OÖ Medienlogistik

Driving Efficiency Through Digital Transformation

Industry:

Logistics and Transportation

Location:

Austria

Period of Collaboration :

October 2019 - Present

Technologies:

HRM System

Financial Module

Fleet Management System

Real-Time Route Optimization

CPA software

Dispatching System

Fuel Optimization System

Digital Transformation

Custom Software Development

Web Development

ERP Development

Interface images with dashboard and calendar of Kilometer Money.

OVERVIEW

OÖ Medienlogistik approached us with a critical operational challenge: they had no reliable way to calculate the actual distance couriers traveled from the terminal to each delivery point, leading to frequent payment disputes, inefficient route adjustments, and limited visibility into operational performance.

Our team developed a fully integrated solution that replaced outdated systems and now serves as the core of their operations. This custom platform unites fleet management, courier tracking, route optimization, and financial calculations into a seamless flow.

Our client

OÖ Medienlogistik is a regional delivery service operating in Austria, specializing in the daily distribution of print media across multiple delivery zones, handling thousands of deliveries every week.

When you see couriers using the system with confidence, knowing their work is accurately logged and their payouts are fair, that’s the moment you realize — this isn’t just software. It’s trust, built into every kilometer.

Project Manager

OÖ Medienlogistik

The platform’s workflow: From paper logs to precision tracking

Our main goal was to improve the operational process, analyzing every weak spot, and rebuild  it into a fully digital, automated workflow.

Log in and review routes

Couriers access their assigned routes and vehicle details instantly upon logging in.

Start trip & route distance calculation

The system calculates expected mileage at trip start to enable accurate, automated verification later.

Automatic deviation alerts

The system instantly flags any detours in real time, helping managers address issues without delays

End trip & automatic payout calculation

Total mileage and payout are calculated automatically, factoring in any approved deviations.

Manager review & payroll export

Managers review and approve data with one click, then export it directly to payroll systems.

Challenges

Challenges solved with digital transformation

Our client lacked transparency in key operational areas, including mileage tracking, route adjustments, and payroll accuracy. That’s where our expertise comes in.

Frequent payment disputes due  to manual mileage tracking.

Our Solution

Implemented an odometer-based mileage verification system that automatically flagged inconsistencies → fewer disputes and more accurate mileage records.

Inefficiencies caused by constantly changing delivery routes.

Our Solution

Developed a dynamic dispatching system with real-time route optimization → faster adjustments and improved delivery efficiency.

Screen represents a pop-up with adding new route.

Screens represents a pop-up with delete action confirmation.

Delays in payroll processing due  to manual mileage calculations.

Our Solution

Integrated a mileage approval feature with CPA software → accurate payroll data and significantly reduced processing time.

Paper-based leave requests disrupted scheduling and staffing.

Our Solution

Introduced a digital HRM tool for leave requests and scheduling → minimized manual errors and improved workforce planning.

Lack of communication between fleet,  HR, and finance departments.

Our Solution

Built an integrated platform that connected all departments → improved overall operational coordination.

Visual scheme of an integrated platform that connects all departments.

Platform components for smarter logistics

Instead of building isolated features, we structured the system around real operational needs to build a single workflow.

Fleet Management: Gain full control over mileage data and vehicle usage. Automated tracking eliminates payout disputes and ensures every trip is accurately logged in real time.

Dispatching System: Respond to changes instantly with dynamic route adjustments. Keep operations efficient, even when traffic, delays, or delivery priorities shift.

Courier Management: Avoid scheduling surprises and staffing gaps. Real-time visibility into courier availability helps managers plan ahead with confidence.

Financial Dashboard: Save hours on payroll and eliminate human error. Verified trip data powers accurate calculations and seamless export to your existing accounting system.

Three steps to digital transformation

Our client lacked transparency in key operational areas, including mileage tracking, route adjustments, and payroll accuracy. That’s where our expertise comes in.

Mapped the company’s workflows to understand operational pain points

Defined functional requirements based on real delivery conditions

Developed an integrated system that automates fleet tracking, dispatching, HR, and financial reporting

Let's try

Let’s build your next
logistics powerhouse!

Tired of manual tracking, route inefficiencies, and payroll headaches?

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Tech stack

Our tech stack wasn’t just about picking the right tools—it was about making everything flow effortlessly between operations, finance, and HR without the usual headaches.

Frontend

Vue.js

Element Plus

Vite

PostCSS

Backend

Ruby on Rails

Sidekiq

PostgreSQL

Redis

Tracking logiс

Odometer-based trip logs combined with a custom deviation detection engine to compare planned vs. actual mileage.

Journeys & issue reporting

Google Maps Distance API calculates optimal route distances. Couriers can report delays (traffic, roadwork), giving managers real-time context for route validation and cost adjustments.

User roles & reporting

Tailored dashboards for couriers, area managers, and admins. Admins access detailed journey and performance reports to monitor efficiency and optimize payouts.

The results of cooperation
with Mind Studios

Eliminated multiple SaaS license fees

The new system replaces several third-party software subscriptions, reducing ongoing costs.

Improved workforce management

Digital scheduling provides real-time visibility into courier availability.

End-to-end transparency

Every step, from route planning to payroll, is now accounted for within a single integrated system.

Accurate payroll calculations

Odometer-based verification ensures payouts reflect actual distances traveled.

Faster route adjustments

Automated dispatching and deviation approvals streamline daily operations.

Lower fuel costs

Optimized route planning minimizes unnecessary mileage.

In the first month after launch, 100% of OÖ Medienlogistik couriers adopted the new system, and the company saw a significant reduction in payroll processing time.

Our couriers finally trust that their paychecks reflect the work they actually do — and we’ve cut admin work by half. It’s a win for everyone.

Operations Manager

OÖ Medienlogistik

The digital foundation
for the future growth

The client came to us for a reliable mileage tracking tool—but the solution we built went far beyond that. By replacing manual processes with automated tracking, dispatching, scheduling, and payroll calculations, we help the company to build a solid foundation for the future growth with faster payouts, clearer processes, and reduced operational costs.

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