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Fluid Hauling Case Study
Eliminated Revenue Leakage and Recovered $890K in Uncaptured Loads
The Challenge
Fluid hauling has a unique revenue leakage problem: a load happens whether or not anyone records it. If the driver doesn't fill out the bill of lading correctly, or if the volume reading is missed, that load is invisible from a billing perspective.
- Paper BOLs were being lost or filled out incompletely. Estimates from the operations manager: 8-12% of loads had data gaps that complicated billing.
- Volume discrepancies were common. Customers caught over-billing; the company never caught the under-billing.
- Disposal tickets from third-party facilities were arriving 2-3 weeks late, making reconciliation a nightmare.
- Routes were not optimized. Drivers made decisions based on what they remembered about wait times, not on actual capacity.
The Solution
OpsFlo deployed with a focus on the fluid hauling workflow in 7 weeks:
- Mobile app with offline mode for drivers - every load logged with volume, customer ID, source, and destination at pickup and disposal
- Photo validation of meter readings at pickup and disposal - eliminates volume disputes
- GPS integration so the system knows when a truck arrived and departed each location independent of driver entry
- Disposal facility integration for digital ticket exchange where supported, photo-based scanning where not
- Invoicing & Billing module with automated load-to-invoice matching
The Results
After 11 months:
- $890K in previously uncaptured loads recovered in year one - loads identified through GPS that were never billed
- Load-to-invoice match rate rose from 87% to 99.4%
- Average load cycle time dropped 14% through better disposal facility routing
- Zero customer volume disputes in the past 8 months - photo evidence settles every question
- Driver paperwork time dropped from ~20 min per shift to under 4 min
Key Impacts
$890K
Previously Uncaptured Loads Recovered
99.4%
Load-to-Invoice Match Rate (was 87%)
Zero
Customer Disputes on Volume in 8 Months
“We knew we were leaving money on the table, we just didn't know how much. When OpsFlo's reconciliation engine surfaced $890K of unbilled work in our first year, it changed how I think about operational visibility. It's not a nice-to-have. It's where our margin actually lives.”
Owner & General Manager
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