Two freight bill audit and payment companies were recently accused of leaving their clients liable for millions of dollars in unpaid invoices. Here are some ways to avoid becoming the next victim.
For over 50 years, shippers have outsourced the audit and payment of transportation freight bills. And it's still a popular practice today. While it might not be at the top of the list of most commonly outsourced supply chain-related functions, nearly a third of the North American respondents to the 2013 Third Party Logistics Study conducted by Capgemini and others reported that they outsourced this task.
There are significant advantages to outsourcing freight bill auditing and payment (FBAP), but because of the amount of money that flows through the process, it's important to exercise extreme care when doing so. Ten years ago, the industry suffered a blow when two large freight bill payment companies left clients with over $25 million in unpaid freight bills. Now, it's happened again, with two companies recently accused of leaving their clients liable for millions of dollars in unpaid invoices. One of these situations was at least partially a result of embezzlement.
Fortunately, these are the exception, not the rule. Most of the players in this industry are financially sound, well-managed businesses, and we don't want to throw the baby out with the bath water. Nonetheless, the general business climate—as well as common sense—dictates that prospective outsourcers conduct thorough financial due diligence in selecting a provider. Remember, if the provider doesn't pay the carriers, you as a client are liable for the charges, even if you have already advanced the funds. Also keep in mind that the FBAP industry is not regulated, making it even more critical to investigate, analyze, and verify.
While nothing can be outsourced without some risk, I believe there are 14 steps that, if taken, can minimize the financial risk to the outsourcer. They are as follows:
Insist on inspecting audited financial statements—even if the firm is privately held. Don't settle for banking information, which may be helpful but is not always a reliable indicator of financial health. If the FBAP firm is financially healthy, responsible, and capable of handling the business, it will find a way of demonstrating its stability.
Investigate the reputation of the auditing firm used by the provider. Things are not always what they seem.
Make sure the financial statements and other documents are examined by qualified financial specialists. If the task is left to a supply chain manager with no background in finance, there's a risk he or she will overlook clues to financial problems.
Check out the reputation of the senior management of the FBAP firm. Keep in mind that regardless of how good established controls may be, they can always be overridden by senior management.
Ask for assurances that the firm's financial controls are tested at least annually by an independent auditor. While privately held firms are not required to be Sarbanes-Oxley compliant, some FBAP firms have become so voluntarily. They are then subject to various tests for operational effectiveness and reporting requirements. These annual reports will be an excellent source of information about the firm and its processes and controls.
Be sure that your company's funds are not co-mingled with those of the provider. The typical FBAP firm's business model requires that clients advance it the funds for freight payments, usually on a weekly basis. It then holds these funds while bills are being further processed and verified and checks prepared. All funds for freight charges should be held in a separate account—preferably, at a separate bank. Or if you want to be extra cautious, you can insist that the provider maintain a separate account just for your funds.
Understand the float. During the delay that occurs between the time the provider receives the funds from the client and the carriers cash their checks (or receive a wire transfer), the advanced funds are considered to be "floating." Often, a provider will make short-term investments with these funds before it pays the carriers. This can be particularly advantageous when the float amount is significant and interest rates are high, and there is nothing inherently wrong with this practice. However, it's important that the client be aware that this is part of the process and that it has a right to know how its funds are being used.
Make sure the provider has a fidelity bond that would cover possible embezzlement of client funds by employees. And check to see that the coverage is adequate.
Be sure the contractor thoroughly vets its employees. It should adhere to a strict policy of running detailed background checks on all new employees and credit checks on anyone who would have access to funds and/or cash management. Credit checks are common in banks and other institutions dealing in liquid assets. Unfortunately, a person who is deeply in debt should be considered a risk.
Confirm that the contractor maintains a separation of duties in accounting and cash management functions. This is to ensure that a single employee (or group of employees) cannot manipulate funds or bypass controls.
Verify carriers. Make sure the funds are being paid to carriers that actually exist.
Finally, and most importantly, manage the relationship. Since one of the primary reasons for outsourcing is to ease the client firm's workload, too often these firms put the relationship on automatic pilot once the contract is signed. But it simply is not sound business practice to outsource an important financial activity like FBAP and then ignore it. Make it a practice to conduct periodic audits. Also, appoint a relationship manager who will be available at all times in the event the provider needs information or guidance.
If the client firm is large or the amount of freight charges involved is particularly significant, there are two other controls to consider:
Explore the possibility of establishing minimum limits on financial assets. Stated another way, be sure the FBAP firm is large enough to handle your account.
Consider establishing a policy of awarding contracts only if the value of the contract is below a certain percentage of the provider's total revenue. A freight bill audit and payment firm should not be too reliant on one or two accounts.
Bottom line: The outsourcing of freight bill audit and payment is an important financial step for a shipper and should be treated as such. Because these arrangements are often complex and require the client to relinquish control of large amounts of money, financial due diligence must be at the top of the list when qualifying potential providers. While no outsourcing arrangement is absolutely risk free, the client should ensure that its funds are as safe as they would be under its own management and control.
The number of container ships waiting outside U.S. East and Gulf Coast ports has swelled from just three vessels on Sunday to 54 on Thursday as a dockworker strike has swiftly halted bustling container traffic at some of the nation’s business facilities, according to analysis by Everstream Analytics.
As of Thursday morning, the two ports with the biggest traffic jams are Savannah (15 ships) and New York (14), followed by single-digit numbers at Mobile, Charleston, Houston, Philadelphia, Norfolk, Baltimore, and Miami, Everstream said.
The impact of that clogged flow of goods will depend on how long the strike lasts, analysts with Moody’s said. The firm’s Moody’s Analytics division estimates the strike will cause a daily hit to the U.S. economy of at least $500 million in the coming days. But that impact will jump to $2 billion per day if the strike persists for several weeks.
The immediate cost of the strike can be seen in rising surcharges and rerouting delays, which can be absorbed by most enterprise-scale companies but hit small and medium-sized businesses particularly hard, a report from Container xChange says.
“The timing of this strike is especially challenging as we are in our traditional peak season. While many pulled forward shipments earlier this year to mitigate risks, stockpiled inventories will only cushion businesses for so long. If the strike continues for an extended period, we could see significant strain on container availability and shipping schedules,” Christian Roeloffs, cofounder and CEO of Container xChange, said in a release.
“For small and medium-sized container traders, this could result in skyrocketing logistics costs and delays, making it harder to secure containers. The longer the disruption lasts, the more difficult it will be for these businesses to keep pace with market demands,” Roeloffs said.
The British logistics robot vendor Dexory this week said it has raised $80 million in venture funding to support an expansion of its artificial intelligence (AI) powered features, grow its global team, and accelerate the deployment of its autonomous robots.
A “significant focus” continues to be on expanding across the U.S. market, where Dexory is live with customers in seven states and last month opened a U.S. headquarters in Nashville. The Series B will also enhance development and production facilities at its UK headquarters, the firm said.
The “series B” funding round was led by DTCP, with participation from Latitude Ventures, Wave-X and Bootstrap Europe, along with existing investors Atomico, Lakestar, Capnamic, and several angels from the logistics industry. With the close of the round, Dexory has now raised $120 million over the past three years.
Dexory says its product, DexoryView, provides real-time visibility across warehouses of any size through its autonomous mobile robots and AI. The rolling bots use sensor and image data and continuous data collection to perform rapid warehouse scans and create digital twins of warehouse spaces, allowing for optimized performance and future scenario simulations.
Originally announced in September, the move will allow Deutsche Bahn to “fully focus on restructuring the rail infrastructure in Germany and providing climate-friendly passenger and freight transport operations in Germany and Europe,” Werner Gatzer, Chairman of the DB Supervisory Board, said in a release.
For its purchase price, DSV gains an organization with around 72,700 employees at over 1,850 locations. The new owner says it plans to investment around one billion euros in coming years to promote additional growth in German operations. Together, DSV and Schenker will have a combined workforce of approximately 147,000 employees in more than 90 countries, earning pro forma revenue of approximately $43.3 billion (based on 2023 numbers), DSV said.
After removing that unit, Deutsche Bahn retains its core business called the “Systemverbund Bahn,” which includes passenger transport activities in Germany, rail freight activities, operational service units, and railroad infrastructure companies. The DB Group, headquartered in Berlin, employs around 340,000 people.
“We have set clear goals to structurally modernize Deutsche Bahn in the areas of infrastructure, operations and profitability and focus on the core business. The proceeds from the sale will significantly reduce DB’s debt and thus make an important contribution to the financial stability of the DB Group. At the same time, DB Schenker will gain a strong strategic owner in DSV,” Deutsche Bahn CEO Richard Lutz said in a release.
Transportation industry veteran Anne Reinke will become president & CEO of trade group the Intermodal Association of North America (IANA) at the end of the year, stepping into the position from her previous post leading third party logistics (3PL) trade group the Transportation Intermediaries Association (TIA), both organizations said today.
Meanwhile, TIA today announced that insider Christopher Burroughs would fill Reinke’s shoes as president & CEO. Burroughs has been with TIA for 13 years, most recently as its vice president of Government Affairs for the past six years, during which time he oversaw all legislative and regulatory efforts before Congress and the federal agencies.
Before her four years leading TIA, Reinke spent two years as Deputy Assistant Secretary with the U.S. Department of Transportation and 16 years with CSX Corporation.
As the hours tick down toward a “seemingly imminent” strike by East Coast and Gulf Coast dockworkers, experts are warning that the impacts of that move would mushroom well-beyond the actual strike locations, causing prevalent shipping delays, container ship congestion, port congestion on West coast ports, and stranded freight.
However, a strike now seems “nearly unavoidable,” as no bargaining sessions are scheduled prior to the September 30 contract expiration between the International Longshoremen’s Association (ILA) and the U.S. Maritime Alliance (USMX) in their negotiations over wages and automation, according to the transportation law firm Scopelitis, Garvin, Light, Hanson & Feary.
The facilities affected would include some 45,000 port workers at 36 locations, including high-volume U.S. ports from Boston, New York / New Jersey, and Norfolk, to Savannah and Charleston, and down to New Orleans and Houston. With such widespread geography, a strike would likely lead to congestion from diverted traffic, as well as knock-on effects include the potential risk of increased freight rates and costly charges such as demurrage, detention, per diem, and dwell time fees on containers that may be slowed due to the congestion, according to an analysis by another transportation and logistics sector law firm, Benesch.
The weight of those combined blows means that many companies are already planning ways to minimize damage and recover quickly from the event. According to Scopelitis’ advice, mitigation measures could include: preparing for congestion on West coast ports, taking advantage of intermodal ground transportation where possible, looking for alternatives including air transport when necessary for urgent delivery, delaying shipping from East and Gulf coast ports until after the strike, and budgeting for increased freight and container fees.
Additional advice on softening the blow of a potential coastwide strike came from John Donigian, senior director of supply chain strategy at Moody’s. In a statement, he named six supply chain strategies for companies to consider: expedite certain shipments, reallocate existing inventory strategically, lock in alternative capacity with trucking and rail providers , communicate transparently with stakeholders to set realistic expectations for delivery timelines, shift sourcing to regional suppliers if possible, and utilize drop shipping to maintain sales.