Board view: a smoother procedure without giving up control
At Ray Trans, carrier verification is not only an administrative step. It is part of risk management and of meeting insurance requirements. The company needs facts to assess the carrier, and documentation that the required checks were done.
For Polish carriers the procedure covers KRS or CEIDG, the VAT whitelist, VIES, KREPTD, UFG, and REGON.
- KRS or CEIDG
- VAT whitelist
- VIES
- KREPTD
- UFG
- REGON
With more than 100 dispatchers, the point was to streamline the whole process without changing who decides. Certica automates pulling data and documents and prepares a first-pass analysis. The final decision still sits with the Ray Trans team.
We wanted dispatchers to focus on organising transports and serving customers, and the verification desk to receive the full set of facts needed to assess the carrier. Certica took over the repeatable work of checking registers and assembling documents, but the decision still stays with us. That lets us run the same procedure more smoothly, without giving up control of the process.
Dispatcher view: documents ready in a few seconds
For the person who prepares a case for verification, the change starts with everyday tasks. They used to find the carrier in one register after another, download the documents, and gather them to hand on.
Sandra Kalita-Purgat, Sales Support Manager at Ray Trans, describes the difference:
Preparing a complete set of documents for verification used to mean searching and downloading them from several places by hand, which took several minutes and was simply time-consuming. Now the whole process takes a few seconds. The documents sit in one place and I can download them quickly, without extra steps.
In her view the biggest gain is less repetitive work assembling documents. The saving on a single check matters when there are many of those cases.
Sandra herself has already verified more than 350 carriers.
The time Sandra gives is for preparing the documents. Review by the verification desk is the next stage.
Verification desk view: documents plus analysis
For the verification desk the gain goes beyond receiving one file. The report also analyses the collected data and flags the information that needs attention.
Edyta Kuźniar, coordinator of the verification and settlements team at Ray Trans, points to that combination:
A real advantage is also that the documents are pulled straight from the sources and placed in one combined report. […] Certica does not only present the collected information, but also analyses it and flags the important points to watch during verification.
Edyta describes this on a new carrier. The dispatcher used to deliver documents pulled from sources such as KRS, UFG, and KREPTD. Each one had to be checked and compared on its own. Now most of the information the desk needs arrives in one report, with analysis and flags for possible mismatches.
Less time goes into searching and moving between portals. The team can move faster to the points that need its judgement and a decision.
That lets the verification desk focus mainly on analysing the information and deciding from the collected data, instead of spending time searching and assembling documents.
How the workflow changed
| Stage | Before | With Certica |
|---|---|---|
| Preparing the case | The dispatcher searches and downloads documents from several portals by hand. | The dispatcher starts a check and downloads the prepared report. |
| Handover to verification | The desk receives separately collected files. | The team receives one combined report with source documentation. |
| Assessing the carrier | The reviewer checks and compares the materials. | The reviewer reads the data with analysis and flagged risk signals. |
A wider option set for foreign carriers
Certica can also widen checks on foreign carriers with data from local registers. In supported countries the team can get extra facts for the assessment without searching those foreign portals itself.
Available checks depend on the carrier country.
Less assembling, more time to assess
Accounts from the people involved in verification make it clear that the rollout improved two consecutive stages of work: preparing the documents and analysing them on the verification desk, while the board kept control of the decision.
For the board that means a smoother procedure that supports company safety and documents the required checks. For staff it means less repetitive work and easier access to the facts they need to decide.