Logistics Order Management System

The Challenge

VT Logistic Kft. was struggling with the limitations of its manual order processing workflow. The company's teams were dealing with:

• Time-consuming processes: Each new order required multiple manual data entries across several disconnected systems.
• High error rates: Manual repetition increased the risk of mis-typed entries, order mismatches, and compliance issues.
• Strained scalability: As VT Logistic Kft.'s order volume continued to grow, it became clear that their current system could not scale without either adding staff or overloading existing teams.

Leadership at VT Logistic Kft. recognized that in a competitive industry driven by speed and accuracy, they needed to modernize their operations. The path forward was an automated Order Management System (OMS) that could reduce friction, minimize errors, and give their staff more time to focus on high-value work.

The Solution

RefractedAi partnered with VT Logistic Kft. to design and implement a comprehensive AI-powered OMS built specifically for their order lifecycle. Rather than forcing VT Logistic's to adapt their operations to a rigid off-the-shelf tool, we engineered a system customized to their existing workflows and future growth.

Key features included:

1. Complete UI & UX Revamp:

   A user-friendly, modern interface that requires fewer clicks, reduces redundancy, and consolidates workflows into one central dashboard.

2. System-wide Integration

   Seamless connections with VT Logistic's current infrastructure and external platforms (ERP, CRM, finance systems), eliminating toggling between disconnected applications.

3. Data Validation & Error Handling

   Automated data checks across orders to flag inconsistencies early, preventing downstream errors and improving customer satisfaction.

4. Team Enablement

   Tailored training and a phased rollout plan that empowered staff to adopt the system confidently, ensuring smooth adoption without disruption to daily operations.

Implementation Journey

The project was rolled out in three strategic phases:

1. Discovery & Blueprinting

   We mapped existing VT Logistic processes to identify bottlenecks, designed the new OMS architecture, and created a rollout plan aligned with their operations calendar.

2. Development & Integration

   Core OMS modules were built in close collaboration with VT Logistic teams, ensuring custom-fit workflows. Integrations with legacy systems were completed without downtime.

3. Rollout & Optimization

   Training sessions prepared VT Logistic's staff, followed by a staged launch to test performance, receive feedback, and refine functionality before scaling fully.

Results

Within the first three months of rollout, VT Logistic reported:

1. 70% reduction in order processing time due to automation and streamlined workflows.
2. Significant drop in order input errors, cutting costly rework and delays.
3. Faster contract generation and approval cycles, reducing hours of administration to minutes.
4. Improved team efficiency - staff now handle larger volumes without additional hires, freeing time for strategic tasks.
5. Data-driven insights from centralized reporting, allowing management to make real-time operational decisions.

Client Impact

The new OMS has transformed VT Logistic's daily operations. By automating repetitive workflows and connecting disparate systems under one intelligent platform, the company is now positioned to handle increased demand while maintaining accuracy, compliance, and customer satisfaction.

VT Logistic now views AI integration not as a niche efficiency tool, but as a critical foundation for scaling their business sustainably, and RefractedAi has become a trust partner in that journey.