Billing and revenue assurance
Charges come from moves, storage, berth time, fuel adjustments and power, across several systems and spreadsheets. Something is always missed or billed at the wrong rate, and it surfaces when a customer queries it.
- Unbilled eventsWe can compare movements in your operational system with what was billed, and list those with no charge.
- Zero-rated and manual linesWe can flag lines billed at zero or added by hand, with the supporting evidence.
- Contract rate checksWe can check billed rates against the customer contract and the current tariff.
- Prepaid volumes and rebatesWhere a customer has negotiated volume rates, we can reconcile claimed against actual moves and prepare the monthly credit.
- Credit and rebillWe can catch wrong-debtor and wrong-period errors before the credit note goes out.
Typical benefitsFewer missed charges, fewer disputes, and less manual checking before invoices are released.
Rates, contracts and tariffs
Contracts live in folders and inboxes, tariffs change twice a year, and whoever bills has to know which rate applies.
- Contract and rate registerWe can pull rates, terms and rebates out of contracts into one searchable register.
- Rate change detectionWe can detect a tariff or contract change and flag the customers and open charges affected.
- Calculated chargesWe can validate fuel adjustments, oversize cargo charges, demurrage and berth hire against their rules.
- Dispute evidenceWe can find the email, booking or record that supports a charge when a customer questions it.
Typical benefitsThe right rate first time, and disputes settled faster.
Manifests, bookings and shipping documents
Every shipping line, agent and customer sends documents in its own format. Someone keys a 100-page manifest into the billing system by hand.
- Manifest extractionWe can read PDF and spreadsheet manifests into one structure and code each line to the correct charge.
- PO and booking captureWe can find PO numbers and booking references in emails and attach them to the job.
- Summary checksWe can check vessel and cargo summaries against terminal records before billing is released.
- Customer data feedsWe can set up EDI, API or scheduled-file feeds to replace emailed documents.
- Mixed-cargo billingWe can turn per-line spreadsheets for breakbulk, vehicle and bulk cargo into finance-system entries, including levies as separate lines.
Typical benefitsLess keying, fewer coding errors, and billing released sooner.
Movements and multi-source reconciliation
The terminal system says one thing, finance another, and the rail or shipping operator's own data arrives a day late. None of them share an identifier.
- Multi-source matchingWe can match across operational, finance and third-party data, and send only the unmatched items to a review queue.
- Overnight and cut-off datesWe can handle movements that span midnight and month-end cut-offs without manual adjustment.
- Receival reconciliationWe can reconcile vessel or train receivals against control and planning records.
- Late dataWe can re-run when late data arrives and show what changed.
Typical benefitsReconciliation done in days not weeks, and people reviewing exceptions instead of matching everything.
Customer service, exceptions and notifications
Shared mailboxes handle billing queries, planning changes and marine notices, and no one owns the follow-up.
- Mailbox triageWe can classify and route emails from shared mailboxes, with a draft reply where appropriate.
- Delay and reschedule alertsWhen a vessel or train is delayed, we can flag storage charges to apply or waive.
- Reefer and storage billingWe can calculate power and storage charges from readings and dates.
- Statements and queriesWe can answer routine “what is this charge?” queries from the billing record.
Typical benefitsFewer missed notifications, faster responses, and fewer charges forgotten after a schedule change.
Dispatch, delivery and fleet
Delivery paperwork is captured at the end of the run, then keyed into billing days later.
- Proof of deliveryWe can capture proof of delivery on a phone and pass it straight to billing.
- Job allocation supportWe can suggest runs and driver allocation against capacity and delivery windows, for a dispatcher to approve.
- Delivery exceptionsWe can flag late or failed deliveries and notify customers.
- Driver and vehicle documentsWe can track licences, certificates and inspections, with expiry reminders.
Typical benefitsFaster invoicing after delivery, fewer lost documents, and earlier warning of delays.
