POD, Invoicing and Payment Follow-Up Desk
POD, Invoicing & Payment Follow-Up Desk — Done Properly.
Accelerate your cash flow with end-to-end Proof of Delivery retrieval, carrier invoice matching, clean shipper billing, and proactive payment follow-up to compress DSO.
Key Performance Indicators & SLAs
System Architecture & Execution Pipeline
POD Retrieval & Verification
Collecting signed delivery receipts via driver mobile apps, ELDs, carrier portals, and dispatch emails.
Signature & Exception Audit
Checking for receiver signatures, printed names, delivery date/time stamps, and OS&D exception notations.
Invoice Packet Assembly
Consolidating customer invoice, signed POD, rate confirmation, and verified accessorial receipts into a clean PDF packet.
Electronic Invoicing & EDI 210
Transmitting invoices via EDI 210, customer accounting portals (Triumph, Cass, Tungsten, Coupa), or automated email.
DSO Aging Tracking & Collections
Monitoring aging buckets (15/30/45+ days) and systematically contacting shipper accounts payable teams.
Core Modules & Scope
Rapid POD Capture & Indexing
Chasing missing PODs within hours of delivery from carriers, drivers, and factoring companies.
Clean Invoice Packet Compilation
Ensuring customer invoices include every required document so bills are never rejected or delayed by shipper AP desks.
Short-Pay & Deduction Resolution
Auditing shipper payment deductions, tracking unauthorized fee offsets, and recovering deducted freight charges.
DSO Reduction & Accounts Receivable Desk
Systematic outreach to customer billing departments to confirm invoice receipt, payment approvals, and scheduled check runs.
Delivery Framework
Billing Workflow & Customer Profile Setup
Map billing requirements per customer (portal vs EDI vs email, required paperwork, invoice cadence).
Missing POD Chase System Configuration
Set up automated reminders and escalation triggers for carriers failing to submit PODs within 24 hours.
Invoice Packet Validation Run
Run parallel audits on all billing packets to ensure zero document rejection.
Daily Billing Cycle & Aging Dashboarding
Daily invoice generation and weekly aging reports delivered to executive leadership.
Frequently Asked Questions
How quickly do you generate invoices after delivery?
Once a clean, signed POD is received, customer invoices are compiled and transmitted within 2 to 4 business hours.
How do you handle carriers who delay sending PODs?
We run structured POD chase workflows: automated SMS/email reminders at 4 and 12 hours post-delivery, followed by phone calls to dispatch and factoring companies until the document is secured.
Can you upload invoices directly into third-party freight payment portals?
Yes. We regularly interface with freight payment platforms like Cass, U.S. Bank Freight Payment, TriumphPay, and customer-specific ERPs.
Do you handle payment collection calls?
Yes. Our team conducts professional, courteous accounts receivable follow-ups to verify invoice approval status and resolve payment timing questions before invoices become past due.