Client Snapshot
The Challenge
SPS had grown steadily over a decade, but its IT infrastructure had not kept pace. The original on-premise ERP was built on a Windows Server stack that had fallen out of vendor support. Every new feature request required expensive engagement with the original developer. The system had no mobile interface — field staff were still updating delivery status via phone calls and paper PODs.
Five specific pain points triggered the decision to migrate:
| Pain Area | Symptom | Business Impact |
|---|---|---|
| No Mobile Access | Drivers relied on paper PODs or radio | Delayed status updates, customer complaints |
| Server Maintenance | In-house IT managing hardware lifecycle | ~18% of IT budget on infrastructure upkeep |
| No API Integrations | Isolated from GPS, marketplaces, billing tools | Manual re-entry, error-prone workflows |
| Unplanned Downtime | Server failures caused operations halts | Average 4 hrs/month lost productivity |
| Data Silos | Fleet, billing, and CRM not connected | Reconciliation took 3 person-days/month |
Before vs. After
❌ Before — Legacy On-Premise
- Windows Server (owned hardware — CapEx every 4 years)
- Manual tape backups — high recovery time
- No API surface — fully isolated system
- Desktop-only UI — no mobile access for field staff
- Vendor-locked database — customisation costly
- Billing reconciliation: 3 person-days/month
✅ After — 6i-eCargo SaaS
- AWS multi-AZ infrastructure, 99.9% uptime SLA
- Automated backups, RPO under 1 hour
- REST API + webhook — 12 live integrations
- iOS + Android PWA for all field staff
- Open data export (CSV, JSON, API)
- Billing reconciliation: 2.5 hours/month
Solution: eCargo Modules Deployed
| Module | Capability Deployed |
|---|---|
| Order Management | End-to-end shipment lifecycle tracking with barcode scanning |
| Fleet Management | Own + contracted vehicle scheduling, GPS integration |
| Billing & Invoicing | Automated rate cards, GST-compliant customer invoicing |
| Mobile Field App | Driver POD capture, real-time delivery status push |
| API Gateway | REST endpoints for marketplace and GPS integrations |
| Analytics & BI | Operational dashboards, KPI and revenue reporting |
| Customer Portal | Customer self-service shipment tracking — 1,200+ logins |
Migration Approach
Given 10+ years of operational data and zero tolerance for billing disruption during cutover, a Big Bang migration was ruled out. A phased parallel-run strategy was adopted.
- Weeks 1–2 — Data AuditSchema mapping, stakeholder alignment, data migration plan signed off.
- Weeks 3–6 — Historical Data Migration10+ years of shipment, billing, and customer data migrated via custom ETL pipeline. Daily reconciliation reports — less than 0.1% variance threshold.
- Weeks 7–10 — Module Config + Pilot Go-LiveAPI integrations built and tested. Mobile app rolled out to pilot fleet of 20 vehicles. Staff training in Tamil and English.
- Weeks 11–14 — Full Production Go-LiveFull fleet cutover, parallel billing run for 3 weeks, dedicated support line.
- Weeks 15–18 — Legacy ShutdownLegacy system decommissioned, KPI measurement baseline established, IT cost reduction confirmed.
Results — 90 Days Post Go-Live
| Metric | Before | Target | Achieved |
|---|---|---|---|
| IT Infrastructure Cost (monthly) | ₹3.2L/month | Under ₹2.0L | ₹1.86L ✓ |
| System Downtime (monthly) | 4.2 hours | Under 0.5 hours | 0.0 hours ✓ |
| Mobile App Adoption | 0% | Over 85% | 94% ✓ |
| Digital POD Capture | 15% | 100% | 100% ✓ |
| Live API Integrations | 0 | 8+ | 12 ✓ |
| Billing Reconciliation Time | 3 person-days | Under 4 hours | 2.5 hours ✓ |
| Customer Portal Self-Service | Not available | Launch | Live — 1,200+ logins ✓ |
Key Lessons
What worked: The parallel billing run was non-negotiable — teams had full confidence before hard cutover. The Champion Driver program drove mobile adoption faster than projected. Pre-built eCargo connectors for GPS and marketplace APIs cut integration time by approximately 60%.
What to watch: Legacy schemas often have undocumented custom fields — budget time for reverse engineering. Contracted fleet partners may be slower to adopt the driver app — have an SMS fallback ready. Always negotiate API quotas with third-party providers before kick-off, not mid-project.
Running an established logistics company on ageing software?
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