Freight Audit and Payment
Freight Audit & Payment Desk — Done Properly.
Stop freight cost overruns with automated and expert pre-audit and post-audit of carrier freight bills, tariff validation, fuel calculation auditing, and duplicate billing protection.
Key Performance Indicators & SLAs
System Architecture & Execution Pipeline
Freight Bill Ingestion & OCR
Ingesting carrier freight invoices via EDI 210, PDF parser, and accounting inbox queues.
Multi-Parameter Duplicate Screen
Validating carrier MC number, pro number, BOL number, pickup date, and total dollar amount to stop duplicate claims.
Contract Tariff & Fuel Audit
Comparing billed line-haul rates, fuel surcharge percentage, and discounts against signed rate confirmation and contract tariff.
Accessorial Verification & Short-Pay
Checking whether detention, lumper, or toll charges have required customer approvals and signed receipts; short-paying invalid items.
Payment Batch Generation & ERP Sync
Generating approved carrier payment vouchers and posting transactions to ERP / QuickBooks for ACH or QuickPay release.
Core Modules & Scope
Automated Pre-Audit Rate Verification
Auditing carrier invoices before payment is approved, preventing costly and difficult post-payment clawbacks.
Duplicate Invoice Elimination
Sophisticated multi-parameter checks to prevent duplicate billings from carriers or multiple factoring firms.
DOE Fuel Surcharge Calibration
Verifying that fuel surcharges strictly adhere to contract benchmark tables (Department of Energy weekly indexes).
Discrepancy Triage & Carrier Communication
Communicating discrepancy vouchers directly with carrier billing departments to resolve variances amicably.
Delivery Framework
Tariff Matrix & Contract Intake
Upload carrier contracts, agreed rate matrixes, fuel formulas, and accessorial rule sheets into audit engine.
Audit Tolerance Calibration
Define tolerance levels (e.g. auto-approve within $1.00 variance, flag larger discrepancies for review).
Daily Freight Bill Processing
Process daily carrier bill queue, match against rate confirmations and PODs, and flag discrepancies.
Payment Authorization & Audit Reporting
Deliver approved payment batches and monthly freight savings reports highlighting recovered overcharges.
Frequently Asked Questions
What is the difference between pre-audit and post-audit?
Pre-audit catches errors before payment is released, keeping cash in your bank. Post-audit reviews historical payments to recover past overcharges from carriers.
What are the most common carrier billing errors you catch?
The most common errors are incorrect fuel surcharge formulas, unapproved detention charges, line-haul typos, and duplicate invoices submitted under different pro numbers.
How do you handle payments to factoring companies?
We verify active Notice of Assignment (NOA) letters to ensure payment is routed exclusively to the legally authorized factoring entity, eliminating double liability.
Can you process QuickPay and standard 30-day payment terms?
Yes. We configure payment schedules based on agreed terms, including QuickPay discount deductions (e.g. 2% 2-day QuickPay vs net 30).