Industry:
Logistics
A Partnership Built on Trust and Excellence
Kalmar, a globally recognized leader in cargo handling solutions, operates in over 30 countries with a workforce exceeding 5,000 employees. Headquartered in Finland, Kalmar provides essential equipment and services to ports, terminals, distribution centers, and heavy industry worldwide. Recently, Kalmar underwent a significant corporate divestment, separating from Cargotec to become an independent stock-listed company. The transformation demanded precise coordination, particularly in IT systems management, and posed unique challenges in adapting to new operational structures.
At the center of this successful transformation was Kalmar’s partnership with Basware, a leader in AP automation and invoice processing. According to Lyudmil Vasilev, Solution Owner for the ITP area at Kalmar, Basware didn’t just provide technology; they delivered unwavering support, creativity, and determination that exceeded expectations. As Lyudmil describes, this partnership was instrumental in navigating one of Kalmar’s most complex projects with remarkable success.
Key successes
No need for manual scanning
2hr
invoice intake time
Proactive error handling
Kalmar's collaboration with Basware
Kalmar’s collaboration with Basware dates back many years, marked by numerous rollouts and a shared goal of creating a unified, global approach to invoice processing.
“Working with Basware doesn’t feel like a vendor-customer relationship,” Lyudmil explained. “It’s more of a partnership. We’ve learned from each other and grown together, building a well-oiled machine capable of rolling out solutions without a hitch.
This deep-rooted partnership faced its ultimate test during Kalmar’s divestment from Cargotec – a project of unprecedented scale and complexity. In the middle of careful planning and resource allocation, an unexpected curveball emerged. During a critical meeting at Kalmar’s Helsinki headquarters, the SAP architect introduced a revised schedule, drastically shortening the project timeline. The stakes were high, and the room held its breath as the Basware team processed the new requirements.
What followed was a moment of quiet confidence that defined the partnership.
“The Basware team exchanged knowing looks, nodded, and simply said, ‘Yes, we can do it,’” Lyudmil recounted. “And they did. They delivered within that tight timeframe, and it was one of the most hassle-free go-lives we’ve ever had. It was better than we expected – a rare feat in projects of this scale."
Basware’s ability to adapt, commit, and deliver under pressure exemplifies why Kalmar regards them not just as a service provider but as an integral part of their operations.
With SmartPDF, we’ve cut out scanning entirely. It’s cheaper, faster, and much more reliable. Errors are automatically reported and addressed, and once a template or rule is adjusted, that error doesn’t come back. It’s a very smooth process.
Lyudmil Vasilev, Solution Owner for the ITP area at Kalmar
The Need for Innovation
This success in managing a critical divestment project exemplifies Basware’s commitment to Kalmar’s operational goals. However, the partnership wasn’t just about meeting immediate challenges – it was also about driving long-term innovation. One such innovation was Basware’s SmartPDF, a solution designed to tackle Kalmar’s ongoing challenges in invoice processing.
Before implementing SmartPDF, Kalmar struggled with outdated OCR scanning technology, which created inefficiencies and frequent errors. Lyudmil shared how this legacy system impacted their operations:
“OCR was already outdated years ago. It’s unreliable, and the constant error handling becomes a burden, especially when staff turnover means new employees have to learn to manage those same recurring problems.” Lyudmil Vasilev, Solution Owner for the ITP area at Kalmar
SmartPDF became a natural next step in Kalmar’s transformation journey, providing a modern, efficient, and automated alternative to legacy processes. Its introduction marked a shift from reactive problem-solving to proactive efficiency, enabling Kalmar to streamline its operations further.
SmartPDF: The Game-Changing Solution
Basware’s SmartPDF revolutionized Kalmar’s invoice processing by replacing manual workflows with a highly automated, rule-based system. The technology eliminates the need for scanning and manual validation, offering a seamless, accurate, and efficient solution. Lyudmil explained the benefits in detail "With SmartPDF, we’ve cut out scanning entirely. It’s cheaper, faster, and much more reliable. Errors are automatically reported and addressed, and once a template or rule is adjusted, that error doesn’t come back. It’s a very smooth process."
Kalmar also benefited from the automation of reporting and issue resolution. Instead of relying on human validation, SmartPDF generates regular error reports and tickets, which Basware’s support team resolves quickly and efficiently. This proactive approach reduced manual labor, eliminated recurring issues, and ensured compliance with Kalmar’s evolving business needs.
SmartPDF’s Impact: Speed, Accuracy, and Cost Savings
Since adopting SmartPDF, Kalmar has seen a profound transformation in its operations. Invoice ingestion times have dropped from up to 48 hours to just a couple of hours, significantly improving efficiency. The faster turnaround has also ensured timely payments, reducing vendor dissatisfaction and avoiding late fees.
Lyudmil highlighted the broader implications: “This improvement right at the beginning of the process creates a ripple effect. By processing invoices faster, we’ve gained a full day, sometimes two, which helps with everything from payment schedules to overall operational efficiency.”
The automation provided by SmartPDF has also freed up resources within Kalmar, allowing the team to focus on strategic tasks rather than manual error correction. The system’s reliability and cost-effectiveness have made it a cornerstone of Kalmar’s AP operations.
A Future Built on Collaboration and Innovation
Kalmar’s partnership with Basware exemplifies the power of collaboration and innovation in overcoming challenges and driving business success. From the extraordinary commitment shown during the divestment project to the transformative impact of SmartPDF, Basware has proven to be more than a technology provider – it’s a trusted partner dedicated to Kalmar’s growth.
The introduction of SmartPDF has not only resolved longstanding inefficiencies but also positioned Kalmar for a future of greater agility and innovation. By significantly reducing invoice processing times and eliminating manual errors, SmartPDF has given Kalmar the tools to operate with speed, precision, and cost-efficiency.
Looking ahead, the relationship between Kalmar and Basware is poised to deepen as they explore new opportunities for improvement and innovation. As Kalmar continues its journey as an independent company, Basware’s solutions and unwavering support remain integral to its success. As Lyudmil concluded: “I can only wish Basware continued success. They’re not just a vendor – they’re a true partner, and we’re lucky to have them by our side."