Warehouse & Distribution Logistics

7 steps forward: How Neele-Vat replaced WhatsApp with an error-proof inspection process

10

countries with operation visibility

27

branches operating from a single platform

About

Neele-Vat Logistics is one of the largest logistics service providers in the Rotterdam region, offering full-service warehouse logistics to companies worldwide. With over 1,000 employees, 27 branches, and 255,000 m² of warehouse space spread across 10 countries, the company handles everything from straightforward cargo to the most complex logistics operations every day, at scale.

Industry

Warehouse & Distribution Logistics

Company size

1,000+ employees

Founded

1975

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"We already used to take pictures of shipments and share them via WhatsApp or email; however, it was a process prone to errors. Typos were made often, and not all pictures could be used."

Alex Dikhoff

Branch Manager / General Manager

The Challenge

At the scale Neele-Vat operates, the margin for error in material handling is razor-thin. Every shipment that arrives at one of their warehouses needs to be inspected, documented, and traceable, not just for internal efficiency, but to protect the company and its customers when something goes wrong in the chain.

For a long time, that documentation happened through WhatsApp and email. Photos were taken on the floor, sent through messaging apps, and manually matched to shipment records. A process that was as fragile as it sounds. Typos crept in. Photos were unusable. References got lost. And when a customer needed answers about a specific load, the team could spend hours digging through threads and inboxes trying to piece the story together.

The problem wasn't effort. The team was already doing the work. The problem was that none of it was connected, searchable, or reliable enough to act on.

Our Approach

Cargosnap restructured Neele-Vat's inspection workflow from the ground up, replacing ad-hoc photo sharing with a structured, mobile-first process tied directly to shipment references. Across inbound and outbound operations, handlers now capture photos and complete digital checklists on the warehouse floor, with every record instantly linked to the right load and available to the whole team in real time.

Seven distinct steps in the inbound logistics workflow were redesigned and digitized, removing the bottlenecks, the manual matching, and the dependency on desktop systems that slowed the team down before an outbound inspection could even begin.

"We can keep track of what is happening. If something goes wrong, it's clear if the error was on our side or somewhere else in the chain — which has helped us to keep things on track."

Hicham Zahaf

Warehouse Manager

The impact

The change didn't just make inspections faster. It made the entire operation more accountable. When a discrepancy arises, Neele-Vat can now pinpoint exactly where in the chain it happened. That clarity protects the business, builds trust with customers, and gives managers the confidence to act on facts rather than assumptions.

On the warehouse floor, the day-to-day experience has transformed. Outbound inspections that previously couldn't start until data was pulled from a desktop system now begin the moment a handler picks up their phone. Information that used to sit in silos is now shared across teams in real time — reducing friction, eliminating waiting, and keeping every shift moving.

"Before, we had to wait for the date to be available on the computer to start the outbound inspections. Nowadays, we inspect the products with the app and have all the information in one place. It's very efficient!" — Piotr Niemiets, Warehouse Operative

For a company that prides itself on handling complexity at scale, Cargosnap delivered exactly what its name promises — and then some.