Leakage Control

Leakage Control for Dolibarr

Find the Profit and Cash Your Business Is Quietly Losing

Most businesses do not lose money through one obvious mistake.

It happens gradually:

• goods are delivered but never invoiced;
• the same supplier bill is entered twice;
• products are sold below the expected margin;
• discounts exceed company policy;
• supplier costs rise but selling prices are not updated;
• overdue customer balances remain uncollected;
• supplier bills are paid too early;
• unnecessary purchases are made while usable stock exists elsewhere;
• inventory remains unused for months;
• financial and operational exceptions are noticed only after the money has already been lost.

Leakage Control continuously examines the data already available in Dolibarr and identifies these problems before they disappear inside everyday operations.

It runs 18 business controls across sales, purchasing, suppliers, customers, stock, projects and working capital. Every finding becomes a structured case showing the amount involved, the supporting evidence, why it was detected and what should happen next.

It is not simply another reporting dashboard.

It is a practical control workflow:

Find → Prove → Assign → Fix → Measure

The module reads existing Dolibarr records without changing invoices, orders, payments or stock.

▶ Watch the demo video

What Leakage Control Helps Protect

Leakage Control separates different kinds of financial impact instead of presenting one misleading total:

• Profit at risk — revenue or margin that may be lost
• Cash at risk — cash that should be collected, blocked or released
• Exposure — financial or operational risk that requires attention
• Stock value — capital tied up in excess, dormant or incorrectly valued inventory

These categories are always shown separately because profit, cash exposure and inventory value are not the same thing.

18 Automated Business Controls

Sales and Billing Leakage

Delivered but Not Invoiced

Detect quantities that have already been shipped to customers but have not yet been invoiced.

The module reconstructs invoiced quantities from linked invoices and compares them with actual shipments so outstanding billing can be identified.

Business use: reduce revenue leakage caused by completed deliveries that never reach invoicing.

Sales Below Minimum Margin

Identify invoice lines where the realised margin falls below your target.

Margin targets can be defined at company, customer or product-category level.

The module considers available line cost, PMP and cost price rather than assuming missing cost is zero.

Business use: detect margin erosion before low-margin transactions become normal.

Discounts Beyond Policy

Find sales where the effective discount exceeds the permitted level.

Only the part above the policy threshold is treated as leakage.

Business use: monitor discount discipline and identify pricing exceptions requiring review.

Unusual Credit Notes

Identify customers receiving significantly more credit notes than expected based on historical behaviour.

Corrections and legitimate re-issued invoices are treated separately where possible.

Business use: highlight pricing errors, returns, disputes or recurring process problems.

Unbilled Project Time and Expenses

Find billable project hours and approved expenses that have not reached an invoice.

Business use: prevent service revenue from being lost because approved work or expenses were never billed.

These sales and billing controls are documented individually with their calculation logic, exclusions and recommended next steps.

Purchasing and Supplier Controls

Possible Duplicate Supplier Bills

Detect potentially duplicated supplier invoices using reference, amount, date, line content and supplier identity.

The module can identify similarities even when:

• supplier references have different formatting;
• supplier records have been duplicated;
• small reference variations exist.

It distinguishes money already paid twice from money that can still be blocked before payment.

Purchase Order / Receipt / Supplier Bill Mismatch

Compare:

Purchase Order → Goods Received → Supplier Invoice

and identify:

• price variances;
• quantities billed above quantities received.

Business use: strengthen three-way matching and reduce overbilling.

Unexpected Freight and Surcharges

Detect freight, handling, fuel, packaging and similar charges that were not expected from the purchase order or that are materially above the supplier's usual pattern.

Purchase Cost Increase Not Passed Into Selling Price

Identify products whose purchase cost has increased while the selling price has not moved accordingly.

The module reconstructs cost history from supplier bills where required.

Business use: identify silent margin compression.

Supplier Paid Early Without Benefit

Find supplier invoices paid materially before their due date when no early-payment benefit was received.

The module estimates both:

• the financing cost;
• the cash released earlier than necessary.

Supplier Lead Time Getting Worse

Compare recent supplier delivery performance with historical lead times.

Business use: identify suppliers becoming less reliable before delays begin affecting customer commitments.

Supplier Billing Spike

Detect suppliers whose recent billing activity is materially above their normal monthly level.

This is presented as exposure requiring verification, not automatically labelled as a loss.

The supplier controls include safeguards to reduce false positives, including tolerances, history requirements and treatment of credit notes or timing differences.

Cash and Customer Risk

Collections Priority

Leakage Control does more than list overdue invoices.

It ranks customers according to factors such as:

• overdue amount;
• days overdue;
• previous payment behaviour;
• disputes;
• recovery likelihood.

Credit notes, unapplied credits and overpayments are taken into account.

Business use: help collection teams focus first on the receivables that deserve the most attention.

Customer Credit Exposure

Identify customers exceeding their configured credit limit.

For customers without a credit limit, the module can highlight customers with poor payment behaviour who still have open orders.

Business use: reduce the risk of continuing to sell or ship to already exposed customers.

Inventory and Working-Capital Controls

Excess and Dormant Stock

Identify inventory materially above expected demand as well as products that have stopped moving.

The calculation considers:

• current stock;
• open customer demand;
• historical consumption;
• lead time;
• safety period;
• target stock cover;
• unit cost.

Business use: identify cash tied up in inventory that may no longer be needed.

Transfer Before Buy

Before purchasing more stock, Leakage Control checks whether another warehouse already has usable surplus stock.

Business use: release cash and reduce unnecessary purchasing by transferring existing inventory first.

Stockout Risk on Confirmed Demand

Compare confirmed customer demand against:

• available stock;
• incoming approved supply;
• expected arrival dates.

The financial amount is based on the gross margin at risk, rather than incorrectly treating all affected revenue as a loss.

Stock Valuation Problems

Detect:

• stock with zero PMP;
• negative stock by warehouse;
• average costs materially different from recent purchase cost.

Where the same valuation problem affects many products, the module can group it as a process issue instead of creating unnecessary individual cases.

Every Finding Becomes an Actionable Case

Finding a problem is only the beginning.

Leakage Control converts each finding into a managed case containing:

• amount involved;
• financial basis;
• plain-language explanation;
• exact calculation formula;
• real inputs used in the calculation;
• detailed evidence;
• links to the relevant Dolibarr records;
• confidence score;
• severity;
• responsible owner;
• SLA / action deadline;
• complete case timeline;
• evidence history.

Users can then:

• take a case into review;
• assign it;
• add comments;
• mark action pending;
• escalate it;
• resolve it;
• record the amount recovered or prevented;
• dismiss it with a documented reason.

When the underlying problem disappears, a later scan can automatically clear the case. If the problem returns, the case can reopen.

Fix Problems in Dolibarr, Not in Another System

Each case can provide a Fix it in Dolibarr action linking back to the relevant standard Dolibarr screen.

Examples include:

• create the missing customer invoice;
• review a supplier bill;
• adjust customer credit settings;
• inspect the relevant order;
• review a product or stock record.

Leakage Control does not replace your ERP workflow.

It identifies the issue and brings the user back to Dolibarr to correct the underlying business process.

Money at Risk Dashboard

The main page gives management a consolidated view of:

• profit at risk;
• cash at risk;
• financial exposure;
• affected stock value;
• leakage rate relative to sales;
• recovered or prevented amounts;
• cases past their SLA;
• data coverage.

It also shows:

• a 12-week money-at-risk trend;
• newly detected issues;
• recovered amounts;
• breakdowns by check;
• breakdowns by severity;
• largest open cases;
• plain-language summaries of what changed.

This provides management with a practical view of where attention is required rather than only accounting totals.

Review Queue and Case Management

Teams can work findings through a dedicated review queue.

Features include:

• open cases;
• overdue cases;
• unassigned cases;
• critical and high-severity cases;
• closed cases;
• saved views;
• column filters;
• sorting;
• bulk assignment and status actions;
• CSV export;
• PDF export.

The review queue can also be used from a mobile device.

Measure What Was Actually Recovered

The Results area tracks what the control process has delivered over time.

It includes:

• amount detected;
• amount recovered;
• amount prevented;
• capture rate;
• precision;
• median time to close;
• percentage resolved within SLA;
• monthly trends;
• results by check;
• results by owner.

This changes leakage monitoring from a list of problems into a measurable control process.

Intelligence and Decision Support

Leakage Control includes additional analysis built around both the ERP data and detected cases.

Action Plan
Ranks open cases using expected value and confidence so teams can identify high-value issues and quick wins first.

Pricing and Discount Analysis
Provides a waterfall from:

List price → Discounts → Net revenue → Cost → Gross margin

with outlier analysis by customer, salesperson and product.

Customer and Supplier Risk
Builds risk indicators using factors such as:

• overdue balances;
• payment delays;
• credit notes;
• open leakage cases;
• supplier issues;
• purchasing exposure;
• lead-time deterioration.

Supplier Bill Forensics
Includes analytical signals such as:

• Benford first-digit analysis;
• unusual round amounts;
• supplier bills close to approval thresholds.

These indicators are presented as reasons for further review, not as proof of fraud.

Working-Capital Simulator
Model the potential cash effect of improving:

• DSO;
• DPO;
• DIO;
• recovery of open leakage cases.

Forecast
Projects sales and leakage when sufficient historical data exists.

Optional Ask the Analyst
An optional AI assistant allows users to ask questions about information already shown by the module.

The AI is off by default and only receives the relevant case evidence or facts from the current analysis. A response containing a figure not supported by that evidence is rejected.

Payment Guard

Before processing supplier payments, use Payment Guard to identify unpaid supplier bills that already have open cases such as:

• possible duplicates;
• purchase-order mismatches;
• unexpected surcharges.

Users can review which bills should be held and which are considered OK to pay.

This creates an additional control point before questionable supplier payments leave the business.

Root Cause Analysis

Leakage can be grouped by:

• customer;
• supplier;
• control;
• owner;
• salesperson;
• product;
• month.

For each group the module shows:

• money at risk;
• stock value;
• recovered amount;
• dismissed findings;
• dismissal rate.

This helps answer a more important management question:

Where is leakage repeatedly coming from?

Working Capital Management

Leakage Control includes:

• customer receivables ageing;
• supplier payables ageing;
• analysis at a selected historical date;
• DSO;
• DIO;
• DPO;
• cash conversion cycle;
• cash at risk from open cases.

Credit notes and unapplied credits are included in the ageing logic, and invoices link directly back to Dolibarr.

Alerts and Weekly Management Brief

Do not wait for someone to remember to open the module.

Leakage Control provides four configurable alert types:

• New cases
• Overdue cases
• High-value cases
• Weekly brief

Alerts can be delivered:

• directly inside Dolibarr;
• by email;
• to individual users;
• to user groups;
• to additional email addresses.

They can run:

• every 12 hours;
• daily;
• weekly;
• or only when something new appears.

The module keeps a history of what was sent, who received it and, for internal alerts, who read it.

Management Weekly Brief

The weekly brief gives owners and managers a compact view of:

• current money at risk;
• new cases;
• reopened or cleared issues;
• money recovered or prevented;
• overdue actions;
• largest outstanding cases.

This is particularly useful for businesses that want management visibility without reviewing individual transactions every day.

Data Quality Before Conclusions

Business controls are only useful when the underlying data supports them.

The Data Quality area shows for every control whether it is:

• Ready
• Ready with warnings
• Blocked

It also reports:

• records examined;
• excluded records;
• reasons for exclusion;
• percentage coverage;
• specific records that should be corrected.

Missing information is not silently converted into zero or guessed.

It is reported as a coverage gap instead.

Configurable for Different Businesses

A guided setup wizard provides starting presets for:

• Wholesale / Distribution
• Services
• Light Manufacturing

Each control can then be adjusted individually.

Configuration includes:

• enable / disable each control;
• materiality threshold;
• no-noise mode;
• severity thresholds;
• SLA deadlines;
• responsible owner;
• margin targets;
• discount limits;
• stock cover;
• supplier tolerances;
• analysis windows.

This allows the control framework to reflect the company's own operating policies rather than forcing every business into the same thresholds.

Designed for Different Teams

Business Owners and Directors — use Money at Risk, weekly brief, Results, working-capital indicators and root-cause analysis.

Finance Managers and Controllers — use control cases, financial exposure, working capital, results, alerts and the audit trail.

Accounts Receivable — use overdue collections priority, customer credit exposure, receivables ageing and overdue alerts.

Accounts Payable — use duplicate supplier invoice detection, PO / receipt / bill matching, surcharge detection and Payment Guard.

Sales Managers — use margin controls, discount-policy monitoring, credit-note analysis and price and margin analysis.

Purchasing and Inventory Teams — use supplier performance, cost increases, excess stock, transfer-before-buy recommendations, stockout risk and stock valuation controls.

Integrated Directly Into Dolibarr

Leakage Control adds:

• its own Dolibarr menu;
• a home-page widget;
• a Leakage tab on relevant Dolibarr records.

The Leakage tab is available on records such as:

• third parties;
• customer invoices;
• supplier invoices;
• customer orders;
• supplier orders;
• products.

Users can therefore see related leakage cases while working in the normal Dolibarr interface.

Filters, Reports and Exports

Module lists include:

• column filters;
• saved views per user;
• configurable columns;
• sorting;
• pagination;
• totals;
• CSV export;
• PDF export.

CSV exports include protection against spreadsheet formula injection.

There are also dedicated PDF outputs for management summaries and individual cases.

Read-Only by Design

Leakage Control is designed as a control layer over existing ERP information.

It does not automatically:

• create invoices;
• modify orders;
• change supplier bills;
• alter payments;
• adjust inventory.

The module writes only to its own control tables.

The only optional write into standard Dolibarr functionality is the creation of an agenda follow-up event when a user explicitly requests it.

Privacy and Security

• Analysis runs locally on your Dolibarr server.
• Core Dolibarr business documents remain read-only.
• User permissions separate viewing, case work, configuration and exports.
• Actions are recorded in the module audit log.
• The optional AI assistant is disabled by default.
• If enabled, it uses your own Claude API key.
• AI-generated messages are never sent automatically.

Multi-Company Support

Cases, settings and alerts are maintained independently for each Dolibarr entity.

Multi-Language Interface

Complete interfaces are provided in:

• English
• French
• German
• Italian
• Spanish

This includes menus, help, case explanations, evidence labels, alerts, PDFs, dates and local number formatting.

Testing and Reliability

Leakage Control includes automated and independent verification covering areas such as:

• all 18 controls;
• known-answer test cases;
• credit notes;
• deposits;
• overpayments;
• foreign currencies;
• stock transfers;
• permissions;
• alert behaviour;
• repeated scans;
• language rendering;
• financial recalculations.

The current documentation records 51 automated tests with 1,786 assertions, independent recalculation of headline figures, ledger tie-outs and dedicated page, permission and alert testing.

Technical Requirements

• Module version: 1.7.0
• Dolibarr: 18.0 or later
• Tested: Dolibarr 21.0.2 and 23.0.3
• PHP: 7.0 to 8.4
• Database: MySQL or MariaDB
• Required Dolibarr module: Invoices

Additional controls use the corresponding Dolibarr modules when available, including:

• Orders
• Shipments
• Supplier Orders
• Receptions
• Supplier Invoices
• Products
• Stock
• Projects
• Expense Reports

Optional:

• Scheduled Jobs for automated scans and alerts
• Configured mail server for email alerts
• Claude API key for optional AI functionality

PostgreSQL is not currently listed as tested.

Why Businesses Use Leakage Control

Leakage Control is designed for businesses that want to move beyond simply recording transactions and start continuously checking whether operational processes are protecting profit and cash.

It helps teams:

• identify revenue that has not been billed;
• protect margins;
• enforce discount policies;
• catch duplicate or questionable supplier invoices;
• improve collections;
• manage customer credit risk;
• reduce unnecessary purchasing;
• identify excess and dormant inventory;
• monitor supplier performance;
• protect working capital;
• prioritise issues by financial importance;
• assign responsibility;
• track actions through to resolution;
• measure what was recovered or prevented.

The objective is simple: turn hidden profit and cash leakage into visible, evidence-backed, owned and measurable cases inside Dolibarr.

▶ Watch the demo video · Product page · Silicon Blaze YouTube channel

Support, Videos and Custom ERP Work

Need help? For further assistance, please contact us at support@siliconblaze.com.

Videos: watch demos on the Silicon Blaze YouTube channel.

Website: siliconblaze.com

Custom ERP assistance: need a custom Dolibarr module, integration or ERP implementation? Contact Silicon Blaze at siliconblaze.com or support@siliconblaze.com.