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Use Case โ€” Charge Reconciliation

RTD/CVD/PPD charges vs rate cards, flagged before CASS billing

How KabyTech extracts all charge sections from AWBs, compares them against contracted rate cards, and flags discrepancies before they enter the CASS billing cycle.

The Problem

Manual charge comparison leads to costly overpayments

Before: Manual Charge Verification

  • Accounting staff manually reads charge sections from each AWB: freight rate, fuel surcharge, security surcharge, handling fees
  • Each charge line compared against the contracted rate card in a spreadsheet โ€” per airline, per route, per weight break
  • Overcharges and incorrect surcharges often missed โ€” discovered only after CASS billing statement arrives
  • CASS disputes take 30-60 days to resolve, tying up working capital
  • Prepaid vs collect (PPD/CVD) mismatches cause double billing or uncollected charges
2-4%
of charges contain errors
discovered too late for easy correction

After: KabyTech Auto-Reconciliation

  • KabyTech extracts every charge line from AWB: RTD (rate/charge detail), CVD (charge valuation), PPD (prepaid charges)
  • Each extracted charge automatically compared against the correct rate card by airline, route, and weight break
  • Overcharges flagged immediately โ€” before the CASS billing cycle processes them
  • Pre-CASS validation report generated weekly, giving time to dispute before settlement
  • PPD/CVD payment terms validated against booking confirmation
95%
charges auto-reconciled
discrepancies flagged pre-CASS
AWB 176-1551 5964 โ€” Charge Reconciliation
Charge TypeAWB AmountRate CardStatus
Freight (M rate)THB 4,250THB 4,250MATCH
Fuel SurchargeTHB 1,180THB 1,180MATCH
Security (SCC)THB 320THB 290+THB 30
Handling (MYC)THB 450THB 450MATCH
AWC SurchargeTHB 180THB 180MATCH
DG HandlingTHB 850THB 750+THB 100
Payment TermPPDPPDMATCH
Total: THB 7,230 vs THB 7,100 Overcharge: THB 130
The Solution

Every charge line compared against contracted rates

KabyTech extracts all charge sections from the AWB โ€” including freight rates by weight break, fuel and security surcharges, handling fees, dangerous goods surcharges, and any airline-specific other charges (OTH). Each extracted amount is compared against your contracted rate card.

The system understands rate card structures: minimum charges, weight breaks (N, Q, M rates), route-specific surcharges, and seasonal adjustments. Overcharges as small as THB 10 are caught and flagged.

RTD rate/charge detail CVD charge valuation PPD/CVD payment terms Weight break rates Surcharge verification DG handling charges
Pre-CASS Validation Report โ€” Week 37
๐Ÿ’ฐ342 AWBs reconciled this week95% OK
๐Ÿ“ŠTotal charges: THB 2,847,300VERIFIED
๐Ÿ”ด12 AWBs with overcharges (THB 8,420 total)DISPUTE
๐ŸŸก5 AWBs with PPD/CVD mismatchREVIEW
๐Ÿ“ˆEK avg rate vs card: +1.2%TREND
๐Ÿ“ˆTG avg rate vs card: -0.3%ON TRACK
Report generated 3 days before CASS settlement
Pre-CASS Validation

Discrepancies flagged before CASS billing

The system generates a weekly pre-CASS validation report that summarizes all charge reconciliations. Overcharges are identified and grouped by airline, giving your accounting team a clear list of items to dispute before the CASS settlement date.

Trend analysis tracks average rates per airline against your contracted rate cards over time. If an airline's charges consistently exceed the contracted rate, the system flags it as a trend โ€” helping you renegotiate rates with data.

Weekly pre-CASS report Overcharge dispute list Per-airline breakdown Rate trend analysis PPD/CVD audit Working capital savings
Results

Charge reconciliation impact

95%
Charges auto-reconciled
THB 8K+
Overpayments caught/week
Pre-CASS
Validation timing
30-60d
Dispute time eliminated

Ready to stop overpaying on air freight charges?

Book a demo and see your AWB charges reconciled against rate cards automatically โ€” before CASS billing.

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