Case Study - Miro Logistics

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Migrating Miro Logistics ltd fROM MULTIFREIGHT AND XERO TO CARGOWISE

Executive Summary

In October 2023, Miro Logistics Ltd engaged our services to manage a time-sensitive migration from MultiFreight and Xero to CargoWise—an industry-leading logistics and supply chain management platform. The project included the replacement of AutoEntry with an invoice processing solution fully compatible with CargoWise.

Despite a tight go-live deadline of 1st November 2023, aligned with the start of their new financial year, we successfully executed the migration with minimal operational disruption. What began as a system migration rapidly evolved into a fully outsourced finance function, encompassing management of the finance mailbox, bank reconciliation, supplier payments, and monthly management accounts.

Client Background

Miro Logistics Ltd is a specialized logistics company based in Kenilworth, UK, with a strong focus on the international export of recyclable materials. Established in 2010, the company has developed a reputation as a reliable partner for businesses seeking compliant, sustainable logistics solutions for recyclable waste — including paper, plastics, and metals — across global markets.

Operating in a regulated industry, Miro Logistics connects recycling and processing centres with overseas buyers, offering end-to-end services that include customs clearance, documentation, and shipping logistics.

The Challenge / Problem Statement

Miro needed a full migration from MultiFreight and Xero to CargoWise within a short timeframe—and without disrupting operations. The client recognized that continuing with both Xero and CargoWise would only replicate their current inefficiencies. However, they lacked the internal expertise to manage the transition.

Goals and Objectives

The primary objective was a full migration from MultiFreight and Xero to CargoWise by 1st November 2023, ensuring:

Accurate transfer of opening balances
Replacement of AutoEntry with a CargoWise-compatible solution
Ongoing access to reliable management accounts for business decision-making

The Approach / Solution

We adopted a structured, collaborative approach:

Finalizing Opening Balances: Coordinated with Miro’s external accountant to complete the FY2023 trial balance for accurate opening entries in CargoWise.

System Transition: Operated CargoWise exclusively from 1st November 2023. MultiFreight and Xero were retained temporarily for reference, then decommissioned.

Invoice Processing Integration: Implemented an integrated invoice processing solution that:

Uses container numbers to match invoices with shipment accruals in CargoWise.
Bulk-uploads matched invoices for payment.
Flags exceptions in an online portal for account manager review.

This process supports segregation of duties, ensuring invoices cannot be paid unless independently verified and accrued within CargoWise.

Implementation Details

Led by Michael Day, supported by a Finance Assistant with CargoWise expertise.

Key Challenges & Mitigations:

Duplicate Entry Risks: Prevented via validation checks and data lookups.

Manual Invoice Input: Rather than transferring summarized balances, we individually entered all outstanding sales and purchase invoices from Xero into CargoWise. While this was time-intensive, it ensured accurate customer-level reporting and streamlined future payment allocation and reconciliation.

Invoice Format Issues: Collaborated with hauliers to improve match rates for bulk invoices.

Results / Outcomes

Migration completed on schedule
Full transition from MultiFreight and Xero to CargoWise
Improved supplier invoice processing efficiency and accuracy
Enhanced financial visibility via tailored management reports

Client Testimonial

The client expressed their appreciation with a message sent in December 2024:

“Thank you for all of your hard work in helping Miro Logistics and myself over the last 18 months. You have truly changed my life / work balance, and hugely improved our business.”

Key Takeaways / Lessons Learned

Leverage Complementary Expertise: Many CargoWise Partners are highly skilled in the platform’s operational modules but may lack practical experience with its financial functions. Engaging two partners—one with operational expertise and another with a strong finance/accounting background—can ensure a well-rounded and fully optimized implementation.

Invest in Accurate Data Migration: Manually entering outstanding invoices—though time-consuming—enhances long-term clarity, simplifies reconciliation, and improves reporting accuracy.

Prioritize Native Integration: Selecting software that integrates natively with your ERP system (like CargoWise) significantly boosts efficiency, reduces manual work, and supports data integrity.

Align with VAT Reporting Cycles: Timing migrations at the end of a VAT period (especially for monthly return clients) simplifies VAT reconciliation and enables a cleaner transition between systems.

Are you planning to implement CargoWise or looking to optimize your use of its financial modules?