| 18% Accuracy Improvement | 75% Faster Processing | 15 min Member Onboarding | Real-Time Delivery Visibility |
Company Overview
| Company | 3Mien Logistics |
| Industry | Road Freight & Last-Mile Delivery |
| Headquarters | Vietnam |
| Founded | 2016 |
| Scale | 15 employees, ~6000 delivery runs/month |
| Person In Charge | Operations Director |
3Mien Logistics is a company that delivers goods by road and offers last-mile delivery services in Southern and Central Vietnam. Operating with a lean team of 15 staff and running approximately 6,000 delivery runs per month, 3Mien has built its business on reliability and personal service. As volumes grew, however, the manual processes sitting behind every delivery began to create a hidden operational drag that threatened to limit the company’s growth.
The Challenge
The manual entry of data into disconnected spreadsheets led to operational inefficiencies. The problems did not occur in isolation, but rather came together to make a complicated situation.
- Low data accuracy: First-pass accuracy was around 72%, meaning about one in four entries required checking and re-entering. Each document type was in its own spreadsheet with custom formulas. If a column were in the wrong place, the whole sheet would break.
- High Daily Time Cost: The operations team spent about two hours each day on data entry alone. This time did not directly add value for customers or the business, but it could not simply be dropped.
- Zero Delivery Visibility: Once a driver had left the depot, the operations team had no way of knowing when a delivery was complete. Checking drop-off times and driver performance relied on manual check-ins.
- Fragmented Document Management: Delivery orders, invoices, and weight certificates were each kept in separate files, making it difficult to see the full picture. At 6,000 runs a month, it was becoming impossible to keep these separate systems going.
“We used to spend two hours every day just typing data into spreadsheets. Each document type had its own file and its own formulas. If any part of it was wrong, the whole thing would be broken. We knew there had to be a better way, but we hadn’t found anything we trusted enough to try.”
– Operations Director, 3Mien Logistics
Solution from Valitract – AI OCR Data Extraction Platform
After evaluating options, 3Mien selected Valitract, primarily because of the platform’s willingness to support a free, hands-on trial against real documents, and the responsiveness of its team throughout the evaluation process. Two additional factors proved decisive:
No-code Data Extraction Platform Built for Field Operations
Valitract’s platform was designed for non-technical users in the field. The workflow was super simple: upload the documents, get the output overview, review, and export the final data. Key capabilities that made this work for 3Mien included:
- Project-based extraction manager distinguishing delivery orders, invoices, and freight receipts without rebuilding the output form from the initial.
- Instant cloud sync delivers structured data to the back-office team in real time, as each delivery is completed
- Upload timestamp logging captures exactly when each document was submitted, creating a de facto delivery event record
High-Accuracy OCR for Mixed-Format Logistics Documents
Logistics documents in Vietnam frequently combine printed text with handwritten fields – a combination that defeats many standard OCR tools.
Valitract’s models are specifically trained on this combination.
In 3Mien’s pilot, the platform achieved approximately 90%+ first-pass accuracy across their document set. The remaining errors were traceable to two fixable causes: illegible source handwriting or incorrect data recorded by the driver at pickup.
For the first time, the origin of every error was visible and actionable. Staff can open the original document image alongside the extracted output and edit any field directly on screen. No switching between tools, no re-entering data from scratch.
Structured Excel Output with No Workflow Redesign
Rather than requiring 3Mien to adopt a new system of record, Valitract delivered extraction results directly into clean, structured Excel output. This format was already familiar to and understood by the team. This eliminated the adoption barrier of learning a new platform and meant the Operations Director could begin reviewing AI-extracted data within days of go-live, with no changes to downstream processes.
Implementation Process
Deployment was completed within two weeks, supported throughout by Valitract’s onboarding team:
- Week 1 – Pilot & Accuracy Benchmarking: Valitract’s team configured the extraction setup for 3Mien’s specific document types, such as delivery orders, freight invoices, weight certificates, and goods receipt notes. 80 representative documents, including handwritten invoices and multi-format delivery orders, were used to benchmark extraction accuracy and map the output fields before go-live.
- Week 2 – Member Training & Go-Live: All 15 staff completed 15-minute onboarding sessions. The team ran in parallel with the old process to confirm accuracy levels, then cut over fully. Valitract’s support team was available for same-day issue resolution throughout the transition.
Results & Business Impact
Within weeks of full deployment, 3Mien Logistics saw measurable improvements across every dimension of their document processing operations:
| Metric | Before Valitract | After Valitract |
| Document Processing Accuracy | ~72% (est.) | ~90%+ |
| Daily Processing Time | ~120 min (manual entry) | ~30 min (review only) |
| Driver Onboarding to Full Use | Not applicable | 15 minutes |
| Delivery Visibility | None | Real-time via upload log |
| Document Types Managed | Separate Excel per type | Unified Valitract workflow |
| Re-check / Rework Rate | ~25% of entries | <5% of entries |
Key Business Outcomes
- 18-point accuracy gain
First-pass accuracy rose from ~72% to 90%+, dropping the rework rate from roughly one in four entries to fewer than one in twenty. The operations team stopped spending their day catching errors and started spending it on work that actually moves the business.
- 75% reduction in daily processing time
Manual data entry took about two hours a day. Reviewing Valitract’s output takes thirty minutes. That’s 90 minutes of operational capacity recovered, every single day, for a team of 15.
- 15-minute onboarding, no training programme needed
Every staff member, including drivers with no prior experience of document software, was fully up and running after a single 15-minute session.
- Unexpected outcome: Real-time delivery visibility
Because drivers upload documents at the moment of departure from client premises, upload timestamps now function as a live delivery log. The Operations Director can see completed delivery times in real time. This helps to coordinate vehicles better, talk to clients more proactively, and judge how well drivers are doing. These are things 3Mien did not have the ability to do before and had not thought about doing for the project.
- Unified document workflow
All document types, previously scattered across separate Excel files with fragile, hand-maintained formulas, now flow through a single Valitract dashboard. Broken formulas and structural spreadsheet errors are no longer part of anyone’s day.
“Instead of collecting all the invoices and paperwork from drivers after each run and typing everything in by hand, now the operator just takes a photo from the driver when they leave the client’s warehouse and uploads it, providing the results immediately. It’s that simple.”
– Operations Director, 3Mien Logistics
Conclusion
3Mien Logistics’ experience illustrates that the operational impact of AI document processing is not limited to large enterprises with complex IT infrastructures
For lean logistics teams where every hour of staff time and every delivery matters, the ability to capture, extract, and act on document data in real time delivers immediate, measurable value, and often reveals operational benefits that extend well beyond the original problem.
By replacing manual Excel entry with Valitract’s mobile-first capture and AI extraction, 3Mien achieved a reduction in daily processing time, meaningfully improved accuracy, and gained a live delivery visibility capability that is now a core part of how their operations team works every day.
For logistics companies where speed and reliability are the product, Valitract’s combination of high-accuracy AI, intuitive field-ready mobile capture, and instant structured output makes a clear and measurable business case.
Ready to run a pilot on your own documents? Start your free pilot now
Valitract – Next-gen AI-Powered Data Extraction Platform
- Email: support@docai.com
- LinkedIn: https://www.linkedin.com/company/valitract-api-platform
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