Case Study: Implementing CargoWise

Project Background

For over two decades, Nankai Express relied on a proprietary, in-house developed system for managing air and sea import/export forwarding operations.

However, with the rapid advancement of digitalization and DX (Digital Transformation) initiatives in both Japan and globally, the limitations of the legacy system have become increasingly apparent. It struggled to deliver the flexibility and responsiveness required to meet evolving customer expectations in the international freight forwarding industry.

As the company expanded into new business domains, the Japan-centric nature of its proprietary system made it difficult to continue offering tailored solutions to individual clients while maintaining consistent service quality.

In response to these challenges, Nankai Express recognized the need for a globally scalable forwarding software solution—one that could standardize operations, elevate customer service, and support sustainable mid- to long-term growth.

With these goals in mind, the company chose to implement CargoWise, a globally acclaimed packaged software with an unmatched track record in the logistics industry.

Project Title

CargoWise Global Rollout for Japan Headquarters and Overseas Offices

Solution / Module

CargoWise　(CargoWise One)

• Forwarding (Air & Sea Import/Export)
• Quotation Management
• Partial use of Warehouse Management
• Web Tracker (NEO), eDoc, eAdaptor

Project Duration

• Japan: 12 months
• Singapore: 3 months
• Malaysia: 2.5 months
• USA: 6 months (planned)

Project Objectives and Post-Installation Goals

• Unify systems globally

• Eliminate reliance on individual knowledge and standardize operations

• Improve data visibility across domestic and international offices

Project Organization and Personnel

• Six full-time project members (a project manager, a project leader (overall and operations), an IT staff, a system developer, and other roles.)

Why did you choose CargoWise?

During the selection process, we also evaluated systems offered by domestic Japanese vendors. However, after a comprehensive assessment focused on global implementation capabilities, we selected CargoWise as the optimal solution. CargoWise best met our objectives of enabling visibility into overseas data from Japan and standardizing operations across regions.

Benefits and Impact of CargoWise Implementation

1. Standardization of Operations:
   Implementing a unified system significantly reduced dependence on individual expertise and enhanced operational consistency. Previously in Japan, each company operated its own proprietary system, which led to challenges such as excessive customization for individual clients and the presence of processes and systems understood only by specific personnel.
2. 30% Reduction in Workload:
   Automated processes like flight schedule integration and document transmission improved efficiency. When creating house B/Ls, CargoWise now automatically utilizes arrival information from globally integrated flight schedules and carrier schedules, enabling automatic status updates to be sent to overseas subsidiaries and shippers. For air exports, CargoWise’s pre-alerts are leveraged to automatically send house information and required documents. Since we can automatically email overseas subsidiaries about what will arrive tomorrow, the operational efficiency related to these documents and statuses has greatly improved, actually reducing the workload by 20-30%.
3. 40% Reduction in Paper Usage:
   We transitioned from using multi-copy printed invoices to automated email delivery. Previously, invoices and related documents were printed on five-part carbon paper using dot matrix printers and sent by mail. Today, these documents are delivered instantly via email. While efforts to further reduce paper usage are ongoing, we have already achieved a significant reduction of approximately 40%.
4. Improved Profitability Analysis:
   Real-time visibility into revenue and costs per transaction and customer enabled better profitability management.  Previously, sales and costs were recorded separately, making profitability analysis possible only at the departmental level. With CargoWise now in place, we can view sales and costs per shipment, see customer-specific and per-shipment profits in real time, and significantly enhance revenue management operations and visibility. We calculated customer-specific profit margins and generated rankings, which we use to improve operations and profitability.

What was the Biggest Challenge?

One of the most significant challenges we faced was user training. End users had grown accustomed to a wide variety of legacy systems, and with the release date firmly set and non-negotiable, there was considerable concern about their ability to adapt to operating within the CargoWise environment.

To address this, we implemented a peer-support strategy: users who demonstrated early proficiency with the new system were encouraged to mentor and guide those who were struggling. This approach proved effective in easing the transition and fostering a collaborative learning environment.

Additionally, some individuals expressed critical views regarding the system update. The shift required substantial changes in workflow configuration and operational standardization, which posed difficulties for those resistant to change. Balancing the need for transformation with user readiness remained a delicate and ongoing effort.

Evaluation of CargoWise

CargoWise has proven to be an exceptionally well-designed system, capable of accommodating diverse standards and operational practices across countries. For instance, its Registry settings can be customized by country or by individual overseas locations, offering flexibility for global operations.

As a freight forwarder, we found that with thoughtful planning and effective use of features such as Workflow and Triggers, CargoWise significantly enhances operational efficiency and reduces the risk of errors.

We are currently expanding the rollout to our U.S. subsidiary. By the end of 2025 and beyond, we anticipate substantial improvements in overall productivity and data visibility—both in Japan and across our global network.

Why Choose Calsoft Systems and How Were the Results?

We sought a partner with a deep understanding of Japanese business culture and industry practices. Calsoft Systems came highly recommended—and they exceeded our expectations. Their team, including Allen and Ms. Kawamoto, provided invaluable support throughout the implementation process, contributing significantly to the success of our CargoWise rollout.

Words that Describe Calsoft

“They have a strong core principle.”

While CargoWise can initially feel overwhelming due to its extensive functionality and options, consulting experts like Allen makes a significant difference. Allen confidently provides guidance based on best practices, demonstrating deep operational expertise. His ability to articulate how the system should be used reflects a comprehensive understanding of CargoWise, which is both reassuring and impressive.

Future Outlook

We plan to further leverage CargoWise data through dashboards and BI tools to support strategic decision-making at the executive level. Continued enhancements to workflows and triggers will help drive improvements in both service quality and operational productivity.

By 2027, with CargoWise fully implemented across all offices, we look forward to confidently saying to past skeptics: “See what we’ve achieved!” (laughs)

Message from Calsoft Members

One particularly memorable statement from Mr. Orito during the project was:

“I’m not asking for the impossible. We’ll find a way.”

His remarkably steadfast mindset and driving force became a tremendous asset to this project. You can sense his conviction that “what can be done will be done” and that IT should be strong, —not just technically, but in spirit.

Typically, implementation projects require deep understanding and involvement from the business side, including interactions with business stakeholders.  However, the Nankai Express project was one of the rare cases where the IT Innovation Promotion Department took the lead, enabling nearly all interactions and processes to be completed internally by the system team.

As partners, we learned a great deal from this experience. Thank you for your trust and collaboration. We look forward to your continued support, including the further global rollout – for many years to come.

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