When we saw Qargo, we said: okay, this is it. We didn’t even go through with the other options. — Andreu Vercher, IT and Project Manager, Portex Logistics
About Portex Logistics
Portex Logistics is a Netherlands-based multimodal freight forwarder handling road, ocean, air, and rail transport from their base near Rotterdam. Their road division runs approximately 60 trucks per week in each direction between the Netherlands, Belgium, Spain, and Portugal — a route they’ve made their own. On the ocean side, they manage imports from across the globe, backed by a strong network of international partners.
What makes Portex distinct is a combination of operational breadth and genuine personal attention. Patrick, the founder, built the business on the principle that clients can always reach a real person, fast.
“If you’re working with a big company, everything is automated and it’s hard to reach a real person,” says Paula Aviñó. “We take care of our clients in a closer way.”
That commitment runs through the team — a mix of Dutch and Spanish speakers who bring an advantage to routes where English is not spoken as frequently.
How they found Qargo
Portex were already mid-search for a new TMS when they came across Qargo. At the time, the team were also evaluating WMS solutions for their new warehouse — which meant the bar for any new system was high. It had to work across the full breadth of what Portex does.
They’d looked at several options before the introduction. None of them made the decision easy. Qargo did.
“Every option we looked at had its good and bad things. When we saw Qargo, there weren’t really any bad things. We said: okay, this is it — and that was that.” — Andreu Vercher
The challenge
As Portex grew, so did the complexity of their operations. Running across four transport modes and multiple geographies meant their requirements had moved beyond what their existing TMS was designed to support, and development timelines made it difficult to keep pace with the changes they needed.
The area that prompted them to look for a new solution was the accounting integration. Connecting their TMS to Exact — their accounting software — required a manual process: someone would download a file each week, check it line by line, and push it through by hand. It was time-consuming, and the manual nature of it left room for errors to slip through unnoticed.
“That took me five hours every Friday. It was an awful lot of time.” — Andreu Vercher
Portex were also running three or four separate tools in parallel: an OCR for invoicing, Exact for accounting, their road TMS, and a separate ocean TMS. The accounting team was context-switching constantly, and critical data was scattered across multiple platforms.
Order entry added another layer of friction. Customer orders arrived by email and were processed through a homegrown scanning tool that needed constant retraining and regularly produced errors. A misread comma could generate an invoice for a vastly wrong amount. A missed price could slip through as zero — with no error flag to catch it.
The solution
The most immediate transformation after switching to Qargo was in accounting. The Exact integration now runs through a direct API connection: invoices sent to clients are automatically posted to Exact, errors surface with clear explanations, and the five-hour Friday ordeal has been eliminated entirely.
“Now it just connects. If there’s an error, it pops up, tells you what it is, you fix it, and it goes through.” — Andreu Vercher
Order entry has also been transformed. Qargo’s AI-powered document reading pulls data directly from incoming PDFs, auto-fills job fields, and attaches relevant documents to the order — automatically. What used to take roughly three minutes per order (manual document handling, email replies, scanning, error-checking) now takes closer to a minute and a half, with far fewer mistakes reaching the transport process.
“We’ve roughly halved the time per order input — and reduced the errors at the same time.” — Paula Aviñó
Beyond speed, Qargo has changed how information flows across the business. Documents, emails, and job data that previously lived in separate inboxes now live inside the platform. Planners and customer service teams — previously working in parallel with limited shared visibility — are now fully connected across pickups, deliveries, and job status.
Qargo’s task management has also stood out. The flexibility to configure tasks as manual or automated, with custom triggers, has given the team a level of operational control their previous system couldn’t match.
The team have also found Qargo’s support chatbot useful in day-to-day operations. “It gives you screenshots of what you need to do. It gives you everything — and if you can’t find a solution, there’s always a human on the other end.” — Andreu Vercher
The onboarding experience
The Qargo onboarding team were hands-on throughout. They visited Portex onsite twice, including a two-day go-live session — working intensively alongside the team to prepare the system for launch.
“I couldn’t say anything bad about the onboarding. The guys were really on top of it. Whenever we wanted help, it was there.” — Andreu Vercher
The wider team adapted quickly once live. “It took me literally 20 minutes to switch from one program to the other,” says Paula. The accounting team had a tougher first week as the Exact field mapping was refined, but the core issues were resolved within two days — and their reaction since has been the clearest measure of success.
The results
Since implementing Qargo, Portex has seen measurable improvements across accounting, operations, and cross-department collaboration.
✅ 10 hours saved per week across accounting and operations — primarily driven by the Exact integration eliminating manual invoice processing
✅ 50% faster order entry — from roughly 3 minutes to under 1.5 minutes per order, with fewer errors reaching the transport process
✅ 5 hours reclaimed every Friday — the manual XML checking process that held up weekly invoicing is fully automated
✅ 4 systems consolidated into 1 — OCR for invoicing, Exact, road TMS, and ocean TMS workflows will be unified under Qargo
✅ Fewer billing errors — AI-assisted order entry has significantly reduced the risk of pricing mistakes going undetected
✅ Better cross-department visibility — planners and customer service teams now operate from shared, real-time job data
What’s next
A deeper Clarus integration is in progress, and the team are actively exploring Qargo’s AI planning features for their complex last-mile international routes.
Further improvements to the accounting workflow are expected imminently, with fixes in development that will save additional time per invoice.
“The AI planning is something we’re really looking forward to. Our case is quite specific — a lot of last-mile international work, combined loads. We want to see what Qargo can do with it.” — Andreu Vercher, IT and Project Manager
Next steps
Want to see how Qargo can transform your transport operations? Book a Demo