Cross-border logistics involves handling massive volumes of shipping documents and tracking data. Addressing this challenge, HILAB deployed a Lark digital transformation for Viet Trung Logistics. The platform automates order processing and synchronizes real-time warehouse updates.
Viet Trung Logistics is a leading transport and logistics provider specializing in cargo shipping between Vietnam and China. They operate offices in Hanoi, Da Nang, and Ho Chi Minh City, alongside a vast warehouse network in Guangzhou, China. HILAB partnered with Viet Trung Logistics in a 2-month digital transformation project under a Fixed Cost cooperation model.
1. Project Overview
Viet Trung Logistics is a premier transport brand providing specialized Vietnam-China shipping services. The chain currently operates representative offices in Hanoi, Da Nang, and Ho Chi Minh City, alongside a spacious warehouse in Guangzhou. The total workforce includes over 80 office employees and a dedicated team of transport drivers.
The digital transformation project between HILAB and Viet Trung Logistics spanned over 2 months. We built secure workflows and configured data pathways on Lark Suite, eliminating isolated data points and preventing lost documents between Vietnam and China.
2. Operational Challenges & Pain Points at Viet Trung Logistics
Before partnering with HILAB, Viet Trung Logistics managed all operations manually. The management team relied on separate Excel sheets and Zalo chat groups to assign tasks. This traditional approach created isolated information silos and caused operational inefficiencies.
Specifically, the center faced three major bottlenecks:
- Lost sales opportunities: Price quotes and shipping requests from various channels were not categorized or tracked systematically. Sales staff managed leads manually, resulting in missed leads and slow response times.
- Fragmented and disconnected data: Customer profiles, vehicle schedules, and financial records were isolated. Consequently, management spent too much time consolidating reports, and data discrepancies occurred between offices in Vietnam and China.
- Cumbersome timesheet and payroll processing: The workforce consisted of office employees and shift-based truck drivers. Monthly timesheets and payroll calculations were processed manually, wasting time and causing calculation errors.
The root cause of these issues was the highly fragmented database. The business lacked a unified management platform to connect operational information.
3. HILAB's Solution: Tailored Lark Digital Transformation
Instead of expensive custom software, HILAB integrated all processes on the modern Lark Suite platform. We utilized the platform's flexible data bases to build a custom solution for the client.
The new management system integrates three core modules: Sales Pipeline Management (Lark Base), Automated Internal Notifications (Lark Flow), and Automated Timesheets & Payroll (Lark Approval & Lark Base). All data is updated instantly on a central Dashboard for the management team.
4. Execution & Key Features
We configured and optimized Lark Suite features to resolve Viet Trung Logistics' specific pain points:
- Automated sales lead management: All customer profiles and shipping inquiries are digitalized in one place. The system automatically assigns leads to sales representatives and sends follow-up alerts on Lark Base.
- Automated internal notifications: Configured Lark Flow to send real-time alerts to relevant teams when new orders are placed or shipping schedules change. This streamlined communication between warehouses in Vietnam and China.
- Automated timesheet & payroll: Implemented GPS-based mobile attendance and automated payroll approval flows on Lark. Trip commissions and monthly salaries are calculated instantly, reducing accounting data entry by 90%.
The new system delivers a seamless experience for both staff and drivers. Office staff and drivers easily update shipping statuses and log attendance on the Lark mobile app.
5. Technology Stack & Delivery Team
The management and operational system for Viet Trung Logistics is built on a modern suite:
| Layer | Applied Technologies |
|---|---|
| Platform | Lark Suite |
| Database & Sheets | Lark Base |
| Workflow & Automation | Lark Flow, Lark Approval |
| Visualization | Lark Dashboard |
| App type | Responsive Mobile & Desktop App |
| Role | Resources |
|---|---|
| Project Manager | 1 |
| Business Analyst | 1 |
| Lark Solutions Architect | 1 |
| QA Engineer | 1 |
6. Results & Call to Action (CTA)
The collaboration between HILAB and Viet Trung Logistics brought significant operational improvements:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Lead management | Managed manually via chats and Excel, with a lead leakage rate up to 15%. | 100% of sales opportunities are digitalized on Lark Base, with zero lead loss. |
| Vietnam – China coordination | Manual messages via Zalo/WeChat, resulting in frequent communication gaps. | Automated alerts via Lark Flow, syncing warehouse data in real-time. |
| Attendance & Payroll | HR spent 4 days monthly collecting timesheets and calculating payroll. | Payroll exported automatically in 10 minutes with 100% accuracy. |
Real-time visibility between Vietnam offices and Guangzhou warehouses has unlocked new operational capabilities for Viet Trung Logistics. This digital backbone ensures faster border clearance and a highly responsive supply chain.
Is your business facing operational bottlenecks or fragmented data? Discover HILAB's Software Development Services and our specialized Lark digital transformation services. Contact HILAB today to start your customized digitalization journey.
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