Replaced Excel with a dynamic pricing system

Create an internal digital tool for the sales department that allows you to:

• instantly calculate the cost of delivery to a specific destination
• compare tariffs with competitors
• flexibly manage margins and discounts
• automatically generate a commercial offer
• reduce the KP preparation cycle to seconds

Before the project, the managers worked with disparate Excel files, tariff tables, and manual calculations. Comparing with competitors took time and created the risk of mistakes.

The goal is to transform pricing from a chaotic process into a manageable system.

The main work began not with the interface, but with analytics.

Within 2 months of business intelligence:

• we studied the tariff tables of Exmail and competitors
• different calculation formats were compared
• dependencies were identified by weight, directions, VAT, and deadlines
• we brought dozens of disparate tables to a single structure
• we formed a normalized data model for the database

Each competitor has its own tariff logic, its own weight ranges, and its own calculation rules.
It was necessary not just to “compare numbers”, but to bring everything to a single algorithmic standard.

In fact, we have developed a mathematical model for comparing the market.

Calculation and comparison screen. The manager chooses:

• direction (from → to)
• weight (0-100 kg and above)
• type of service
• competitors to compare
• comparison parameters
• discount amount
• margin size

The system is instant:

• calculates the Exmail tariff
• shows the price of competitors
• outputs the percentage difference
• displays deadlines
• shows the total with/without VAT
• calculates the discounted and margin price

The manager sees the market in one window and can manage the price in real time.

Flexible margin management. The key advantage is the ability to:

• increase the margin
• lower the margin
• give an individual discount
• Maintain competitiveness

This is not just a calculator, it is a tool for managing the profitability of a transaction.

Automatic generation of KP. After the calculation, the system:

• generates a commercial offer
• allows you to make a preview
• exports to PDF
• exports to Excel
• sends it to the client by Email or WhatsApp

A commercial offer is created in 30 seconds.

TOP 100 destinations mode. A quick start mode is implemented for typical routes.:

• list of the most popular destinations
• calculation without manual input
• speeding up work in mass scenarios

A separate block is a powerful admin panel.

Administrators can:

• manage users and roles
• edit the comparison parameters
• add and disable competitors
• manage the list of services
• upload pricing plans via Excel
• configure KP templates
• manage VAT, margin, and formulas

All business logic is managed without interfering with the code.

The register of all created KP:

• filtering by date
• filtering by manager
• quick view
• resending
• export

The system has become not just a calculator, but a full-fledged sales control tool.

Saving time.

Before:

• ~12 minutes to calculate
• 20 CP per day → 240 minutes

After:

• 30 seconds per control panel
• 20 KP → 10 minutes

Savings: ~3.8 hours per day per manager

If there are 8 managers in a department:

3.8 × 8 = 30.4 hours per day
≈ 660 hours per month

Margin growth.

Previously, the margin was set manually and was often underestimated.

After implementation:

• the average margin increased by 3-5%
• with an average turnover of 25 million ₽/month
• +3% = +750,000 ₽ additional gross profit

Increase the conversion rate.

Through instant comparison:

• A manager can reduce the margin just enough to beat a competitor.
• no «resale» or excessive discounts

Estimated conversion rate: 8-12%

A real-time scenario.

Manager:

• chooses a direction
• enters the weight
• sees the market
• moves the margin from 18% to 14%
• immediately sees a change in position
• he clicks «Create a KP»
• sends to the client

The time is 30 seconds.

After implementation:

• The CP preparation rate has been reduced by 45%
• sentence formation — ~30 seconds
• managers compare the market in one interface
• the number of manual calculation errors has decreased
• increased conversion due to flexible price management
• margin manageability has increased

The company received not just a tool, but a system for monitoring the profitability of transactions.

This:

• Not a calculator
• not a table
• not a CRM

It is an internal dynamic pricing platform.

It is these tools that give logistics companies a strategic advantage in a competitive market.