Paperwork controls your cash
In freight and logistics, you cannot bill until the paperwork is complete. A proof of delivery stuck in a driver's photo roll or a dispatcher's inbox delays the invoice, and every day of delay is a day longer before you are paid.
On the cost side, carrier invoices with unexpected accessorials or rates that do not match the confirmation slip through because nobody has time to check every one. Automating document intake and matching fixes both: billing starts as soon as the POD arrives, and every carrier invoice is checked against the agreed rate.
What we automate
POD capture and billing trigger
PODs from email, driver apps and portals are read, matched to the load, checked for signatures and exceptions, and used to release the customer invoice.
Carrier invoice audit
Carrier invoices are compared with the rate confirmation and approved accessorials; only discrepancies go to a person.
BOL data capture
Shipper, consignee, pieces, weight, class and references extracted and checked against the order.
Rate confirmation filing
Signed rate cons matched to loads and stored, with key terms captured.
Customs and cross-border paperwork
Commercial invoices, packing lists and certificates checked for completeness before the border.
Document packets for customers
Complete invoice packets assembled automatically to each customer's requirements.
Typical exceptions flagged
- Missing or illegible signaturePOD routed back for a clean copy before billing.
- Delivery exceptions notedShortages, damage or refusals noted on the POD raised to claims.
- Accessorial not approvedDetention, lumper or layover charges without approval held.
- Rate mismatchLinehaul or fuel differs from the confirmation.
- Reference mismatchPO or load number on the document does not match the system.
- Duplicate carrier invoiceSame load billed twice by a carrier or a factoring company.
How a shipping document project runs
Document inventory
Every document type, source and destination, with volumes and current handling time.
Matching rules
How each document matches to loads, and what counts as complete for billing.
Build
Capture, extraction, matching, filing and alerts, connected to your TMS.
Pilot
Runs alongside coordinators and billing until accuracy is proven.
An example logistics finding
Billing delays often come down to one missing document type.
- What we found
- Loads with lumper charges cannot be billed until the receipt is found, often in a driver's text messages.
- Fix
- A dedicated intake address and driver upload link, automatic matching by load number, and a reminder when a receipt is missing.
- Effect
- Loads with lumper charges billed as quickly as others.
Common questions
Can it read photos taken by drivers?
Yes, within reason. Clear phone photos are read reliably; blurred or partial images are routed back for a better copy, which is still faster than discovering the problem at billing.
Which TMS platforms do you work with?
We integrate with TMS platforms that offer an API or import, and with custom or legacy systems through their database or files. Tell us which one you use.
Can customers receive documents automatically?
Yes. Invoice packets with the required PODs, BOLs and receipts can be assembled and sent automatically to each customer's requirements.
Find out what one process could save you
Book a paid automation assessment. We map the process with your team, measure the time it takes, and give you a fixed-price build plan with expected savings. If automation is not worth it, we will tell you.