Case study · Courier / Delivery

Courier / Delivery: Karim D.'s journey with the ORKYO Business Scan.

Requests come in throughout the day, some urgent, and the owner needs to know what still requires action.

These case studies are examples designed to illustrate how ORKYO works.

See all trades

The illustrative case

Karim D.

Owner — Courier / delivery company

Sector: Local courier and delivery company
Headcount: 12 people
What the business does: Requests come in continuously; invoicing is batched or deferred depending on the customer.

The starting situation

A typical week: delivery requests come in all day, some urgent, rate proposals wait for confirmation, delivery status is pieced together in the evening, completed services wait to be invoiced, and some customer accounts run past their payment deadline.

Requests come in throughout the day, some urgent.
Commitments made to customers aren't all logged.
Delivery status is pieced together at the end of the day.
Some completed services wait before being invoiced.

Information requested to put the Business Scan in context

Sector — Courier / delivery

Headcount range — 11 to 25 employees

Company context

Current setup: Orders taken by phone and email, follow-up shared between the owner and the office
Illustrative activity: Recurring accounts and one-off local delivery requests
Main difficulty: The link between a completed service and its invoice isn't systematic

These details describe the scenario shown. Not all of them correspond to fields requested in the Business Scan, and no data is automatically retrieved from the company's software.

What the Business Scan reveals

The owner answers the ORKYO Business Scan V3: 17 questions covering customer acquisition and engagement, planning and execution, billing and money, and infrastructure and continuity. Each question has two parts and four answer levels. The questionnaire is the same for every business; results are then put in context based on sector, headcount, reported impacts, and the owner's validations.

The four sections

1. Customer acquisition and engagement
2. Planning and execution
3. Billing and money
4. Infrastructure and continuity

How it works

• 17 questions
• 2 parts per question, so 34 parts total
• 4 answer levels per part
• About 10 minutes
• Available without an account; creating one is optional
• Can be saved to an ORKYO space and resumed securely
• Explanatory guide available throughout the questionnaire
• An overall maturity score and 8 scores by dimension
• A reported-impact step, followed by context from sector and headcount
• Owner validation, then an optional choice of 0 to 3 priorities
• A personalized summary distinguishing ORKYO's urgency ranking from the recommended operational order

Dimensions likely to come up in this scenario

Clients et demandes
Planification et capacité
Exécution / intervention
Facturation

Actual results depend solely on the answers and impacts reported by the owner.

Example of possible findings

Requests and commitments scattered

Commitments made to customers aren't all logged in the same place.

Delivery progress hard to see

The day's status isn't visible in a single place.

Completed services not flagged

What's ready to invoice turns up only after the fact.

Invoicing pieced together

Invoicing relies on details gathered late.

Owner validation

ORKYO doesn't decide on the owner's behalf. Every finding is put to them, and they respond using the options shown in the app:

Yes, it's important
Yes, but not a priority
No, that doesn't apply
I'd like to discuss it

The priorities chosen

Centralize requests and their commitments
Track delivery progress
Quickly flag completed services to invoice

In this example, the owner chooses these priorities. A real user can select 0, 1, 2, or 3.

Why were these priorities chosen?

Centralize requests and their commitments

Finding: Requests and commitments scattered
Impact on the owner or team: Commitments known to only one person
Why this priority was chosen: A commitment that isn't logged can't be reliably kept.
Desired benefit: A single list of requests and what was promised.
First concrete action: Log every request and its commitment on the customer account.

Track delivery progress

Finding: Delivery progress hard to see
Impact on the owner or team: The day's status pieced together at day's end
Why this priority was chosen: Without visibility, decisions get made over the phone.
Desired benefit: See what's in progress and what's done.
First concrete action: Mark delivery progress throughout the day.

Quickly flag completed services to invoice

Finding: Completed services not flagged
Impact on the owner or team: Completed services invoiced late
Why this priority was chosen: A billing delay pushes back the whole collection cycle.
Desired benefit: Invoice from information already logged.
First concrete action: Mark every completed service as ready to invoice.

A file, from request to payment

1. Customer request
A customer account requests a series of deliveries; the request and its commitments are logged.
2. Preparing the quote
Volume, timelines, and rates are prepared from the logged request.
3. Sending the quote
The rate proposal is sent and its send date is noted.
4. Following up on the quote
An unanswered proposal shows up among the follow-ups to do.
5. Customer acceptance
The agreement and delivery commitments are logged on the customer account.
6. Scheduling deliveries
Deliveries are assigned based on capacity and the day's priorities.
7. Making the deliveries
Each delivery is confirmed with proof of delivery attached to the file.
8. Preparing and sending the invoice
Confirmed services are marked ready to invoice, then invoiced.
9. Following up on an unpaid invoice
Overdue invoices are reviewed and followed up on.
10. Receiving and recording payment
Payment is recorded and the customer account is updated.

This example describes a recommended path, from the customer's request to payment. It does not describe an automation already performed on the owner's behalf.

The gain being sought

Immediately find the status of a file.
Know which quote needs a follow-up.
Spot finished work that needs to be invoiced.
Identify an unpaid invoice to follow up on.
Limit duplicate data entry and information searches.
Reduce follow-ups done from memory.
Spend more time on clients, operations, and growth.

If 20 jobs a week each require 5 minutes of avoidable searching or follow-up, better organization could free up about 1 h 40 per week.

This illustrative estimate is not a promise of results. The actual gain depends on the business's volume and organization.

Before / with a more structured organization

Before

• Scattered information
• Follow-ups done from memory
• Forgotten quotes
• Delayed invoicing
• Irregular follow-ups
• Limited visibility into payments

With a more structured organization

• File status visible
• Next action identifiable
• Quote tracked
• Finished work passed on to invoicing
• Invoice followed up on
• Payment recorded
• Owner less dependent on memory

ORKYO urgency ranking

1. Centralize requests and their commitments
2. Quickly flag completed services to invoice
3. Track delivery progress

Recommended operational order

1. Requests logged
2. Deliveries scheduled
3. Execution confirmed
4. Services invoiced

Where is your business losing time between the customer's request and payment?

The ORKYO Business Scan helps you spot the main administrative friction points and choose up to three improvement priorities. About 10 minutes, no account required.

Take my free Business Scan Log in