In the fast-paced automotive industry, where precision and speed are paramount, navigating regulatory frameworks can be a daunting task. For car owners in the Netherlands importing high-end vehicles like the Toyota GR Corolla or Maserati GranTurismo, the VDS Automotive Group emerges as a key ally, providing essential import, export, and wholesale automotive services. Renowned for their industry insight and adaptability, VDS has become a trusted partner by staying ahead of industry changes and anticipating market fluctuations.

The Push for Digital Transformation

To uphold their commitment to excellence, VDS recognized the need for bespoke software solutions that could streamline employee tasks, enhance flexibility, and provide transparency for users. In 2021, VDS embarked on a comprehensive digital transformation journey, seeking to eliminate outdated, manual processes. The choice of platform for this transformation was critical, and VDS opted for the Mendix low-code platform to digitize their processes, ranging from document management to tax calculation.

Overcoming Development Challenges

The automotive industry thrives on innovation, yet VDS found itself constrained by traditional paper-based processes and a small IT team. Off-the-shelf solutions were insufficient to meet their unique requirements, leading to inefficiencies and communication barriers.

Lourens Akkerman, IT Manager at VDS, highlighted the challenges: “Our teams worked in different locations, making it difficult to know what everyone was doing. Miscommunication, duplicate data entry, and manual work were rampant.” The reliance on Excel and email, coupled with multiple disconnected systems for various functions, further complicated their operations.

The rigidity of their existing PHP system was another obstacle. It was time-consuming to modify, and collaboration with third-party developers often failed to meet their vision or timelines. The need for a more flexible and user-friendly development approach was evident.

Embracing Low-Code with Mendix

VDS’s decision to adopt Mendix marked a significant turning point. Akkerman was impressed with the platform’s capabilities, recognizing its potential to address the complexities of their niche industry. The simplicity of low-code development offered several key advantages:

• Adaptability to Industry Changes: Rapid adjustments to processes and systems in response to evolving industry needs.
• Enhanced User Experiences: Improved interfaces and workflows for both employees and customers.
• Reduction of Manual Work: Automation of repetitive tasks to minimize errors and increase efficiency.

Akkerman and Jay Cadogan, a Mendix developer at VDS, took the lead in experimenting with Mendix. Despite having no formal programming team, their hands-on approach allowed them to quickly become proficient developers. “With basic Python knowledge, I found Mendix far more intuitive and quicker to learn,” Cadogan shared.

Transforming Business Processes with Mendix and AWS

Streamlining Document Processing

One of the first major projects undertaken with Mendix was the development of the VDS Import Portal (VIP), an application designed to manage vehicle import documentation. Previously reliant on Excel spreadsheets and emails, the VIP app revolutionized document handling for over 100 external users within just three months. Key features of VIP include:

• Automated Intake Forms: Detailed vehicle information intake.
• In-App Quote Signing: Customers can receive and sign quotes directly within the app.
• Status Updates: Automatic email notifications throughout the process.
• Integrated Payments: Direct payment options via Mollie.

The integration of Amazon S3 for document archival was a game-changer, providing cost-effective, long-term storage essential for tax purposes. Akkerman noted, “Building VIP on Mendix made it simple to integrate Amazon S3, keeping the application efficient and streamlined.”

The VIP app also facilitated compliance with Dutch regulations by connecting with the Netherlands Vehicle Authority (RDW) for automatic data checks. This integration provided real-time visibility into the status of vehicle processing, enhancing both internal coordination and customer service.

Simplifying Tax Calculations

Accurate tax calculations are crucial in the automotive import/export business. To address this need, VDS developed the BPM Calculator, a native mobile app that offers faster and more precise tax calculations. Traditionally, car owners had to navigate cumbersome processes through tax offices or paid subscriptions. The BPM Calculator, available free of charge, simplifies this by leveraging AWS Rekognition to automatically match license plate information with RDW data.

This innovative app not only streamlines the tax calculation process but also responds swiftly to regulatory changes. Akkerman recalled how the BPM Calculator provided immediate updates during a significant change in Netherlands’ import/export regulations, benefiting both customers and data suppliers.

Building a Custom ERP System

One of VDS’s most ambitious projects was the creation of a custom ERP system with Mendix. Developed in just four months, this ERP system serves as a robust central source of truth, seamlessly integrating with external systems such as the Chamber of Commerce. The ERP system offers:

• Comprehensive CRM Module: Centralized access to customer information and contracts, eliminating redundant work and improving communication.
• User-Driven Adjustments: Flexibility to adapt to user feedback and changing needs.

Cadogan emphasized the importance of involving end-users in the development process to ensure the system met diverse requirements. The result was a tailored solution that significantly improved operational efficiency and user satisfaction.

The Road Ahead

VDS Automotive’s journey with Mendix and AWS has not only transformed their internal processes but also set the stage for continued innovation. The seamless integration between Mendix and AWS has provided a solid foundation for future projects, with plans to further automate document and invoice processing using Amazon S3.

For Cadogan and Akkerman, the adoption of Mendix has been a catalyst for creativity and growth. “Each day brings new opportunities to innovate and challenge ourselves,” Cadogan shared. The ease of learning and experimenting with Mendix, supported by comprehensive documentation and community forums, has empowered them to continuously improve and expand their capabilities.

As VDS Automotive continues to embrace digital transformation, the combination of Mendix’s low-code platform and AWS’s robust infrastructure will remain central to their strategy. By leveraging these technologies, VDS is well-positioned to navigate the complexities of the automotive industry and drive future success.

Photo by: Lukas Blazek (unsplash.com)