Payment processing company case study

This leading UK-based payment processing company, which serves over 70,000 businesses across various industries, processes over £10 billion in sales and handles more than 250 million transactions annually.

Known for its reliability and robust security, the company offers many card machines that accept all major card types, including American Express, GPay, Visa, Mastercard, etc. Their solutions are designed to ensure seamless transactions, and they provide next-day payouts, helping businesses maintain efficient cash flow and financial operations.

The challenges

1) Complex product bundles

Each payment machine required various components to be functional and user-ready upon delivery.

These components included:

• SIM cards: Essential for enabling cellular connectivity, allowing machines to process transactions anywhere with network access.
• Stickers and branding materials: Necessary for customisation and branding, ensuring each device reflects the client’s identity.
• Leaflets and instruction manuals: Provided users with essential setup, usage and troubleshooting information.
• Included accessories: Charging cables, stands and protective cases tailored to each machine type.

2) Diverse machine types

• Mobile machines: Designed for on-the-go transactions, requiring robust cellular modules and compact accessory kits.
• Countertop machines: Stationary units that needed specific power adapters and installation guides.
• Portable machines: Hybrid devices combine features of both mobile and countertop units, necessitating versatile component bundles.

3) Coordination and timing

The components were delivered separately from the main payment machines, creating logistical hurdles. Ensuring that each machine was fully kitted and ready for distribution demanded meticulous coordination to prevent delays that could jeopardise the product launch timeline.

The remedy

As a fulfilment company, Prolog stepped in to address these challenges by designing and executing an urgent kitting program tailored to the payment processing company’s needs.

Our approach encompassed the following key steps:

1) Urgent kitting program initiation

Recognising the tight timelines, Prolog prioritised creating an urgent kitting program to accelerate the preparation of the payment machines for launch.

2) Charging and preparation of units

• Base units and mobile units charged: Both the base units and mobile units were individually charged to ensure they were ready for immediate use upon delivery.
  SIM cards inserted: SIM cards were systematically inserted into each device to enable cellular connectivity, a critical feature for smoother transaction processing.

3) Software installation and linking

• Software uploaded to mobile units: Specialised software was uploaded to the mobile units to enhance functionality and ensure compatibility with the payment processing system.
• Linking of units: Once the software was successfully installed, the base and mobile units were linked in pairs, establishing a cohesive system ready for deployment.

4) Packaging assembly

• Individual boxing: The base and mobile units were individually boxed to protect each component during transit.
• Pairing and final packaging: The individually boxed units were paired in a final packaging assembly, ensuring that each kit contained both components securely and systematically.

5) Inclusion of marketing and instructional materials

• Leaflets and stickers inserted: Each kit was supplemented with leaflets and stickers, providing essential setup information and branding materials to enhance the user experience and ensure proper installation.

6) Stock readiness and quality assurance

• Final stock preparation: Once fully kitted, the products were added to stock, meticulously checked for quality and completeness, and made ready for immediate sale.
• Quality control measures: Rigorous quality control protocols were implemented to verify that each kit met the company’s standards, including inspections of SIM card activation, software functionality, and the inclusion of all necessary materials.

7) Scalable and efficient logistics

• Optimised distribution network: Prolog’s fulfilment network was optimised for rapid distribution, ensuring that fully kitted machines were delivered to the right locations on schedule.
• Coordination with sales milestones: Close coordination with the payment processing company aligned logistics timelines with sales milestones, mitigating the risk of delayed product launches.

The outcome

By implementing Prolog’s urgent kitting program, we successfully addressed the challenges the payment processing company faced.

Key outcomes included:

• On-time product launch: Ensured that all bundled payment machines were fully kitted and ready for distribution, meeting the critical sales dates.
• Enhanced operational efficiency: The streamlined kitting process, including charging, software installation, and automated linking, reduced lead times and operational costs.
• Improved product readiness: Each payment machine arrived fully equipped with all necessary components, minimising end-user setup time and enhancing overall customer satisfaction.

Prolog was a lifesaver for our product launch. They quickly kitted our payment machines by handling everything from SIM card insertion to software setup. We launched on time without any hiccups. Highly recommend their reliable service!

Sarah
Operations Manager