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Automation for water delivery: how much does it cost and how quickly will it pay for itself?

Why is the water delivery business increasingly being automated?

As recently as 5–7 years ago, most companies delivering water in Kyiv, Kharkiv or Lviv were still operating ‘the old-fashioned way’. Orders were jotted down in a notebook or tracked in endless Excel spreadsheets. Paper delivery notes, phone calls from customers, drivers following their own routes ‘by eye’ — all of this seemed perfectly normal.

But the market has changed. Increasing competition, along with constant rises in fuel prices, rent and wages, have forced business owners to rethink their management approach. In today’s climate, automation is no longer a luxury but a prerequisite for a business to remain profitable and competitive.

The same trend can be observed in Kazakhstan (Almaty, Nur-Sultan) and Uzbekistan (Tashkent). Businesses that were operating without a CRM system just a few years ago are now actively implementing digital tools. The reason is simple: every day without automation means a loss of customers, money and staff time.

Key reasons for switching to automation:

1. Reducing logistics and staff costs
Thanks to route optimisation couriers cover fewer kilometres whilst completing more orders. This reduces fuel costs by 15–25 per cent and means there is no need to hire extra drivers during peak periods.

2. Monitoring of packaging records
No losses or confusion with bottles. The container tracking system records every container issued and returned, and shows who has how many containers. This reduces losses by a factor of 3–5 and saves thousands of hryvnias every month.

3. Speeding up order processing
CRM and mobile apps for couriers enable orders to be accepted and processed several times faster. An order can come in via the website, a chatbot or even by phone — and is immediately added to a single database. The courier receives it on their smartphone without any unnecessary calls from the dispatcher.

4. The best customer service
Real-time order tracking, the exact time of the courier’s arrival, and the option to automatically take account of outstanding balances or prepayments — all of these factors help to build customer trust and loyalty.

A practical example:
In Venta-CRM orders are automatically entered into the system, regardless of whether they are placed on the website, via the chatbot or by telephone. The manager can view the customer’s full history:
● what he had ordered previously;
● when the last delivery was made;
● how much packaging he owes.

This not only enables us to serve customers more quickly, but also to plan our work taking into account their history and needs.

Automation is not just a trend, but a necessity of our times. Companies that implement CRM and modern delivery management tools gain a significant advantage over their competitors, reduce costs and increase profits.

What makes up the cost of automation?

The cost of automating a water delivery business comprises several key components. It is not simply a matter of the cost of equipment or software — it is an investment in increased efficiency, control and profit.

1. Equipment and machinery

For automation to run smoothly, a basic technical infrastructure is required.

● Mobile devices for couriers
Smartphones or tablets with internet access are required to use the courier’s mobile app. The device must have sufficient memory to store the map cache and must operate without interruption throughout the working day.

● GPS trackers or integration with the courier’s mobile phone
This allows you to track the driver’s location in real time, plan the best routes and avoid delays. In Venta-CRM, GPS coordinates are transmitted automatically, and the manager can see which couriers have already completed their deliveries and which are running late.

● Printers for warehouses or offices
They are used for printing delivery notes, labels or marking packaging. For companies handling large volumes, this significantly speeds up the order fulfilment process.

💡 Example: Following the implementation of GPS tracking in Venta-CRM, a company in Lviv reduced the average time couriers were late by 35 per cent and cut fuel costs by 17 per cent.

2. Software

The main tool for automation is a CRM system and its additional modules.

● CRM pricing plan
The cost may be charged on a monthly basis or as part of an annual subscription. Many companies start with a basic plan and then add extra features.

● Additional modules
Some of the most popular ones include:

Container management — tracking of bottles issued and returned.
Inventory management — tracking stock levels in real time.
Route optimisation — reducing logistics costs.
Order history — quick access to customer data.

● Integrations
Connecting a CRM to your website or chatbot allows orders to be created automatically within the system. For example, a customer can arrange delivery online via the website using the CRM, and it will immediately appear in the manager’s queue.

3. Implementation and staff training

This is a stage that is often underestimated, even though the speed at which the investment pays off depends on it.

● Tailoring the CRM to business processes
This includes customising the interface, creating document templates and configuring access rights for staff.

● Importing a customer database
Migrating data from Excel or another programme to the CRM so that the system already has the full order history on the launch day.

● Training for managers and couriers
Organising training sessions and briefings to ensure staff can quickly get to grips with the new tools.

● Support during the first few months of employment
Technical support and assistance in resolving any issues that arise during the onboarding process.

Example: At a company in Dnipro, following staff training, order processing time was reduced from 5 to 2 minutes, and the number of delivery errors fell by 60%.

The total cost of automation is not limited to the price of the CRM system. It represents a comprehensive investment in hardware, software, configuration and training, which pays for itself through resource savings and increased revenue within the first few months.

How to calculate the payback period for water delivery automation

The return on investment for water delivery automation is defined as the ratio between the investment made and the funds saved or additionally earned over a specific period. This is not an abstract indicator, but a fully measurable figure based on specific data. Most often, it is achieved through reduced logistics costs, optimised staff performance and fewer errors in order processing. When a company implements a CRM system with order management and container tracking functions, it gains the ability to monitor every delivery, accurately track the number of returned bottles and eliminate losses that previously could have amounted to thousands of hryvnias each month.

Another key factor is the time saved by managers. Automatic route planning, integration with the website and the courier’s mobile app reduce the order processing time from several minutes to just a few seconds. This makes it possible to carry out more deliveries within the same working hours, without increasing staff numbers or incurring additional labour costs. In practice, for a company handling over a hundred orders a day, this approach enables a reduction in fuel and labour costs of at least ten per cent, and sometimes as much as twenty per cent.

If we analyse business performance figures in Kyiv, Dnipro or Odesa, it becomes clear that the average payback period for the system is between three and six months. In the case of large-scale and complex implementations involving the purchase of additional equipment, this period may extend to a year, but the impact of such projects is significantly greater. Automation starts generating profit within the first few months, and every subsequent day of its use brings the company additional savings that can be reinvested in development.

Real-life examples of payback periods: from 3 months to 1 year

● Small businesses in Kyiv
A company with a fleet of four vehicles carries out an average of 70 deliveries a day. Before automation, routes were planned manually and container tracking was managed using Excel spreadsheets, which often led to errors and confusion. Following the introduction of a CRM system for order management and container tracking, the situation changed dramatically. The system automatically generates routes for each courier and monitors bottle returns, which has enabled a 15 per cent reduction in fuel costs and an 80 per cent reduction in the number of returns due to errors. This optimisation allowed the company to recoup its investment in full in less than four months and continues to deliver consistent savings.

● A medium-sized company in Lviv
The fleet consists of 10 vehicles, with a daily volume exceeding 150 deliveries. Before automation, managers spent most of their time manually processing orders and making constant phone calls to coordinate couriers. The integration of the CRM with the website and the mobile app for couriers has completely transformed the process. Now, orders are automatically entered into the system, allocated to drivers, and customers receive notifications of the exact arrival time. This has saved around 60 working hours per month and avoided the need to hire two additional managers. In monetary terms, the savings exceeded 25,000 UAH per month, and the project paid for itself within 5 months.

● A large company in Almaty
It carries out between 200 and 250 deliveries within the city every day. Before the CRM system was introduced, routes were planned based on couriers’ previous experience, which led to inefficient use of time and fuel. Following the integration of GPS tracking and a route optimisation module, the average time taken to complete a single order was reduced by 12 minutes, which, on a daily basis, enabled the company to carry out an additional 15–20 deliveries without increasing staff numbers. As a result, the company rapidly increased its volume, and the investment in automation paid for itself within just 3.5 months.

● Business in Tashkent
The company operates in the water and gas supply sector. Prior to automation, there were frequent issues with product write-offs and the loss of bottles, whilst stock levels were tracked manually, which made monitoring difficult. Following the implementation of a CRM system with a container tracking module and warehouse management, losses were reduced by 7 per cent, and instances of bottles being completely lost were eliminated. Although the project paid for itself in approximately 10 months due to the scale of the implementation, the economic benefits of the system are sustained on an ongoing basis, and costs remain under control.

How to avoid mistakes when implementing automation

Choose a solution that can be scaled

A common mistake made by businesses is choosing a system that only meets their current needs and fails to take the company’s future growth into account. As the number of customers, orders and couriers increases, limitations become apparent: a lack of features, a lack of integration with external services, and the inability to add additional users or modules. As a result, you end up having to spend money on new software, reconfiguration and staff training.
To avoid this, choose a CRM from the outset that will allow you to add new modules, integrate stock management or implement new order management tools in the future without having to change the entire system. This will enable you to scale your business without stress or additional costs.

Please bear in mind the specific requirements for container accounting

In the water, gas or beer delivery sector, tracking returnable containers is not a secondary task, but one of the key elements of financial control. If the system does not record how many bottles or cylinders have been delivered and returned, you risk losing 5–15 per cent of your returnable containers every month. These are direct financial losses that accumulate and can amount to significant sums over time.

When choosing a solution, make sure it includes a packaging tracking module that automatically synchronises with the order database and stock records, so that you always have an up-to-date overview of each customer and courier.

Check that it is compatible with your equipment

If a company already has GPS trackers, mobile devices or printers, it is important that the new CRM works seamlessly with this equipment without requiring any replacements. This also applies to software integrations: links to your website, mobile apps, chatbots or payment systems.
Any compatibility issues could slow down the implementation process and significantly increase its cost. Check this in advance to avoid unforeseen costs and delays.

Conclusion: when will investment in automation yield the maximum return?

The automation of water, gas or beer delivery is most effective when it is implemented not in a piecemeal fashion, but as a comprehensive solution integrated into all key business processes. If a CRM system covers order management, route optimisation, container tracking and stock control, the business gains not just a set of tools, but a single platform for growth and sustainable development.
The real benefits are seen in reduced costs, faster order processing and improved service quality. For example, integrating CRM with the website and mobile apps significantly reduces the workload on managers: instead of manually entering data, they receive automatically generated orders, which cuts processing time from several minutes to seconds. This reduces the number of errors, and customers receive their orders faster, which has a direct impact on loyalty levels and repeat sales.

The experience of companies in Kyiv, Lviv, Almaty and Tashkent shows that, in most cases, investments in automation pay for themselves within the first year. The higher the order volume and the greater the logistics costs, the faster the return on investment. In some cases, the system begins to generate significant profits as early as 3–4 months after launch.

If you’re planning to implement a CRM system in your business, take a look at solutions designed specifically for water delivery, such as a CRM for water delivery combined with a courier app. This combination automates key processes — from order acceptance to delivery and container management — and will help you start saving money from the very first days the system is up and running.

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© 2019 - 2024 • Venta-CRM

Telegram

Home

Tariffs

Video review

Blog

About the company

Contacts

Offer contract

Opportunities

CRM system

App for couriers

Order management

Route optimization

Website + CRM (for water)



© 2019 - 2024 • Venta-CRM