How Porto Analytics catches order exceptions the same day instead of at month end

Company Overview

Porto Analytics processes around 3,000 orders a month. Orders that stalled between entry and invoicing were only discovered during month end close, sometimes weeks after the problem started.

Challenge

• Stalled orders surfaced only at month end, up to four weeks after they stopped moving
• Around 60 orders a month sat in an exception state that nobody owned
• Cash collection was delayed on orders that had been delivered but never invoiced
• Month end close ran two days long because of exception clean up

Solution

• Brightpath Insights monitors every order against expected duration for its type and flags anything stalled
• Exceptions are assigned to a named owner the same day rather than discovered in bulk later
• Delivered but uninvoiced orders appear on a daily list for credit control
• Recurring exception patterns are grouped, which identified three fixable upstream causes

Results

• Stalled orders are now identified the same day rather than up to four weeks later
• Delivered but uninvoiced value fell by around 340,000 euros within the first quarter
• Month end close shortened by two days
• Three upstream causes were fixed, removing about half the recurring exceptions

Customer Testimonial

"Month end was doing two jobs for us, closing the books and finding the mistakes. Those are very different jobs and the second one should not wait a month. Now the exceptions come to us daily, and close is genuinely just closing."

Rafael Duarte, Head of Automation, Porto Analytics

Key Benefits

• Stalled orders detected against expected duration
• Every exception assigned an owner the same day
• Daily list of delivered but uninvoiced orders
• Recurring causes grouped for upstream fixing

Brightpath Software moved exception handling at Porto Analytics out of month end and into the working day, releasing cash that had been sitting invisible.