Recovering 54,300 PLN from incorrectly charged transport fees
An audit of shipping invoices for the entire year 2023 revealed systematic errors in fuel surcharge calculation by the logistics operator.
A local producer of cold cuts and fish near Puck was paying significantly more for transport than the price list indicated. For 14 months, no one noticed that the carrier's system was charging some fees twice.
The challenge
Logistics costs at Smaki Pomorza suddenly jumped by 18.7% annually. The board was convinced it was due to rising fuel prices and inflation. No one had time to check every invoice individually, as over 36 arrived each month. Analysis of 432 documents showed, however, that the error lay in the operator's settlement algorithm. The average overpayment per invoice was exactly 125.69 PLN.
Our approach
Michał Wiśniewski and our team in Gdańsk secured data from the client's ERP system. For 23 business days, we compared every line on the paper invoice with the previously approved rate sheet. We found 314 incorrectly issued items. It turned out the so-called fuel surcharge was calculated from the gross amount, not the net, which was contrary to the contract signed in July 2022.
The solution
We prepared a specific report with evidence for the carrier's claims department. Negotiations lasted 12 days. Instead of wasting time in courts, we focused on hard data. The carrier admitted to an error in the IT system. we also implemented a simple verification sheet for the client that automatically catches shipping price differences above 2.5% of the order value.
Results
We recovered the full overpayment amount without engaging expensive lawyers. The client now has clear visibility into costs and doesn't pay for others' systemic errors.
Timeline
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March 2024Audit start and retrieval of 432 invoices from the archive
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March 2024Detection of recurring error in fuel surcharges
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April 2024Filing an official claim with an evidence report
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May 2024Transfer of funds to the Smaki Pomorza account
"Numbers don't lie. We knew something was wrong, but we lacked people to count every invoice. Baltic Strategy & Development found the money that was simply escaping us."