How Basware helped Kalmar to Accelerate Invoice Intake Time

Basware, known as a global leader in invoice lifecycle management, has partnered with Kalmar, a world-renowned leader in cargo handling solutions, to significantly accelerate invoice intake time.

Through the implementation of Basware's SmartPDF, Kalmar has reduced the time required for invoice scanning and capture from up to 48 hours to just two hours — a 96% reduction, helping to accelerate the overall invoice lifecycle.

Breaking free from invoice processing bottlenecks

The process of invoice used to take up to two days before reaching Basware P2P for approval. But, through harnessing SmartPDF, invoices are now ready in hours – accelerating the process while also improving the accuracy.

With it benefitting the overall invoice life cycle – creating a world where there are faster payments, supplier relationships are strengthened and compliance can be better ensured. Through SmartPDF,

This enhances the overall invoice life cycle, leading to faster payments, strengthens supplier relationships and ensures better compliance. With SmartPDF, matching PO invoices are automatically processed and by streamlining workflows and removing delays, Kalmar achieves a smoother, more efficient and compliant financial operation.

Mark Johnston, Chief Customer Officer at Basware, says: "Long processing times often lead to late payments, strained supplier relationships and increased compliance risks. By addressing these challenges with our SmartPDF solution, Kalmar has significantly reduced invoice intake time – which in turn helps to speed up overall invoice processing time – improving both operational efficiency and financial agility.

The process of invoice used to take up to two days before reaching Basware P2P for approval. But, through harnessing SmartPDF, invoices are now ready in hours – accelerating the process while also improving the accuracy.

With it benefitting the overall invoice life cycle – creating a world where there are faster payments, supplier relationships are strengthened and compliance can be better ensured. Through SmartPDF,

This enhances the overall invoice life cycle, leading to faster payments, strengthens supplier relationships and ensures better compliance. With SmartPDF, Matching PO invoices are automatically processed and by streamlining workflows and removing delays, Kalmar achieves a smoother, more efficient and compliant financial operation.

Mark Johnston, Chief Customer Officer at Basware, says: "Long processing times often lead to late payments, strained supplier relationships and increased compliance risks. By addressing these challenges with our SmartPDF solution, Kalmar has significantly reduced invoice intake time – which in turn helps to speed up overall invoice processing time – improving both operational efficiency and financial agility.

"This transformation shows how Basware's intelligent automation and end-to-end invoice lifecycle management streamline workflows, strengthen supplier trust and enhance business performance.

"At Basware, we pride ourselves on close collaboration with our customers to deliver tailored solutions that meet their specific needs. Kalmar's success is a direct result of our partnership and we look forward to continuing to empower their finance operations with innovative automation solutions that drive real ROI for them and support them on their continued journey toward even greater efficiency and growth."

The staggering cost of manual invoice processing

Manual invoicing slows businesses down by increasing costs, creating compliance risks and delaying payments. On average, it costs US$9.87 per invoice and takes 10.1 days to process, whereas automation reduces these costs to just US$2.81 per invoice and speeds up processing to under a day. These delays and inefficiencies strain cash flows, weaken supplier relationships and put businesses at a competitive disadvantage.

Basware's SmartPDF solution is an AI-driven tool that turns PDF invoices into real e-invoices, removing the need for manual data entry and reducing errors and delays.

From corporate transformation to operational excellence

Kalmar, a globally recognised 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 centres 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.

By replacing its outdated OCR system with Basware's SmartPDF, Kalmar eliminated manual scanning, increased accuracy and ensured compliance with Kalmar's evolving business needs.

By automating key processes, Basware enabled Kalmar to improve speed and efficiency, freeing up resources to focus on strategic growth. With more accurate data capture, there have naturally been fewer invoices in exception handling due to missing or incorrect invoice data, which in turn further improves the average invoice lifecycle time.

Removing the burden of manual tasks allowed Kalmar's CFO to prioritise higher-value activities including financial planning and long-term strategy. Faster intake times speeds up the overall invoice lifecycle time, which strengthens supplier relationships by ensuring timely payments and avoiding late fees, improving trust and fostering smoother collaboration—critical for maintaining an efficient supply chain.

Nearly half (49%) of AP and finance leaders struggle with delayed approvals and invoices and 47% cite invoice exceptions as a major challenge. By reducing invoice intake time by 96%, Basware has helped Kalmar overcome these hurdles, transitioning from error-prone manual tasks to efficient, streamlined automation, significantly improving cash flow and financial agility.

Lyudmil Vasilev, Solution Owner for the ITP area at Kalmar adds: "OCR was already outdated years ago. It's unreliable, and the constant error handling becomes a burden, especially when staff turnover means new employees must learn to manage those same recurring problems.

By automating key processes, Basware enabled Kalmar to improve speed and efficiency, freeing up resources to focus on strategic growth. With more accurate data capture, there have naturally been fewer invoices in exception handling due to missing or incorrect invoice data, which in turn further improves the average invoice lifecycle time.

Removing the burden of manual tasks allowed Kalmar's CFO to prioritise higher-value activities including financial planning and long-term strategy. Faster intake times speeds up the overall invoice lifecycle time, which strengthens supplier relationships by ensuring timely payments and avoiding late fees, improving trust and fostering smoother collaboration—critical for maintaining an efficient supply chain.

Nearly half (49%) of AP and finance leaders struggle with delayed approvals and invoices and 47% cite invoice exceptions as a major challenge. By reducing invoice intake time by 96%, Basware has helped Kalmar overcome these hurdles, transitioning from error-prone manual tasks to efficient, streamlined automation, significantly improving cash flow and financial agility.

Lyudmil Vasilev, Solution Owner for the ITP area at Kalmar, adds: "OCR was already outdated years ago. It's unreliable, and the constant error handling becomes a burden, especially when staff turnover means new employees must learn to manage those same recurring problems.

"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. By processing invoices faster, we've gained a full day, sometimes two, which helps with everything from payment schedules to overall operational efficiency.

"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. Working with Basware doesn't feel like a vendor-customer relationship. 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. 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."

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