From BCC emails to a reliable data foundation: How technotrans transformed its spot transport procurement
Sea freight, air freight, partial loads, import and export transports: Just a year ago, technotrans awarded everything outside the land unit load network via email distribution lists. Quotes arrived in various formats, systematic comparisons were virtually impossible, and transparency and traceability remained limited.
Today, the company manages these same tenders in a structured manner via Oyaso. Standardized quote templates, a central database, and meaningful evaluations create transparency and comparability. The insights gained flow directly into price negotiations and service provider discussions. A practical report from the Münsterland region.
Air, sea freight, road transport
Import & export
Structured
Annual savings
technotrans – Thermal management for demanding industries
technotrans SE is a globally operating technology and services group. The company’s core competence lies in application-specific thermal management solutions. As an integral component of customer systems, these serve the energy optimization and temperature control of demanding technological applications.
With 17 locations, the group is present in all major markets worldwide. Based on its “Ready for Growth” strategy, technotrans has defined four focus markets: Plastics, Energy Management, Healthcare & Analytics, and Print. The group operates six production sites in Germany as well as one each in China and the USA. technotrans SE employs around 1,440 people worldwide and generated revenues of €244.0 million in the 2025 financial year.
Transport procurement operates on two tracks: Framework agreements were negotiated for land freight unit load and parcel shipments. All other transports are requested on the spot market.
Decentralized information management without standardized transparency
For sea freight, air freight, and road transport, the team contacted freight forwarders individually via email—mostly using blind carbon copy (BCC) to two or three recipients. Incoming responses arrived in various formats. A systematic comparison did not take place, nor was there a shared repository.
The team contacted forwarders for sea, air, and road freight separately via email, often with multiple recipients on the BCC list. Incoming responses arrived in various formats. A central data collection, structured information comparison, and shared filing system did not exist.
Unclear request management
The processing status of requests could not be tracked centrally. Responses had to be searched for across individual email inboxes, which significantly hindered transparency, traceability, and management.
Quotes and cost comparisons without a standardized template
Incoming quotes differed in structure, level of detail, and cost presentation. A direct comparison of individual transport legs was barely possible. Comparing individual cost items also proved to be time-consuming and error-prone.
Cover coverage as a process bottleneck
During absences, there was no central overview of pending requests and incoming feedback. Cover staff relied on manually searching through colleagues' inboxes and could not guarantee that relevant information was not overlooked.
Gut feeling instead of key metrics
Which forwarder is actually too expensive? Who delivers the best offers? Who receives the most orders? Without a structured data foundation, these questions remained largely unanswered. Transparency, traceability, and meaningful facts were lacking for well-founded decisions and negotiations.
The Oyaso software – One schema for all spot transports
Oyaso replaces the email distribution list with a structured request. All service providers submit their quotes in the same interface, categorized identically. Comparisons are generated automatically. Because most freight forwarders are already familiar with the platform, there was no onboarding phase required; an IT project was not necessary for implementation.
Standardized quote grid:
Prices are displayed side by side by category instead of embedded in continuous email text.
Comparison down to transport legs:
Every leg of the transport is individually visible, forming the basis for targeted follow-ups.
Copy requests:
Duplicate existing shipments, enter new packing dimensions, and send. Eliminates manual re-entry.
Capture packing lists via AI:
Upload the packing list, and the data is extracted using AI. Simply review once and send.
What makes the difference in daily logistics
Individual service provider report:
The most frequently used analysis. Before every alignment meeting with a forwarding partner, the team pulls the report and presents it to the Key Account manager—including the response rate per service provider.Central request overview:
Requests, quotes, and awards are stored in one place. Cover staff can instantly see the current status without opening other people's inboxes.Plausibility at the line-item level:
Noticeable price discrepancies stand out immediately. Missing line items can be clarified before the order is issued.
“In the past, sending transport requests to freight forwarders via email was time-consuming. There was no central tracking. If a colleague was on vacation or sick, their inbox often had to be searched to clarify the status or find incoming quotes. With Oyaso, this effort has been significantly reduced. The application is intuitive and intentionally simple, which is highly appreciated by everyone involved. Furthermore, Oyaso supports the use of AI in a sensible, practical way, making our processes even more efficient.”
- Tobias Wiedenlübbert
Team Lead Transport Coordination
“Previously, we mostly relied on empirical values; today, we have data. Because every quote was structured differently, we lacked a reliable basis for comparison. Oyaso brings all quotes into a standardized schema, creating full transparency over costs and performance. We recognize noticeable deviations immediately and can follow up in a targeted manner. This not only improves the quality of our decisions but also supports our ‘Ready for Growth’ strategy.”
- Andreas Mense
Senior Director Logistics
What the transition of spot shipments delivered
After about a year of use, all spot market demand runs through the platform. Export and import transports are handled entirely via the tool. The benefits are evident in daily operations, cost comparisons, and service provider negotiations.
375
awarded transports p.a.
1000+
incoming quotes p.a.
68.000€
saved in transport costs p.a.
45.000€
saved in process costs p.a.
113.000€
total costs saved p.a.
From email distribution list to management tool
Implementation took place without an IT project: Create user accounts, add freight forwarders, send requests, and award orders.
Before
Request emails sent via BCC to 2 or 3 forwarders
Every quote structured differently
Filing scattered across individual inboxes
Searching through someone else's inbox during absences
Management based largely on gut feeling
Today
Structured requests directly from the platform
Standardized grid and directly comparable
Central archive of all transactions
Real-time status visibility for everyone at any time
Management based on clear overviews and reports
The transport spot market can no longer tolerate BCC emails
What technotrans experienced is familiar to logistics teams across the entire manufacturing industry. Contracts cover the core business—the rest determines margins and delivery capability.
Keep knowledge within the team
Documented processes survive vacations, sick leave, and personnel changes.
Negotiate with evidence:
Without response rates and allocation data, annual meetings remain a matter of opinion.
Volatile rates:
Price fluctuations can only be cushioned through broad, fast comparisons.
Ready to digitize your spot transports?
Create an account, send out your first request, and compare quotes. That’s all it takes to get started. The free trial period includes full functionality. We’ll show you the process using your own routes.