of the NBR on the day of invoicing and its display on the invoice. Possibility to change the exchange rate on the invoice.  

Display of the value of services in foreign currency: when invoices are issued in lei, the value of services in euro or dollars can also be checked. 

VAT rate choice: A dropdown list in the administration interface that allows you to choose the type and rate of VAT. Depending on the VAT rate chosen, a predefined text (directive) will be displayed at the bottom of the invoice. 

 Options available: 

•  VAT 0 
•  VAT 19% 
•  VAT SSD (exempt) 

Concepts (service/item name) 

•  Field for entering concept names as text (copy-paste possible) - required 
•  Field for entering the description in concept-text form (copy-paste possible)-optional 

 Field for entering additional information on the invoice after completing the concepts. 

Possibility of cloning the invoice. A customer can clone an invoice and only change the editable fields. 

Invoice import function from SAGA, which can only be done by the user who has invoice validation rights. Invoices can be imported on demand. The function also allows the export of invoices to SAGA. 

Automatically import customers from SAGA to create a customer list with all related data. 

Possibility to maintain/reserve invoice number. 

Automatic due date alert system. The app automatically notifies the customer when an invoice is approaching or overdue, and automatically emails the notification to the customer at a predefined time interval. 

Automatic conversion of invoiced items into various currencies and calculation of the total in a single currency chosen by the administrator (EUR, USD, RON). 

The app can be used by multiple employees within the company, and the administrator can grant permissions and restrictions, depending on their activity and needs. 

System that allows you to customize the header and footer of your invoice as you wish.

For exceptional cases where the total amount of the invoice needs to be changed, the customer can also do this from the graphical interface without affecting the information contained in the invoice. 

 How can we help you? 

If you want to streamline your business and want revolutionary invoice management technology, the Play Solutions team is here to help. We discuss your needs and together we find the ideal solution that meets them in the most efficient way possible! Request a quote now and we will contact you as soon as possible!