Europe Business System Development | Multilingual invoices and VAT that calculate correctly

Challenge

Restaurants and Asian supermarkets ordered by phone and WeChat, with orders written by hand; next-day deliveries were frequently missed or wrong. Goods carry shelf-life and batch requirements, so near-expiry stock was found by physically searching the warehouse. Sales commission was disconnected from cash collection, and month-end reconciliation consumed days.

What we delivered

• B2B ordering portal with self-service ordering, one-click reorder from history and customer-tier pricing
• Delivery scheduling by route and time window, with driver-side scanning and exception reporting
• Batch and shelf-life management with first-expiry-first-out prompts, near-expiry alerts and markdown handling
• Commission and receivables reconciliation calculated automatically by customer and collection milestone

Outcome

Orders moved from paper notes taken by phone to customer self-entry, and missed orders effectively disappeared. Near-expiry stock is flagged in advance, reducing write-offs, and commission no longer depends on manual tallies.

Challenge

Each of the four brands had a legacy site with inconsistent styling and French content untouched for years. Reservations were taken by phone and could not be handled at lunch peak. Group-level campaigns and new dishes had no consolidated channel.

What we delivered

• Group site plus four brand subsites under one visual system and French content standard
• Online reservations allocated by location, time slot and party size, with configurable overbooking rules
• French, English and Chinese content and menu management, with prices and allergens structured
• Legal publication details, privacy policy and cookie consent completed

Outcome

Brand presentation is consistent and French content is maintained in-house by the group marketing team. Reservations moved online, easing pressure on front desks at lunch, and structured allergen and price data reduced customer enquiries.

Challenge

Marketplace selling was constrained by commissions and rule changes. An independent store was planned but VAT reporting looked complex. Delivery times and return policies differ by country, and customer service gave inconsistent answers. Product pages lacked local language, holding conversion back.

What we delivered

• Independent store organised by category and scenario, in four languages (NL / DE / FR / EN)
• VAT and OSS: destination-country rate calculation, invoice fields and reporting data export
• Payments and logistics integrated with iDEAL, Bancontact, SEPA and local carriers
• Returns and service: country-specific policies, prepaid return labels and a ticketing queue

Outcome

The store captured incremental traffic beyond the marketplace. Tax data exports monthly, so filings no longer require manual assembly, and consistent service answers reduced return disputes.

Challenge

OEM customers require batch-level traceability, but records sat in paper work orders and spreadsheets; one quality enquiry meant days of searching. Machine data could not be extracted, so OEE was estimated. The non-conforming goods process had no closed loop.

What we delivered

• Batch traceability binding raw material intake to finished goods dispatch by barcode
• Machine data acquisition at key stations, with automatic OEE calculation
• Quality management: non-conformance logging, root cause analysis, corrective action and verification closure
• Automated customer quality reports exported in OEM formats

Outcome

Traceability reports for OEM quality enquiries are produced within hours. Downtime causes now have data behind them rather than guesswork, and every non-conformance has a full record from detection to closure.

Challenge

Clearance documentation was disconnected from warehouse receiving, so goods arrived before release. Customers asking about shipments were passed between operators. EU declaration fields are complex, and manual entry errors triggered inspections and port delays.

What we delivered

• Order and clearance document linkage, with templated declaration elements and mandatory-field validation
• Warehouse operations: appointment receiving, bin management, container devanning and dispatch checks
• Customer portal for status by bill of lading or SKU, with proactive exception notifications
• API integration and reconciliation with carriers and customs brokers

Outcome

Clearance and warehouse data now flow through one system, so goods awaiting release are visible in advance. Self-service tracking absorbed a large volume of repeat enquiries, and templated declaration elements reduced entry errors noticeably.

Challenge

Multiple itinerary versions changed frequently and guides worked from outdated PDFs. Hotel, coach and restaurant settlement was consolidated in spreadsheets, where exchange rates and commissions were often miscalculated. Disruptions such as flight delays or site closures had no single notification channel.

What we delivered

• Itinerary building by day, with changes synchronised to the guide app in real time
• Resource and cost control separating purchase and sale prices for hotels, vehicles, tickets and meals
• Settlement statements by group and by supplier, with multi-currency support and exchange-rate snapshots
• Guide mobile pages for itinerary access, check-in, expense claims and exception reporting

Outcome

Guides always hold the current itinerary version. Settlement moved from spreadsheet reconciliation to system-generated statements, and disruptions can be pushed to affected groups in one action.

Challenge

Client documents moved by email with version confusion and no reliable proof of delivery time. Case progress was communicated verbally by lawyers, prompting repeated client enquiries. Internal knowledge sat on individual laptops, slowing onboarding.

What we delivered

• Client portal with document checklists, upload archiving, version history and access logs
• Case collaboration covering tasks, deadline reminders, document templates and approvals
• Internal knowledge base organised by practice area, with retrieval-based Q&A
• Access control and retention periods configured against UK data protection requirements

Outcome

Document exchange now has a complete timeline that can be evidenced in a dispute. Clients check progress themselves, reducing repeat enquiries, and new joiners learn common handling practice through the knowledge base.

Challenge

Each store purchased and recorded stock independently, so head office had no reliable inventory picture. Best sellers went out of stock while slow movers accumulated. Stocktaking required closing the store and counting by hand, with large variances.

What we delivered

• Central product master data and transfers, with stores replenishing on demand
• POS integrated with inventory in real time, deducting stock at the point of sale
• Replenishment proposals generated from sales, in-transit quantities and safety stock
• Mobile stocktaking by barcode with variance review and surplus/shortage handling

Outcome

Head office can see actual inventory and turnover across all stores for the first time. Replenishment moved from experience to proposals, and stocktaking shifted from a full evening closure to gaps during trading hours.