Case study · Back-office innovation · Penny²

A 200-load-a-month fuel distributor.
First month.

A Midwest fuel distributor with thousands of documents a month from suppliers, carriers, banks and card networks, and a back office of one.

First-month findings

of fuel flagged as at risk of being counted twice
$2.05M
of fuel flagged as at risk of being counted twice
of supplier credits flagged as missing from the files
$413K
of supplier credits flagged as missing from the files
missing supplier and carrier documents flagged
130
missing supplier and carrier documents flagged
billed loads matched to source documents
203/208
billed loads matched to source documents

First-month findings, not confirmed savings. The client is now loading six months of data to validate them against its own books.

The documents never lined up on their own.

Fuel cost, freight and rebates arrive on different documents from different companies, often weeks apart. Bank remittances restate the same invoices, so totals looked far larger than what was really owed.

Nobody had time to tie it together load by load, so margin was an estimate, unbilled loads were found late, and the knowledge of how it all fit sat with one person.

What we did

One month, every load.

Read every document

Supplier and rack invoices, carrier freight bills, bank draft and EFT notices, card settlements and the distributor's own sales invoices, for one month.

Matched by bill of lading

Each load's cost, freight and sale tied together, with every number linked back to the page it came from.

Flagged the missing credits

Checked against the supplier's bank draft notices: $413K of credits that didn't appear in the files, a prompt-pay discount no invoice printed, and charges that looked billed twice, each listed for the client to confirm.

What they have now

A reconciled month for their accountant to review, and answers in seconds.

More about Penny²
  • Look up any load by BOL, invoice number or customer
  • See what's missing, and who to ask for it
  • Billed vs unbilled loads, including month-end carry-over
  • Taxes billed against taxes paid, state by state

See what your own month looks like.

Onboarding is a fixed fee for your first full month, loaded and reconciled, with your books set up.

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