Cargo Wagon

About the client

Cargo Wagon is a European leader in railway wagon rental, managing thousands of wagons that require regular service and repairs. This operational model generates a large volume of administrative work, especially in invoice processing — Cargo Wagon processes more than 5,000 invoices per year, often in different formats and languages from multiple countries.

The challenge

The original invoice processing was time-consuming and error-prone:

• Invoices had to be printed, manually rekeyed, translated, and physically distributed for approval
• The approval process involved multiple levels and manual booking
• One employee was dedicated solely to invoice processing — each invoice took 20 minutes on average
• Occasional document losses led to issues with meeting deadlines

The solution

We implemented Modulario with a combination of OCR and AI that fully automated the processing of received invoices and credit notes:

• AI OCR extraction — invoices and credit notes arrive at a dedicated email (faktury@cargowagon), AI automatically reads them and extracts the supplier, dates, amounts, line items, and VAT
• OCR with translations — the system recognizes document content in different languages and translates them when needed
• Multi-step approval workflow — the captured document goes into an approval process with 2 to 5 levels depending on value and cost type
• Inviting consultants — approvers can invite consultants to a document (e.g. controlling, legal, dispatching), who provide feedback, fill in data, and confirm correctness
• Transfer to external accounting — after final approval, the document is automatically transferred to the Pohoda accounting software via Pohoda XML export, where booking simply takes place
• Re-invoicing — a separate flow for extracting costs that are billed onward to another client
• Custom chart of accounts and document series — invoice categories, invoice types, closing texts for document outputs
• Elimination of physical handling — the entire process runs digitally, without printing or physical distribution

Results

• Time savings: processing of a single invoice was reduced from 20 minutes to 2 minutes
• Financial savings: 30,000 € per year
• Investment and ROI: total investment 32,000 €, payback in 1 year
• Process accuracy: elimination of document losses and errors from manual processing

Implementation

The project was delivered over 2 months in two-week iterations, which enabled rapid fine-tuning of features. It also included integration with the accounting system and employee training.

Future plans

Building on the success of the project, additional phases are in preparation:

• Phase 2: quotation management
• Phase 3: logistics and tracking of railway wagons