TOKS - Long-distance Passenger Transport Company

Before implementing the system, TOKS company faced a simple truth - one hand can only handle one document at a time. So, to speed things up, more hands were needed… Speaking practically, it was decided to look for solutions to automate processes. To achieve the set goals, in 2018, it was decided to implement the "Sekasoft" document and process management system (DMS). The first modules to be used were document, contract, task, and HR document management. A year after the implementation, we started transferring accounting documents to the electronic space, which will save even more employee time, as invoices, processed and transmitted electronically, reach where and to whom they need to faster, and it is easier for the accounting department to manage invoice flows and assignments.

"SUCH" benefit received:

After the system was implemented, the nature of work changed fundamentally – our hands were freed up, leaving room to breathe more freely and generate ideas.
Now we receive responses from managers faster, and we also have a platform and tools where we can submit proposals and delegate tasks to others.
After implementing the changes in the organization, we quickly saw tangible results: we approve documents 5 times faster. This is especially important when not all colleagues are "office neighbors." Faster processes, of course, also mean a reduced workload.
The team saved about 20% of work time, and managers reduced administrative costs by about 40%. The quality of services is also worth mentioning – by streamlining processes, clients are happy because their queries are answered faster.

Decisions

Order management
HR document management
Task management
Document management
Customer information management
Contract management
Quality non-conformance management

TOKS's plans also include a full-fledged internal communication platform. It is expected that drivers will be invited to join it in the coming year, with the implementation of DMS tools for their continuous training. Distances will continue to grow – longer routes, increasing orders, but the goal remains – to be accessible to each other at the click of a button. The system development plans also include the automation of the procurement process to speed up decision-making.

Efficiency indicators

3x

Faster responses to customer inquiries

5x

Faster document alignment and approval processes

20%

Employees' working time saved

40%

Reduced administration expenses

Testimonials

5.00

"I asked for all documents to be transferred to electronic form faster, to eliminate thick binders and stacks of paper documents that I have to sign daily. Today, we have digitized most of our operational processes, and the assured benefits motivate us for further changes."

Arūnas Indrašius

Director

5.00

"Last year, TOKS' charter revenue grew by +0.5 million EUR. At least 50% of this revenue growth was due to increased operational efficiency, achieved by implementing the Sekasoft order management system."

Sigita Vaičiutė

Sales and Marketing Manager