SWAP scales cross-border logistics with managed billing

Manual chaos

SWAP's rapid expansion across European markets created a critical operational bottleneck. Managing cross-border e-commerce logistics for 400+ merchants meant handling a massive volume of highly fragmented data.

Operational pain points

• The invoice mountain: Every month, the SWAP team had to manually aggregate and harmonize more than 1,500 invoices across ~20 carriers in ~15 countries.
• Identification gap: Unlike traditional setups, SWAP did not work with separate carrier account numbers for each of their hundreds of onboarded brands. This made it nearly impossible to reconcile which carrier charge belonged to which merchant.
• Weak signals: High volumes of "hub returns" often arrived with no reliable merchant identifier, containing only weak signals like address fragments or partial shipment references.
• Manual reporting: Logistics and finance teams were forced into manual reporting processes, leading to limited transparency and a high risk of margin leaks.

Merchant monitoring and control layer

Senvo replaced SWAP's manual work with a custom billing engine designed specifically for high-complexity merchant environments. The project focused on three core technical pillars.

Flexible merchant mapping ("control layer")

To solve the lack of dedicated account numbers, Senvo built a multi-layered mapping system to reliably assign shipments to the correct brand.

• API-driven matching: Senvo ingests merchant and shop metadata directly from SWAP's internal API to match invoice shipments to specific merchants.
• Alias management UI: For cases where API data is insufficient (like returns), Senvo introduced an Alias Management UI. This allows SWAP to define "aliases" based on address fragments or reference codes, ensuring that even shipments with "weak signals" are correctly allocated.
• Operational control: A dedicated merchant management UI was implemented so the team can add, rename, and maintain their list of 400+ merchants over time without technical support.

Extended invoice processing and data enrichment

Senvo significantly expanded the depth of data ingested to improve both coverage and accuracy.

• Format flexibility: Added specialized support for complex invoice formats, specifically for DHL and FedEx, to extract granular cost components and surcharges.
• Data fusion: By combining API metadata with invoice sources, Senvo attaches the merchant as a structured, searchable field to every single shipment record.

Custom auditable exports

To meet internal reporting and compliance needs, Senvo expanded data exports with unique visibility features.

• Attribution transparency: Every export includes a column explaining how a merchant was mapped (e.g., "via API data" vs. "via address alias").
• Deep visibility: If a match was address-based, the system identifies the specific address field that triggered the match, providing a clear audit trail for the finance team.

Scalable engine

The most important deliverable was not just a "smart" algorithm, but a fully controllable and monitorable operational layer. By giving SWAP the tools to manage their own mapping logic and aliases, Senvo turned billing from a manual bottleneck into a scalable engine that grows with their merchant base.

Metrics for success

• Operational scalability: Ability to process 1,500+ invoices monthly with [Recommended: X% reduction in headcount or hours].
• Mapping coverage: Achieved [Recommended: >99.X%] merchant attribution accuracy, even for hub returns.
• Onboarding speed: [Recommended: X%] faster onboarding for new merchants and brands.
• Audit efficiency: Reduced time spent on manual invoice reconciliation by [Recommended: X%].